Alexandra Oval User Guide 2014

Alexandra Oval User Guide 2014
ARARAT RURAL CITY COUNCIL
ALEXANDRA OVAL RESERVE USER GUIDE
April 2014
Modification History:
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Personal Information collected by Council is used for municipal purposes as specified in the Local
Government Act 1989. The Personal Information will be used solely by Council for these purposes and or
directly related purposes. Council may disclose this information to other organisations if required by
legislation. The applicant understands that the Personal Information provided is for the above purpose and
that he or she may apply to Council for access to and/or amendment of the information. Requests for
access and or correction should be made to Council’s Governance Manager.
Alexandra Oval Reserve User Guide 2014
TABLE OF CONTENTS
1 INTRODUCTION .............................................................................................................................................7
1.1 INTRODUCTION ............................................................................................................................................ 7
1.2 PURPOSE .................................................................................................................................................... 7
1.3 SCOPE ........................................................................................................................................................ 7
1.4 TERMS & CONDITIONS .................................................................................................................................. 8
1.5 DEFINITIONS ............................................................................................................................................... 8
1.6 LEGAL FRAMEWORK ..................................................................................................................................... 9
1.7 GROUND MANAGEMENT ............................................................................................................................. 10
1.8 ALEXANDRA OVAL RESERVE USER REFERENCE GROUP ..................................................................................... 10
1.9 NON-COMPLIANCE ..................................................................................................................................... 10
2 FACILITY ALLOCATION ..............................................................................................................................11
2.1 OVAL SURFACE AND NETBALL COURTS .......................................................................................................... 11
2.2 SEASONAL USER APPLICATION ..................................................................................................................... 11
Seasonal User Application Process ......................................................................................................... 11
2.3 CASUAL APPLICATION ................................................................................................................................. 13
Casual User Application Process – Sporting Facilities ............................................................................. 13
Casual User Application Process – Social Facilities/Function room ........................................................ 14
2.4 SCHOOL APPLICATION................................................................................................................................. 15
2.5 TEMPORARY CLOSURE OF GROUNDS .............................................................................................................. 15
2.6 BUILDINGS ................................................................................................................................................ 16
2.7 SECURITY BONDS ....................................................................................................................................... 16
2.8 CONTACT DETAILS ...................................................................................................................................... 17
2.9 COUNCIL’S RIGHT TO ENTER ........................................................................................................................ 17
2.10 ACCESS CARD ALLOCATION ........................................................................................................................ 17
2.11 SHARED USE ........................................................................................................................................... 18
2.12 ALLOCATION NOT REQUIRED/REALLOCATION ............................................................................................... 18
2.13 PRE SEASON TRAINING AND FINALS TRAINING .............................................................................................. 18
2.14 FINALS ................................................................................................................................................... 18
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Alexandra Oval Reserve User Guide 2014
2.15 EXTENDED GROUND/BUILDING USAGE – PRACTICE MATCHES AND CLUB ORGANISED GAMES.............................. 19
2.16 LATE APPLICATIONS .................................................................................................................................. 19
2.17 SUB-LETTING OF FACILITIES ....................................................................................................................... 19
2.18 SEASONAL HANDOVER .............................................................................................................................. 19
3 FEES AND CHARGES .................................................................................................................................20
3.1 FEES AND CHARGES GUIDELINES ................................................................................................................... 20
3.2 CONCESSION ............................................................................................................................................. 20
3.3 PAYMENT OF FEES...................................................................................................................................... 20
3.4 NON PAYMENT OF FEES .............................................................................................................................. 20
3.5 TERMINATION ........................................................................................................................................... 21
3.6 UTILITIES .................................................................................................................................................. 21
3.7 AUSTRALIAN DRUG FOUNDATION - GOOD SPORTS PROGRAM ........................................................................... 21
4 FACILITY INFRASTRUCTURE AND MAINTENANCE................................................................................22
4.1 BUILDINGS ................................................................................................................................................ 22
4.2 CHANGE FACILITIES .................................................................................................................................... 22
4.3 ALEXANDRA OVAL COMMUNITY CENTRE ....................................................................................................... 22
4.4 CLEANING ................................................................................................................................................. 22
4.5 SCOREBOARDS AND COACHES BOXES ............................................................................................................. 23
4.6 SPORTS GROUND LIGHTING - INSTALLATION AND CAPITAL COSTS....................................................................... 23
4.7 FENCING................................................................................................................................................... 23
4.8 WASTE AND LITTER MANAGEMENT............................................................................................................... 24
4.9 DUMPED/ILLEGAL RUBBISH ......................................................................................................................... 24
4.10 IRRIGATION ............................................................................................................................................. 24
4.11 CAR PARKS & ACCESS ROADS .................................................................................................................... 24
4.12 TREES/SHRUBS/GARDENS ......................................................................................................................... 24
4.13 PUBLIC TOILETS ....................................................................................................................................... 25
4.14 CAPITAL DEVELOPMENT ............................................................................................................................ 25
4.15 BUILDING ALTERATIONS ............................................................................................................................ 25
5 SPORTING INFRASTRUCTURE..................................................................................................................26
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Alexandra Oval Reserve User Guide 2014
5.1 TURF WICKETS .......................................................................................................................................... 26
5.2 MOVABLE SOCCER/RUGBY GOALS ................................................................................................................ 26
5.3 GOAL POSTS ............................................................................................................................................. 27
5.4 GOAL NETS ............................................................................................................................................... 27
5.5 STORAGE .................................................................................................................................................. 27
5.6 LINE MARKING .......................................................................................................................................... 27
5.7 VEHICLES ON RESERVES............................................................................................................................... 27
6 CONDITIONS OF USE ..................................................................................................................................28
6.1 TIMES OF PAVILION USE.............................................................................................................................. 28
6.2 TIMES OF USE FOR SPORTS GROUND LIGHTS .................................................................................................. 28
6.3 ACCEPTED BEHAVIOUR................................................................................................................................ 28
6.4 FOOTWEAR IN BUILDINGS............................................................................................................................ 28
6.5 FACILITY AUDITS/INSPECTIONS ..................................................................................................................... 29
6.6 GRIEVANCE/COMPLAINTS PROCEDURE .......................................................................................................... 29
6.7 ADVERTISING/SIGNAGE............................................................................................................................... 29
6.8 GAMING ................................................................................................................................................... 29
6.9 SMOKING ................................................................................................................................................. 29
6.10 CONTENTS INSURANCE.............................................................................................................................. 29
6.11 SECURITY, LOCKS & EQUIPMENT ................................................................................................................ 29
6.12 WATER RESTRICTIONS .............................................................................................................................. 30
6.13 FIRE EXTINGUISHERS................................................................................................................................. 30
6.14 OPEN FIRES............................................................................................................................................. 30
6.15 SYRINGE DISPOSAL ................................................................................................................................... 30
6.16 EXIT DOORS ............................................................................................................................................ 30
6.17 PUBLIC ANNOUNCEMENTS (PA) SYSTEMS .................................................................................................... 30
7 HOSPITALITY ...............................................................................................................................................31
7.1 POINT OF SALE SYSTEM OVERVIEW ............................................................................................................... 31
7.2 TRAINING ................................................................................................................................................. 31
7.3 STOCKTAKE ............................................................................................................................................... 31
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Alexandra Oval Reserve User Guide 2014
7.4 HANDLING OF TAKINGS FROM AN EVENT ....................................................................................................... 31
7.5 OPERATING HOURS FOR SALES ..................................................................................................................... 32
8 RISK MANAGEMENT ...................................................................................................................................33
9 LEGISLATIVE REQUIREMENTS .................................................................................................................34
9.1 LIQUOR LICENCES....................................................................................................................................... 34
9.2 INCORPORATIONS ...................................................................................................................................... 34
9.3 PUBLIC LIABILITY INSURANCE ....................................................................................................................... 34
9.4 FOOD REGISTRATION .................................................................................................................................. 34
9.5 DISABILITY DISCRIMINATION ACT AND EQUAL OPPORTUNITIES ACT.................................................................... 35
9.6 THE CHARTER OF HUMAN RIGHTS ................................................................................................................ 35
9.7 WORKING WITH CHILDREN CHECK ................................................................................................................ 35
10 FESTIVALS/EVENTS/TOURNAMENTS/NON FIXTURED MATCHES .....................................................36
11. ARARAT RURAL CITY COUNCIL CONTACT DETAILS .........................................................................37
APPENDIX .......................................................................................................................................................39
APPENDICE 1 ..................................................................................................................................................40
APPENDICE 2 ..................................................................................................................................................41
APPENDICE 3 ..................................................................................................................................................42
APPENDICE 4 ..................................................................................................................................................48
APPENDICE 5 ..................................................................................................................................................56
APPENDICE 6 ..................................................................................................................................................60
APPENDICE 7 ..................................................................................................................................................67
APPENDICE 8 ..................................................................................................................................................74
APPENDICE 9 ..................................................................................................................................................78
APPENDICE 11 ................................................................................................................................................84
APPENDICE 12 ................................................................................................................................................85
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Alexandra Oval Reserve User Guide 2014
1 INTRODUCTION
1.1 INTRODUCTION
The Alexandra Oval Reserve User Guide forms the terms and conditions on which Ararat Rural City Councils
premier outdoor sporting facilities are used.
By providing this guide Council aims to continue to develop the relationship that has formed with all sports
clubs within Ararat. This guide aims to optimise the use of facilities and the community benefits which they
provide and must be read and used in conjunction with the Alexandra Oval Management Plan.
1.2 PURPOSE
The purpose of the Alexandra Oval Reserve User Guide is to provide Seasonal and Casual Users of the
complex with an easy to use reference document which outlines how to complete the various operational
requirements of the Seasonal or Casual Agreements. The User’s guide provides specific information on the
following,
•
Council’s requirements
•
Responsibilities of the user groups
•
Responsibilities of Council
•
Process for facility development
•
Provide a framework that is equitable and easily administered
This document is reviewed annually and should be read in conjunction with relevant Council policies
including:
•
Municipal Health and Wellbeing Plan
•
Ararat Rural City Council Recreation and Open Space Strategy
•
Alexandra Oval Management Plan
•
Alexandra Oval Fees and Charges Plan
•
Municipal Local Law
•
Division of Seasons and Occupation of Crown Lands
1.3 SCOPE
This user guide applies to:
•
Allocation of facilities made through application for seasonal, casual or school bookings of the
Alexandra Oval Reserve and its facilities
•
Fee structure
•
Maintenance
•
Conditions of use
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Alexandra Oval Reserve User Guide 2014
•
The development of capital sporting projects at the reserve.
The Alexandra Oval Reserve User Guide is reviewed annually following the scheduled review meeting
(handover) with the Alexandra Oval Reserve User Reference Group and updated as required. Amendments
to the document may occur throughout the season if:
•
Legislative requirements change
•
Legal Issues highlight a need for change
•
Insurance and Risk Management issues arise
•
Ararat Rural City Council policy changes effect facility users
1.4 TERMS & CONDITIONS
The Alexandra Oval Reserve User Guide forms the basis for the terms and conditions of the Agreement
governing the use of Council facilities. It is important for users to fully read and ensure they understand all
sections of the User Guide. Any breach of one or more of these conditions may, at the discretion of Council,
result in the use of the facility being withdrawn with no refund in fees and charges or security bond.
1.5 DEFINITIONS
Access – The degree to which the public can use a sports venue at a time of their own choosing.
Agreement – The ‘Agreement’ consists of the combination of the signed and completed Seasonal or Casual
applications.
Annual allocations – Winter from 01 April to 30 September/Summer 01 October to 01 March
Bond – All seasonal users are required to pay a $500.00 security bond when submitting an application.
Casual use – Informal use of a facility by a person or group on a ‘one off’ or irregular basis
Change over (Hand over) – The period of time when seasonal clubs move-in and/or move-out of the
facility. This is done on site with all clubs and Council present. During this time, facilities are inspected and
keys/cards are provided or “handed over”
Club – The incorporated body of people, herein applying for seasonal tenancy of Alexandra Oval Reserve
facilities, grounds and buildings
Community Reference Group – The agreed group of community representatives and club officials who will
manage the catering function of the facility.
CPI – Consumer Price Index
Competition – A regular fixture of games where one winner is eventually determined.
Council - The Ararat Rural City Council, including its staff and contractors.
Dedicated purpose – The dedicated purpose of a sports ground is for a match or training to take place.
Festival / Event – An activity, public or private, whereby a mass gathering of people is organised and which
uses a public thoroughfare or public amenity for activity other than its dedicated purpose.
Handover – See change over (Above)
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Alexandra Oval Reserve User Guide 2014
Home ground – The primary sports ground that a club uses to conduct the majority of competition
matches. Tenancy typically includes the ground and associated building.
MRL – Maintenance Recovery Level.
Non-Seasonal use – Use of a sports ground outside of the defined allocation agreement for activity such as
pre-season training, finals training, pre-season matches and/or final matches. Such usage needs to be
applied for separately and may incur an additional charge.
Pavilion - A building connected with a sports ground, which may be used in conjunction with the use of the
sports ground for its dedicated purpose.
Pre season – The use of a sports ground one month prior to the season beginning
•
Winter pre season – March 1 – March 31
•
Summer pre season – September 1 – September 30
Public use – Use of a facility by the general public without needing to be associated with a club.
School use – Any school granted permission to use a sports ground during school hours.
Seniors – An age category of players aged 18 years and over unless otherwise specified by your sporting
association.
Sports ground – An area of open space provided specifically for the purpose of conducting formal sport or
encouraging informal recreation activity.
Sub-letting – Sub-letting refers to the rental of Council owned properties by a tenant to another person or
organisation.
Sub-letting of Sports Grounds and/or buildings is not permitted under any circumstances.
Temporary allocation – A sports ground allocated to a club when the club’s normal ‘home ground’ has
been closed due to unsuitability.
Training – Non-competitive activities undertaken to prepare participants for competition.
Turf wicket – A prepared grass wicket generally used for high-grade cricket competition.
User Group - A body of people who have been granted a Seasonal or Casual allocation. This includes sports
clubs, community organisations, and schools, sporting associations or other groups.
VCGLR - Victorian Commission for Gambling and Liquor Regulation
1.6 LEGAL FRAMEWORK
1) The Alexandra Oval Reserve Management Plan provides the terms and conditions by which Council’s
facilities are used. It is a requirement of the agreement that users have read, understood and
consented to all of the conditions and obligations contained within the plan.
The ‘Agreement’ for Tenancy consists of the following key documents:
2) Alexandra Oval Reserve User Guide.
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Alexandra Oval Reserve User Guide 2014
3) Seasonal / Casual application - The signed undertaking by the club that the terms and conditions in the
Alexandra Oval Reserve User Guide has been read and the club agrees to abide by them. Clubs, who
have had an application confirmed by Council, are bound to these terms and conditions.
4) Further documentation – Includes but is not limited to Contact Details, Key/ Card holders, Hours of Use,
Certificate of Incorporation and proof of Public Liability Insurance.
1.7 GROUND MANAGEMENT
The Ararat Rural City Council is responsible for the management of the Alexandra Oval Recreation Reserve
including all sports surfaces, buildings and services.
Council will contact seasonal users throughout the allocation period with information relevant to their
seasonal booking. Casual and seasonal users will be regularly updated with information regarding water
restrictions, sports ground condition updates, sports forums and other information that may affect their
seasonal allocation.
Council will communicate with seasonal users via email for the majority of correspondence. All seasonal
users must have a contact email address that is checked regularly. Annual and seasonal users will receive
confirmation and information relating to their booking, along with correspondence throughout the season
via email.
1.8 ALEXANDRA OVAL RESERVE USER REFERENCE GROUP
The primary purposes of the reference group are itemised below.
•
Purchasing stock/liquor
•
Becoming and maintaining a status as an incorporated body
•
Provision and management of volunteers for the operation of the catering function
•
Ensuring volunteers are suitably trained.
•
Purchasing a level of public liability insurance cover annually to the satisfaction of Council
•
Meeting at least monthly and holding minuted meetings according to the terms of reference
•
Reporting operations to Council
1.9 NON-COMPLIANCE
Council reserves the right to suspend or revoke a club’s Seasonal/Casual Allocation at any time if the
conditions of the agreement are breached. Where a club fails to comply with the the terms of the Seasonal
Agreement, the following course of action may be applied.
•
Users will be advised that until the issue/s are rectified to the satisfaction of Council and depending
on the severity of the issue access restrictions may be enforced. Such complaints may include non
compliance to the terms of the Seasonal/Casual agreement or Roles and responsibilities as provided.
•
Should a user fail to rectify an issue in the timeframe specified by Council, the club may be suspended
from their facility for the remainder of the allocation and future allocations.
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Alexandra Oval Reserve User Guide 2014
2 FACILITY ALLOCATION
2.1 OVAL SURFACE AND NETBALL COURTS
Allocations will be made through four types of agreements:
•
Seasonal
o
Summer - From 01 October to 29 February
o
Winter - From 01 April to 31 August
Refer to Division of seasons and Occupation of Crown Lands used as grounds for Australian Rules
Football competition and Cricket competition (Appendix - 11)
•
Pre season
o
Summer – From 01 December to 31 March
•
Casual – as requested
•
Community /Commercial Bookings
By signing any application form, users agree to the terms and conditions outlined therein.
Annual and seasonal winter allocations will be called for in January of each year. Confirmation of allocation
will be sent to clubs in February following Council approval.
Seasonal summer allocations will be called for in July of each year. Confirmation of allocation will be sent to
clubs in August following Council approval.
2.2 SEASONAL USER APPLICATION
Seasonal usage provides for longer term use of Council facilities for an agreed period of time during
weekdays as well as on the weekends on a seasonal basis.
Seasonal football and cricket users are required to nominate and hold responsible a delegate to the
Alexandra Oval Reserve User Reference Group
Approved Seasonal Users are entitled to access the facilities under the terms of the agreement.
The seasonal booking process is listed below .Seasonal bookings include the social facilities, change
facilities, nominated sporting surfaces, and all other nominated sundry facilities on the reserve. Seasonal
use applications are coordinated via Councils Recreation Department
Seasonal User Application Process
Step 1:
A letter will be provided to clubs seeking allocation at the complex will be sent out in January each year.
Correspondence will include,
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Alexandra Oval Reserve User Guide 2014
•
Alexandra Oval Reserve User Guide
•
Seasonal Application
Clubs need to ensure they fully read and understand the guide and the obligations imposed on the club if
their application is successful.
Step 2:
The club completes all forms and submits to Council with all required documentation and a $500.00
security bond by the due date.
Applications received without the $500.00 security bond and/or without all required documentation will
not be accepted nor considered. Applications will not be considered until all relevant paperwork and
documentation have been received by council. Clubs will be formally advised if there are any items missing
from their application via email.
Step 3:
Applications are assessed. Clubs with outstanding debts with Council will not have their applications
considered until debts are paid in full or an approved payment plan is made.
Step 4:
Council Officers submit a sports ground allocation report to Council.
Step 5:
Upon adoption of the sports ground allocation report, all clubs will receive written notification of their
allocation within 14 days.
If a club is dissatisfied with their allocation they may appeal in writing within 10 working days of the
allocation being made. Letters should be addressed to the Chief Executive Officer of the Ararat Rural City
Council.
In allocating sports facilities, Council will give consideration to a number of variables including:
•
User Group’s previous record e.g. fees paid on time, cleanliness and care of the facilities, timely
return of facility keys
•
User Group has no outstanding debts (including outstanding utility and State Sporting Association
fees)
•
Level of junior, female and member participation
•
Current and proposed planning and effective management of the club
•
Facility suitability assessment to ensure the activity is suitable from a risk perspective
•
Sport growth and user trends
•
All information required to complete the allocation process is received by the due date.
Council is aware that the trends and demand for sporting and recreational activities change over time.
Council reserves the right to allocate based on the demands at any given time and will endeavour to
maximise the use of all sport and recreational assets located in the Ararat Rural City.
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Alexandra Oval Reserve User Guide 2014
Council will endeavour to provide and allocate sports grounds and pavilions on a seasonal & casual basis to
meet demand. However if demand exceeds supply, the club will be notified and it will be the club’s
responsibility to find alternatives.
2.3 CASUAL APPLICATION
Casual usage provides for temporary use of Council facilities for an agreed period of time during weekdays
as well as on the weekends outside of the times nominated on the Seasonal agreement of any tenant club
in seasonal occupation.
All applications for the use of the change rooms and sports surfaces are coordinated via the Ararat Rural
City Council Recreation Department.
All applications to use the Alexandra Oval Community Centre in any casual capacity are to be coordinated
via the Ararat Rural City Council Performing Arts Centre.
Allocation will be permitted only if an application is submitted in writing using a Casual Use Application
Form and is made no later than ten working days prior to the date/s requested. Casual user group/s will be
charged according to the fees outlined in the Appendix. Notification of cancellations of casual bookings
must be received 14 days prior to the hire date(s), in writing, and a full refund will apply, less than 14 days
notice and the full usage fee charge will apply.
Casual User Application Process – Sporting Facilities
Step 1:
Applicants contact Ararat Rural City Council directly in the first instance.
The Casual Use Application and Alexandra Oval Reserve User Guide is sent to applicant organisations
requesting use via Email
Organisations need to ensure they fully read and understand the guide and the obligations imposed on the
organisation if their application is successful.
Step 2:
The organisation completes all forms and submits to Council with all required documentation and a
$200.00 security bond by the due date.
Applications received without the $200.00 security bond and/or without all required documentation will
not be accepted or considered. Organisations will be advised if there are any items missing from their
application.
Step 3:
Applications are assessed. Organisations with outstanding debts with Council will not have their
applications considered until debts are paid in full or an approved payment plan is made.
Step 4:
Council Officers submit a sports ground allocation report to Council.
Step 5:
Once the sports ground allocation report is adopted, all clubs will receive written notification of their
allocation within 14 days.
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Alexandra Oval Reserve User Guide 2014
If a club is dissatisfied with their allocation they may appeal in writing within 10 working days of the
allocation being made. Letters should be addressed to the Chief Executive Officer Ararat Rural City Council.
In allocating sports facilities, Council will give consideration to a number of variables including:
•
User Group’s previous record e.g. fees paid on time, cleanliness and care of the facilities, timely
return of facility keys
•
User Group has no outstanding debts (including outstanding utility and State Sporting Association
fees)
•
Level of junior, female and member participation
•
Current and proposed planning and effective management of the club
•
Facility suitability assessment to ensure the activity is suitable from a risk perspective
•
Sport growth and user trends
•
All information required to complete the allocation process is received by the due date.
Council is aware that the trends and demand for sporting and recreational activities change over time.
Council reserves the right to allocate based on the demands at any given time and will endeavour to
maximise the use of all sport and recreational assets located in the Ararat Rural City.
Council will endeavour to provide and allocate sports grounds and pavilions on a seasonal & casual basis to
meet demand. However if demand exceeds supply, the club will be notified and it will be the club’s
responsibility to find alternatives.
Casual User Application Process – Social Facilities/Function room
Step 1:
Applicants contact Ararat Rural City Council Performing Arts Centre directly in the first instance.
The Casual Use Application and Alexandra Oval Reserve User Guide is sent to applicant organisations
requesting use via email.
Organisations need to ensure they fully read and understand the guide and the obligations imposed on the
organisation if their application is successful.
Step 2:
The organisation completes all forms and submits to Council with all required documentation and a
$200.00 security bond by the due date.
Applications received without the $200.00 security bond and/or without all required documentation will
not be accepted or considered. Organisations will be advised if there are any items missing from their
application.
Step 3:
Applications are assessed. Organisations with outstanding debts with Council will not have their
applications considered until debts are paid in full or an approved payment plan is made.
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Alexandra Oval Reserve User Guide 2014
Step 4:
Performing Arts Centre staff confirms booking via email.
Step 5:
If an applicant is dissatisfied with their allocation they may appeal in writing within 10 working days of the
allocation being made. Letters should be addressed to the Director, Council Services
In allocating facilities, Council will give consideration to a number of variables including:
•
User Group’s previous record e.g. fees paid on time, cleanliness and care of the facilities, timely
return of facility keys
•
User Group has no outstanding debts (including outstanding utility and State Sporting Association
fees)
•
Level of junior, female and member participation
•
Current and proposed planning and effective management of the club
•
Facility suitability assessment to ensure the activity is suitable from a risk perspective
•
All information required to complete the allocation process is received by the due date.
Council is aware that the trends and demand for sporting and recreational activities change over time.
Council reserves the right to allocate based on the demands at any given time and will endeavour to
maximise the use of all sport and recreational assets located in the Ararat Rural City.
Council will endeavour to provide and allocate sports grounds and pavilions on a seasonal & casual basis to
meet demand. However if demand exceeds supply, the club will be notified and it will be the club’s
responsibility to find alternatives.
2.4 SCHOOL APPLICATION
Schools are encouraged to use the reserve and its facilities for a range of activities including school sports.
Council will provide a block booking of the reserve and it amenities in the first term of each school year
based upon intended school requirements.
It is highly recommended that the schools consult with each other prior to application
Council reserves the right to reject or withdraw any application or withdraw any allocation for the use of
sports grounds during a term if sports ground conditions are deemed unsafe.
The school will be responsible for any damage and the removal of all rubbish generated by participants and
spectators as a result of the activity. Charges may apply where Council has been required to arrange
cleaning of a sports ground after a school’s use.
Sports grounds will only be available for bookings on weekdays between the hours of 8.30am and 3:30pm
on dates consistent with those established as term dates by the Department of Education and Early
Childhood Development.
2.5 TEMPORARY CLOSURE OF GROUNDS
Council reserves the right to close any sports ground to protect the playing surface, complete capital or
maintenance works, in poor weather conditions or to allow rehabilitation of the ground after damage. All
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Alexandra Oval Reserve User Guide 2014
attempts will be made to relocate users in this situation but no guarantee will be given. Where grounds are
closed for matches, Council will make all attempts to advise users with at least two days notice.
2.6 BUILDINGS
Buildings are provided to support sports and community activities. Allocations will be made on a seasonal
or casual basis. By signing the Application Form clubs are agreeing to the conditions of use as outlined in
this document.
The allocation of buildings will be based on allocated days and times as specified below. Council reserves
the right to place other user groups within the pavilion or on the surface during any non-allocated times.
Seasonal Use
•
Sunday to Thursday – Vacate Facility by 10.30pm
•
Fridays, Saturdays Vacate Facility by 12 Midnight
•
Sundays 8am to 10pm
Casual Use
•
Monday to Thursday 9am to 3.30pm
•
Fridays 9am to 12 Midnight
•
Saturdays and public holidays 8am to 12 Midnight
•
Sundays 8am to 10pm
2.7 SECURITY BONDS
A security bond for Seasonal and Casual bookings is to be lodged at the time that applications are
submitted to Council. The purpose of this bond is to serve as a guarantee of the user’s fulfilment of the
Alexandra Oval Conditions of Use and be used to cover costs incurred by council through the breach of
these terms and conditions.
The seasonal user shall be liable to pay any additional amount in excess of the deposit to meet the full cost
of repairs or reinstatement.
In the event that a user application is unsuccessful, the security bond will be refunded immediately via bank
details provided within application.
Seasonal security bonds will be refunded back to the club once the handover process has been completed.
Clubs found responsible for damage to a sports facility may have all or part of their bond withheld.
Clubs who do not participate in and/or complete the handover within 1 month of their allocation expiring,
will forfeit their bond and be required to pay the bond amount at the time of their next application.
A card bond of $50 for casual bookings is to be submitted with Ararat Rural City Council upon pick up of the
facility card. Bonds will be returned when the card is returned. Cards must be returned within 1 business
day of the allocated period.
Casual Community/Commercial Bookings will Attract a damage bond of $200.
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Alexandra Oval Reserve User Guide 2014
SUMMARY OF BONDS
Seasonal User
$500.00 + $50.00 per card (max 4 cards)
Casual User
$200.00 +$50.00 per card
Casual / Commercial
$200.00 +$50.00 per card
2.8 CONTACT DETAILS
Seasonal and Casual users must ensure that the application form includes the most appropriate and up to
date contact details for the club. It is important that suitable daytime contact numbers are provided along
with an email address that is checked regularly.
It is preferable for Council officers to deal with one designated contact to eliminate inefficiencies and
repetition.
If any changes to contact details should occur during the season, including the email address, Recreation
officers must be notified immediately in writing.
2.9 COUNCIL’S RIGHT TO ENTER
Council officers and contractors shall have access to all facilities at any time. Council may enter the pavilion
for the purpose of either viewing the state of the pavilion or to conduct any repairs, alterations or
improvements to the condition of the pavilion, its fixtures and fittings or any part thereof.
At no stage should any Seasonal or Casual user install or use non-Council locks. In the event of breach of
this condition, offending locks will be removed and replaced by Council or its agents at the users cost.
2.10 ACCESS CARD ALLOCATION
Access cards and keys are provided during handover. During this time, all clubs are required to meet with
Council Officer/s on site during business hours to handover cards and keys and to complete pavilion
inspections.
Council retains the right to cancel cards and access at any time.
Users must not to exchange keys with their co-tenants between seasons.
The conditions of key allocation are:
•
Four sets of Cards and keys are issued to every approved club at a cost to Council and must be
returned at the conclusion of each allocation period.(Handover)
•
Requests for additional sets of cards and keys are made to Council and will attract an additional
charge of $50.00 per key/ card. A maximum of 2 additional keys may be requested at the cost to the
club. These must also be returned at the completion of the seasonal allocation.
•
Under no circumstances are cards and keys to be loaned to any other club, association, organisation,
school or person. Responsibility rests with the person/s nominated on the Key Authorisation Form.
•
Non-compliance may result in the suspension and/or cancellation of the allocated use period.
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•
Padlocks are not to be removed or changed from designated doors/chains. Any replacement of
padlocks will attract an additional charge of $100 per padlock.
Broken cards/keys are to be returned to Council before a replacement card/key will be issued, with the cost
charged to the club.
2.11 SHARED USE
The Alexandra Oval Reserve is a shared facility. Council provides facilities to the community and is
committed to the continuation and expansion of shared use. It is always possible that a clash of usage can
occur due to issues beyond the control of allocated users and Council. In these rare cases the hirers listed
on the application should liaise directly.
It is not the function of the Alexandra Oval Reserve User Reference Group to become involved in this area.
2.12 ALLOCATION NOT REQUIRED/REALLOCATION
Council must be notified immediately of any allocation that is no longer required. If Council is not notified
the club will be required to pay the charge of that facility for the whole allocation period.
Any facility that is not allocated to its full potential may be considered for reallocation to another user
group.
Notification must be provided to the Council prior to the allocation period via email [email protected]
2.13 PRE SEASON TRAINING AND FINALS TRAINING
Clubs requiring use of facilities outside the dates of their allocation for pre season or finals training must
seek approval by completing the Pre Season & Finals Training Application by no later than 20 November in
each calendar year. Clubs should not plan any activities until they have received written approval.
Throughout the allocation period, a club requesting the use of the ground additional to their agreement,
for training or matches will be charged casual use fees.
Pre season training requests will not be considered before 1 December annually.
At its discretion, Council will when required restrict access to grounds if they are booked and being
prepared for a final in either season.
A club that uses a facility outside its allocation without Council’s consent will be liable for any accident that
may occur. Damage to the ground will also be the club’s responsibility and they will be charged for reinstatement works. Unauthorised usage may also conflict with scheduled use of a ground by another club,
school or casual booking.
Conflicts may also arise with important ground maintenance work.
2.14 FINALS
Finals are not included in the annual or seasonal allocation, however, the sports ground and pavilion used
by the seasonal user for training requirements will be provisionally reserved in the name of the seasonal
user for the finals.
A completed Pre Season and Finals Training Application form is required to be submitted prior to the
training commencing. Clubs and or Leagues /Associations will receive a letter via email confirming their
allocated training use.
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Ararat Rural City Council must receive confirmation of the finals booking from the relevant association or
league by 10am on the Tuesday following the last home and away game. If this confirmation is not given,
sports ground renovation works for the following season may commence. Ararat Rural City Council
Recreation Department must receive confirmation that the sports ground is required for the following
week by 10am on the Tuesday following each final. Each final match will be charged to the relevant
association or league with the fees listed in the Appendix of this document.
Organisations booking finals are responsible for all legislative requirements. Further information on events
is available at the Ararat Rural City Council website. http://www.ararat.vic.gov.au/
2.15 EXTENDED GROUND/BUILDING USAGE – PRACTICE MATCHES AND CLUB ORGANISED GAMES
Clubs wishing to extend the usage of allocated facilities beyond the allocated period (e.g. practice or social
matches, club organised games or tournaments and or like events), need to complete a Casual User
Application. This form must be submitted at least ten (10) days prior to the first date of use. Casual user
fees and charges will apply.
Council will not permit the use of facilities for finals matches without written application signed by the
organising association or league.
Applications from seasonally allocated clubs to host finals matches will not be accepted.
A commercial fee will be charged to associations/leagues for hosting finals matches.
Use of grounds for finals matches and training will take precedence over requests for pre-season use.
Council will make the final decision on priority of training or finals.
2.16 LATE APPLICATIONS
Late applications may result in no allocation.
2.17 SUB-LETTING OF FACILITIES
No club or agreed user shall sub-let any part of a sports ground and/or any part of the pavilion allocated to
it during the allocated period.
Council will not provide ground or facility tenancy to private sporting academies or clubs engaging a private
academy to deliver training to a tenant club’s team or teams or conduct private activities.
Non-compliance may result in Council withdrawing allocation.
2.18 SEASONAL HANDOVER
Seasonal Handover will be arranged by the seasonally allocated club or group by making contact with
Councils Recreation Department and arranging a meeting at the facility. Seasonal handover may take up to
two hours in total and will involve the completion of checklists.
All buildings, rooms and facilities MUST be prepared for handover prior to the meeting.
Club property left on the premises at the conclusion of the allocation may be removed and disposed of by
Council.
The club will be held responsible for any repair costs or works identified at handover.
A Council officer must be present at all seasonal handovers.
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3 FEES AND CHARGES
Council subsidises the cost related to maintenance of the Alexandra Oval Reserve referencing the
Alexandra Oval Reserve Fees and Charges Structure. Fees and Charges are calculated to recover a
proportion of these expenses. Council considers this fee to be a Maintenance Recovery Level.
Fees and charges will increase according to the Consumer Price Index (CPI) and be reviewed annually in
accordance with Council budgetary process.
3.1 FEES AND CHARGES GUIDELINES
A schedule of fees and charges has been prepared based on the following principles:
•
Council only recoups approximately 15% of total expenditure related to maintenance of the
Alexandra Oval reserve.
•
Where more than one club shares the use of a sport ground and/or pavilion, each club will be
charged a proportion of the fee amount.
•
Fees and charges will be indexed yearly in accordance with a percentage increase in CPI or any other
factors that Council deems appropriate in relating the fee to the cost.
•
Fee tables can be found in the appendix of this document.
•
All prices listed are GST exclusive.
3.2 CONCESSION
Incentives are offered to clubs who provide a diverse range of sporting opportunities, encourage
participation by local residents and meet or provide social inclusion targets or other services to people.
Where necessary, Council may ask for further evidence of eligibility or make further inquiries to relevant
bodies and providers, for any of the above mentioned categories. Any club found supplying misleading or false
information, will have their full concession application disregarded.
Full details regarding concessions are available within the Alexandra Oval Reserve Pricing Structure.
Concessions do not apply to security bonds.
3.3 PAYMENT OF FEES
An invoice for Seasonal/Casual Use Alexandra Oval will be forwarded to clubs through the allocation period
along with a due date when payment is required. Invoicing will be conducted in accordance with the
Alexandra Oval Reserve and Community Centre Pricing Structure.
Any club that does not pay by the due date and does not make arrangement for payments will be
considered as non-paying.
3.4 NON PAYMENT OF FEES
Any club that has a genuine reason for not being able to meet the financial obligations should contact
Council in writing without delay to set up a payment plan or risk non-allocation. If two consecutive
payments are missed the payment plan will become void and the balance of the account will need to be
paid in full immediately.
Where non payment occurs Council will engage debt collection to resolve accounts and the club will incur
the full cost of debt collection upon further application for sports ground use.
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Non-payment of any outstanding sports ground, pavilion, utility fees and charges may result in the nonallocation of Council facilities.
3.5 TERMINATION
The Council may terminate the allocation agreement if:
•
Fees are not paid within two (2) months of the due date for payment;
•
The user breaches terms and conditions of the agreement and after having been given notice in
writing of the breach, the user fails to remedy the breach within one (1) month; or
•
An order is made or a resolution is passed for the winding up of the user.
3.6 UTILITIES
Clubs are responsible for paying the utility charges as itemised in the Alexandra Oval Reserve Pricing
Structure related to their seasonal use.
Any outstanding utility bills may jeopardise future allocations.
Council retains the authority to change providers at any point. Written notification will be provided to
seasonally allocated users prior to any changes.
3.7 AUSTRALIAN DRUG FOUNDATION - GOOD SPORTS PROGRAM
All sporting users are encouraged to join the Australian Drug Foundation’s Good Sports Program. This
program and other beneficial programs are available by contacting Sport Central Ballarat
Address:
1305 Sturt Street, Ballarat, Victoria, 3350
Phone:
(03) 5331 6966
Fax:
(03) 5332 3980
Email:
[email protected]
Website:
www.sportscentral.org.au
Office Hours:
Mon-Fri 8:30am – 4:30pm
Sports Central provides a number of programs including:
•
Responsible Serving of Alcohol (RSA) courses
•
Looking after your mates programs that can be run at your local club.
•
Healthy Sporting Environments
Council will only endorse Seasonal User Applications from clubs who have registered with Good Sports and
have members who have undertaken Responsible Service of Alcohol training.
Documented evidence of current qualifications must be provided prior to handover.
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4 FACILITY INFRASTRUCTURE AND MAINTENANCE
4.1 BUILDINGS
The Ararat Rural City Council is responsible for the maintenance and management of all buildings at the
Alexandra Oval Recreation Reserve including the Ararat Community and Sporting Complex.
The Alexandra Oval Reserve Users Reference Group is responsible for those areas outlined in the Alexandra
Oval Reserve Users Reference Group Terms of Reference (TOR)
4.2 CHANGE FACILITIES
A table outlining roles and responsibilities of users and Council can be found in appendix no 7.
Council’s Building Maintenance Department and Recreation Department proactively inspects building
identifying maintenance or compliance issues.
Audits are conducted proactively, quarterly and at handover.
Should it be found that users are not meeting the agreement, Council will request they be rectified. If issues
are not rectified and/or users continue to breach their tenancy agreement, Council will rectify the issue at
the user’s expense and/or may withdraw the allocation. Users will be charged for repairs deemed to be
through misuse. This includes damage by visiting clubs or visitors.
Council shall invoice users for any additional amount and/or may retain the security bond.
4.3 ALEXANDRA OVAL COMMUNITY CENTRE
Council will provide proactive inspections of pavilions identifying maintenance issues.
Audits are conducted proactively, quarterly and at handover.
Should it be found that users are not meeting the agreement, Council will request rectification. If issues are
not rectified and/or users continue to breach their tenancy agreement, Council will rectify the issue at the
user’s expense and/or may withdraw the allocation. Users will be charged for repairs deemed to be
through misuse. This includes damage by visiting clubs or visitors.
Council shall invoice users for any additional amount and/or may retain the security bond.
4.4 CLEANING
Council pavilions and grounds must be cleaned and maintained in a state suitable for use by all users and
any community groups that use the facilities. It is the responsibility of users to leave buildings and grounds
in a clean and tidy condition immediately after use.
Council will provide the following in the Alexandra Oval Community Centre
•
Vacuum Cleaners (x1)
•
Mop and buckets (x2)
•
Brooms (x2)
•
Buckets (x4)
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Seasonally allocated users must have all floor coverings, wet areas, change rooms, trainer’s rooms and time
keeping areas professionally cleaned prior to handover. (Council recommends this cost is split equally
between clubs) Adequate evidence of this function should be provided at handover ie: receipt.
Professional cleaning services will be used on the Alexandra Oval Community Centre bimonthly. This cost
will be included into the user’s fees. This will be arranged by Council
A Cleaning Checklist is provided in the Appendix of this document, which outlines the after use cleaning
process to be followed throughout the agreement period.
Failure to complete this checklist is a breach of the Seasonal / Casual agreement
4.5 SCOREBOARDS AND COACHES BOXES
Ararat Rural City Council is responsible for the installation, maintenance and replacement of scoreboards
and coaches boxes.
Council staff will provide access to the scoreboard at handover.
The scoreboard will be included in the condition report at handover.
Seasonal users are responsible for the maintenance and replacement of scoreboard numbers and letters.
4.6 SPORTS GROUND LIGHTING - INSTALLATION AND CAPITAL COSTS
The Ararat Rural City Council will provide initial sports facility lighting if required at the standard
determined in the Community Sports Field Lighting Guide.
http://www.dpcd.vic.gov.au/sport/publications-and-research/publications/community-facilities
The Seasonally Allocated Users are required to fund at least 50% of the cost of upgrading lights at the
reserve. Council’s contribution will be dependent on funding available within the capital works budget.
Sports ground lighting on Council land remains the property of Council and cannot be removed in part or
full. Appropriate compensation may be requested if the club is required to re-locate as a result of a Council
request.
Council will maintain floodlight towers and fittings, and undertake globe replacements. Globes may not
necessarily be replaced as soon as the fault is reported due to costs associated with completing such
repairs.
The cost of replacement globes is the responsibility of the winter tenants and should be split equally
between Football Clubs.
Council must receive the financial contribution in full before any work can commence.
4.7 FENCING
Council will be responsible for maintaining fences around grounds and the perimeter of reserves.
Council will provide internal fencing or bollards to restrict vehicular movement to designated areas of a
reserve. Bollards and gates must not be removed by clubs accept for emergency vehicle access.
Temporary fencing of reserves for the conduct of finals and special events will be the responsibility of the
agreed users and organisations.
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Organisations must apply to Council seeking approval, outlining the proposed event, fence type, location
and the manner in which it is to be constructed.
Contact Council for further details.
4.8 WASTE AND LITTER MANAGEMENT
Users are responsible for ensuring that all waste generated from the use of the reserve is cleaned at the
end of match day or training session or use. Failure to comply with this condition may result in Council
organising for the littered area to be cleaned at the users expense and may also jeopardise future
allocation.
The Alexandra Oval Community Reference Group must provide the following information detailing bin
management:
•
The number of garbage bins required by the Alexandra Oval Reserve User Reference Group
•
The number of recycling bins required by the Alexandra Oval Reserve User Reference Group
•
Contact details of the person responsible for the management of garbage and recycling bins put out
for collection and returning them to safe storage within 24 hours after emptying.
For instances where excess rubbish is expected, Finals matches, Festivals and the like, arrangements must
be made by the hirer to remove additional rubbish at their expense.
The regular cost of waste removal is a component of the Seasonal/Casual User’s fee.
Under no circumstance are users to arrange for Skip bins to be delivered on site without prior written
consent of Council.
4.9 DUMPED/ILLEGAL RUBBISH
Illegally rubbish dumped on Council land should be reported to Councils Local Laws Department. It is an
offence to dump household or commercial rubbish into a litterbin.
Contact details are provided at the end of this document.
4.10 IRRIGATION
Council is responsible for the maintenance and operation of all automatic irrigation systems. Users are not
to access or alter control unit settings under any circumstances.
Users must notify Council immediately if there is any interruption to mains power as this can affect the
irrigation settings.
Contact details are provided at the end of this document.
4.11 CAR PARKS & ACCESS ROADS
The maintenance of car parks and access roads is the responsibility of Council. Where access roads require
grading Council will complete the works as required.
4.12 TREES/SHRUBS/GARDENS
Ararat Rural City Council is responsible for the maintenance of all gardens and landscaped areas.
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4.13 PUBLIC TOILETS
Council maintains and pays the utility costs associated with toilets located on Council reserves that are
open to the public seven days per week. This includes public toilets attached to pavilions.
Where toilets are located at a sports reserve and are only open on match days for members and spectators,
the seasonally agreed user will be responsible for opening, closing, cleaning and the replacement of
consumables.
4.14 CAPITAL DEVELOPMENT
All capital development proposals must come in writing and be addressed to the Chief Executive Officer,
Ararat Rural City Council. Written proposals must include preliminary design plans, costing and
confirmation of user contribution.
All proposals must be lodged by the Alexandra Oval Reserve User Reference Group
The user will be ineligible for consideration of capital works and funding grants if it has defaulted in its
payment of debts to Council.
4.15 BUILDING ALTERATIONS
No alterations or capital improvements are permitted without the written approval of the Ararat Rural City
Council.
Building alterations may be subject to Town Planning and or a Building Permit.
Users wishing to have buildings upgraded must apply to Council in writing via the Alexandra Oval Reserve
User Reference Group. All applications should include a proposal outlining:
•
Confirmation of user contribution/ability to fund
•
Detailed plans
•
Timing of the proposed works
•
Letters of support from all other users who are allocated the facility
•
A minimum of 3 quotes must be supplied.
Council will not be responsible for any unauthorised and/or illegal building works. Users will be
responsible for all costs associated with any remedial works required.
All building and facility improvements will remain the property of Council and cannot be removed in part or
in full. Appropriate compensation may be negotiated if users re-locate as a result of a Council request.
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Alexandra Oval Reserve User Guide 2014
5 SPORTING INFRASTRUCTURE
5.1 TURF WICKETS
Ararat Rural City Council provides renovation of the wicket table and initial preparation of the cricket
wicket annually. This does not include cutting, marking or rolling of the match wicket.
Council provides all of the associated powered equipment necessary for the preparation and maintenance
of the wicket. Fuel is provided in the turf shed as a component of the Council commitment.
Ararat Rural City Council Parks and Gardens Staff will prepare and maintain the wicket until 5.00pm on the
Monday prior to the first match of the respective round.
The home team according to the associations draw is responsible for the preparation of the turf wicket
following this.
•
On the match wicket area, wickets will be prepared for fixtured games only.
•
Any additional wicket areas which need to be prepared will be done so with approval from Council
officers.
It is the responsibility of the Grampians Cricket Association to prepare additional wickets for matches that
are booked under Casual Agreements such as T/20 Matches, Kirton Shield or Country Week.
Turf wicket renovation will generally begin between the 1st and 2nd week of September and will require
pre season and finals training to be conducted away from the turf wicket unless otherwise indicated by
Council.
The home team and therefore team preparing the match wicket will be responsible for the
covering/uncovering and preparation of cricket wickets.
Access to the Turf Maintenance shed will be provided during the handover period.
It is the responsibility of the relevant cricket association to ensure that the cricket covers are maintained
and the carriage device is functional.
Wicket preparation/maintenance equipment must not be left on the playing surface between preparation
sessions.
All equipment used for the preparation and maintenance of the wicket table is owned by the Ararat Rural
City Council.
5.2 MOVABLE SOCCER/RUGBY GOALS
All moveable soccer/rugby goals should be compliant with the Australian Competition and Consumer
Commission’s Consumer Protection Notice No.28 of 2010. For more information, contact Standards
Australia on 1300 654-646. Goals must not have sharp edges protruding that may cause injury.
All moveable goal assemblies are the responsibility of the agreed user. Council does not provide, maintain
or replace portable soccer / rugby goals. All users must:
•
Ensure that portable goals are securely anchored to the ground.
•
That all equipment and safety padding be checked and adjusted before every use.
•
Never allowing any person to climb on netting or goal framework.
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Alexandra Oval Reserve User Guide 2014
•
Safety warnings are prominently positioned and clearly visible on the goal posts.
•
Ensure that goal posts are safely stored to prevent unauthorised use and potential injuries.
•
Goal posts which are not stored correctly will be removed and disposed of by Council at the users
cost.
5.3 GOAL POSTS
The provision of the appropriate standard goal posts is the responsibility of Council.
Users must provide goal post padding to the standard required of the relevant league or association.
Users must not change, alter or allow goal posts to be damaged in any way.
Costs attributed to damage occurring in the seasonal agreed times will be forwarded to the user
5.4 GOAL NETS
The provision of an appropriate standard goal netting systems is the responsibility of Council
Users must not change, alter or allow goal nets to be damaged in any way.
Costs attributed to damage occurring in the seasonal agreed times will be forwarded to the user.
5.5 STORAGE
The out of season storage of equipment is the responsibility of the users. The use of shipping containers at
the reserve must be approved by Council. A written request from the Seasonal User to Council is required.
Prior to handover all equipment owned by the tenant user must be removed from the Fiscalini Change
rooms.
Female or accessible toilets are not to be used for storage under any circumstance.
5.6 LINE MARKING
All line-marking requirements are the responsibility of users. Field dimensions must comply with relevant
guidelines, taking into account size, orientation and allow for a minimum run off around the playing area.
Line markings are only permitted using water based spray paint or other similar material which will not
endanger ground users or damage turf.
Users will be held accountable for any damage to the turf or otherwise as the result of using incorrect line
marking materials.
5.7 VEHICLES ON RESERVES
Vehicles are not permitted to be parked on the oval surface without the written permission of Council.
Users are not permitted to park vehicles on oval surface when preparing cricket wickets. Following the
setup or break down for an event all vehicles must be immediately removed from the surface.
Emergency vehicles such as Ambulances during allocated sporting or community uses are exempted
Trucks are not permitted onto the surface without the written permission of Council
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6 CONDITIONS OF USE
6.1 TIMES OF PAVILION USE
Seasonally Allocated or Casual hirers are responsible for ensuring all members and guests of the club
adhere to the EPA Guidelines for noise. Section 48A (5) prohibits noise from amplified sound (i.e. that can
be heard outside the building) to the following times:
•
Monday to Thursday before 7 am and after 10 pm
•
Friday before 7 am and after 11 pm
•
Saturdays and public holidays before 9 am and after 11 pm
•
Sunday before 9 am and after 10 pm
In addition, Council requires that the premises are vacated by 11 pm so that local residents are not
disturbed into the early hours of the morning.
6.2 TIMES OF USE FOR SPORTS GROUND LIGHTS
Training lights must be turned off by 9.30pm every night of the week.
A maximum of four light towers may be used for training nights at any one time. Use of 6 tower
configuration is for events only and access must be sought through a written submission to Council.
Users that are found using sports ground lights beyond this time will be deemed to be in breach of the
agreement
Lighting use required beyond 9.30 pm will require prior written permission from Council.
Australian Standards for competition night matches require a higher illumination than for training.
6.3 ACCEPTED BEHAVIOUR
Users are not to conduct any offensive activity or use facilities for illegal or immoral purposes.
The display of any sexually explicit or offensive material in any form is prohibited.
Users need to be mindful that many facilities are located in residential areas. Respect must be given to
residents and their property, including houses, vehicles, fences or yards.
The buildings and associated facilities located at Alexandra Oval are not party venues and should not be
used as such.
6.4 FOOTWEAR IN BUILDINGS
Football boots and Cricket Spikes are not to be worn in the social / community rooms at any time.
Users will be responsible for all costs relating to the repair or replacement of floor coverings if damaged.
Consideration should be given to the removal of spiked footwear before entering change rooms also
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6.5 FACILITY AUDITS/INSPECTIONS
Council staff reserves the right to access facilities at any time to undertake inspections or repairs. Pavilions
will be audited and inspected on a regular and proactive basis and users will be notified should there be any
issues that require attention.
6.6 GRIEVANCE/COMPLAINTS PROCEDURE
All grievances or complaints must be made in writing, addressed to the Chief Executive Officer Ararat Rural
City Council. If a dispute cannot be resolved, then a determination in writing by Council shall apply.
6.7 ADVERTISING/SIGNAGE
The installation of signage in any form must be approved by Council prior to installation.
6.8 GAMING
No game of chance at which either directly or indirectly money is passed as a prize will take place at the
reserve without first obtaining the written consent of the Ararat Rural City Council and a minor gaming
permit from the Victorian Commission for Gambling and Liquor Regulation (VCGLR)
6.9 SMOKING
All users must comply with current legislation.
Clubs are advised that smoking is prohibited in all Council owned buildings including sports pavilions and no
person is able to smoke within ten (10) metres of doorways or open windows. It is the responsibility of
agreed seasonal or casual users to uphold this policy in the interests of community health.
User groups are to ensure that cigarette butts do not litter the pavilion surrounds. Additional cleaning costs
will be the responsibility of the seasonally allocated user/s.
If during football season the costs will be split equally.
Any evidence of smoking within a Council pavilion will result in an immediate review of the user group’s
allocation of that facility which may also jeopardise any future allocations.
6.10 CONTENTS INSURANCE
Council does not provide contents insurance for seasonally allocated users. If the users wish to store
valuables, equipment or memorabilia within the buildings, the club is solely responsible for insurance of all
of its contents.
6.11 SECURITY, LOCKS & EQUIPMENT
Clubs must ensure the facility is fully secured after every use. All gates, chain gates and padlocks and other
Council provided equipment shall be kept in the locked position after each and every use to minimise theft.
Users may be liable for the replacement cost of locks if damaged through misuse or neglect.
The Ararat Sports and Community Centre has a fully integrated alarm system. Alteration or modifications to
the system may result in immediate review of the user agreement
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6.12 WATER RESTRICTIONS
Users must comply with any water restrictions and should understand that water restrictions may affect
their use of Council’s sports grounds. Users will be regularly updated with the changes to water restrictions
and the impact that these restrictions will have on their seasonal allocation.
6.13 FIRE EXTINGUISHERS
Council provides fire extinguishers and fire blankets where required to comply with Essential Services
Regulations. Equipment is serviced regularly to ensure correct operation in the event of an emergency.
Equipment found missing, misused or damaged will be replaced at the user’s expense.
6.14 OPEN FIRES
Fires are not permitted for any reason inside or outside the buildings.
6.15 SYRINGE DISPOSAL
To assist safe syringe disposal, Syringe Disposal kits are provided in the cleaning storage area.
6.16 EXIT DOORS
Doorways and exits must not be blocked during functions or events.
6.17 PUBLIC ANNOUNCEMENTS (PA) SYSTEMS
The Alexandra Oval Reserve does not provide an external public address system.
Connection to mains power is available external to the building. Users must provide their own public
address systems if they are required.
Users are responsible for adhering to copyright laws where applicable. Further information is available by
contacting ACMA (Australian Communications and Media Authority)
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Alexandra Oval Reserve User Guide 2014
7 HOSPITALITY
7.1 POINT OF SALE SYSTEM OVERVIEW
The Alexandra Oval Community Centre is a shared facility catering for many different users with different
requirements. As a result the Centre has been fitted with a Hospitality Point of Sale System (POS) to
manage the sale of food and liquor through the bar, kitchen and canteen areas.
The system is commonly used in restaurants and hotels and is a computer that replaces the traditional cash
register. The POS system records transactions, accepts cash, credit and debit card transactions and tracks
inventory.
POS terminals are located in the Bar, Kitchen (at the servery to the Community Room) and in the canteen.
All terminals are connected by network cables and are loaded with software to meet the needs of activities
from these areas.
Cash drawers are available for each terminal for the use of the hirer.
The POS systems will be loaded with the inventory available at each of these locations and can be
programmed with specific inventory and menu’s for the hirer as required and agreed to by Council and/or
the Alexandra Oval User Reference Group.
7.2 TRAINING
All hirers of the facility will be required to undertake a training session on the use of the POS system.
Training will involve an overview of the system, instruction in operating and cash management procedures.
Training will be conducted by Council and/or the Alexandra Oval User Reference Group representative.
7.3 STOCKTAKE
The hirer of the Alexandra Oval Community Centre will be required to undertake a stock take of the
inventory with a representative from Council and/or Reference Group in the area being hired prior to their
event.
The inventory will be checked and recorded against the POS system inventory and signed off by the each
representative.
The same process is to be undertaken after the event to reconcile sales and stock and signed off by each
representative for the purposes of payment and/or profit for the event.
7.4 HANDLING OF TAKINGS FROM AN EVENT
Each item sold through the Kitchen, Bar and Canteen areas by the hirer shall be processed through the POS
system. The POS electronically tracks the inventory based on the sales made.
After the event the hirer will be provided with a copy of the reconciled sales and stock take as a record of
the profits or amount payable for the event.
All monies from the cash drawer are to be locked in the cash drawer and made secure and safe by the hirer
after the event.
Once the reconciliation has been undertaken with Council and/or the Reference Group Representative the
money from the cash drawers for the food only component of sales is distributed accordingly ( to hirer or
reference group depending on event) and the money from the sale of liquor is to be banked by the holder
of the liquor license and distributed accordingly to the hirer.
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Alexandra Oval Reserve User Guide 2014
The following table provides the handling fees associated with the takings through these areas payable by
the hirer. Fees will be calculated at the time of reconciliation and taken from the amount payable or added
to invoice amounts for the event;
Inventory Sold
Handling Fee %
Packaged Food
3%
Liquor
5%
Prepared Food
0%
Handling fees go towards the provision of pantry items and the Management of the Hospitality area of the
Centre.
NOTE – Council and/or the Reference Group will advise the ‘cost’ price of items in the inventory at the
initial stock take. The hirer can determine the sale price for the inventory for their event and the POS
system can be altered accordingly. Recommended sale prices will be provide as the default amount in the
POS.
7.5 OPERATING HOURS FOR SALES
The operating hours for the sale of liquor is governed by the Legislative requirements as referred to in
section 9 of the user guide.
Strict penalties apply to breaches of the Liquor License.
The sale of food from the Canteen and Kitchen are permitted within the times agreed in the Seasonal or
Casual Agreement.
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8 RISK MANAGEMENT
Seasonal Users should complete their own risk assessment on the reserve and facilities prior to the
commencement of each seasonal use.
Prior to each use of an allocated sports ground, clubs are required to conduct a ground inspection to
determine its suitability for use, specifically in terms of dimension of playing area – taking into account the
skill level or standard of competition.
The club should contact their local association or governing body to obtain a copy of the recommended
inspection forms and guidelines relevant to their sport.
Where an Association does not have guidelines, Council will provide guidance in regards to dimensions of
playing area.
Clubs should notify the relevant Council officer of any issues arising out of inspections immediately.
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9 LEGISLATIVE REQUIREMENTS
9.1 LIQUOR LICENCES
It is the intention of the Ararat Rural City Council that the Alexandra Oval Reserve catering functions is
managed by the Alexandra Oval Users Reference Group.
The Ararat Rural City Council will hold the Liquor Licence for the facility.
The sale of liquor without a licence is prohibited. Clubs need to contact the Victorian Commission for
Gambling and Liquor Regulation to apply for any additional licences (www.vcglr.vic.gov.au) and are
required to provide a copy of their liquor licence with allocation application.
Council will only support applications that are in accordance with the liquor licence for the facility
Council along with the Victoria Police will monitor the administration and operation of the liquor licence.
The responsible serving of alcohol is to be managed by the Alexandra Oval Users Reference Group
The Alexandra Oval Users Reference Group is required to ensure their liquor license operating times are in
line with the above times.
If a club or group wish to hold a function and serve alcohol outside these times, permission must be sought
from Council and a temporary Liquor Licence applied for.
9.2 INCORPORATIONS
The Alexandra Oval Users Reference Group must be incorporated.
Council will only allocate facilities to clubs that can provide documentation to show they are incorporated
under the Association Incorporations reform Act 2012. For further information contact 1300 558 181 or
http://www.consumer.vic.gov.au/
9.3 PUBLIC LIABILITY INSURANCE
All users must have Public Liability Insurance cover with Council noted as an interested party.
Seasonal Users must be covered for a minimum of $10 million against all actions, costs, claims, charges,
expenses and damages whatsoever which may be brought or made or claimed against the user arising out
of or in relation to allocation of a facility.
A copy of the Certificate of Currency must be attached to the Seasonal application at the application stage.
Clubs may arrange Public Liability insurance directly through an insurance company or through a broker.
State or local sporting associations will be able to give you guidelines on costs involved and further
information.
9.4 FOOD REGISTRATION
It is a mandatory requirement under the Food Act 1984 that the premise, in which food is sold, is registered
as a Food Premise with the local Council.
The Alexandra Oval Users Reference Group must register the facilities with Council.
Council’s Health Department registers and inspects kitchen facilities at all facilities that sell food. Such clubs
must have a Food Safety Program.
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Alexandra Oval Reserve User Guide 2014
A sporting club that operates a Food Premise year round should contact the Environmental Health Officer
to arrange registration. The annual registration fee for food premise applies.
9.5 DISABILITY DISCRIMINATION ACT AND EQUAL OPPORTUNITIES ACT
Under Council’s commitment to provide disability access in all Council owned premises, users are required
to adopt inclusive practices in line with the obligations under the Disability Discrimination Act and Equal
Opportunity Act.
Seasonally allocated users must comply with any reasonable request from Council in this regard.
9.6 THE CHARTER OF HUMAN RIGHTS
Council supports the introduction of the Charter of Human Rights and Responsibilities in Victoria. The
Charter came into force on 1st January 2007. From 1st January 2008 all public authorities (including local
government) are bound by the Charter - which obliges authorities to take human rights into consideration
when making laws; developing policies and procedures; and providing services.
9.7 WORKING WITH CHILDREN CHECK
In 2006, the Victorian Government introduced a new checking system to help protect children under 18
years of age from physical or sexual harm.
The Working with Children (WWC) Check creates a mandatory minimum checking standard across Victoria.
The WWC Check helps to keep children safe by preventing those who pose a risk to the safety of children
from working with them, in either paid or volunteer work.
If you work or volunteer with children you may need to apply for a WWC Check. Employers, volunteer
organisations and agencies must ensure that any of their staff or volunteers who need a WWC Check has
applied by the due date.
For further information contact Department of Justice on 1300 652 879 or
www.justice.vic.gov.au/workingwithchildrencheck.
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Alexandra Oval Reserve User Guide 2014
10 FESTIVALS/EVENTS/TOURNAMENTS/NON FIXTURED MATCHES
Users, both Seasonal and Casual, who wish to hold festivals or events, need to be aware that specific
restrictions apply to insurance cover. Standard sports club insurance does not cover festivals or open days.
For further information on festival specific insurance or to obtain assistance with the development of an
event please contact Councils Events Department.
Users wishing to hold tournaments or non club related events must advise Council in writing at least 1
Month before the event date. Council can advise as to the permits required and the conditions that may
apply.
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Alexandra Oval Reserve User Guide 2014
11. ARARAT RURAL CITY COUNCIL CONTACT DETAILS
Please contact the relevant section of Council using the below list as a guide. For general enquiries please
contact the Ararat Rural City Council Recreation Department.
Department and Contact Person
Ararat Performing Arts Centre
5352 2181
Russell Potter
[email protected]
Responsibilities
• Community bookings
• Social / Community rooms management
• Cleaning Contract / Social spaces
Design and Project Management Coordinator
Alison Tonkin
5255 0223
[email protected]
•
•
Recreation Services and Planning,
Recreation infrastructure projects
Project Management & Recreation Officer
Barkley Vincent
5355 0256
[email protected]
•
•
•
•
•
•
•
•
•
•
Keys/Cards
Ground Allocations
Training Lights
Proposed pavilion works
Coaches Boxes
Club Development
Tenancy Applications
Fees and Charges
Pavilion or sports ground maintenance
Community grants program
Structural Works Coordinator
Keith Johnson
5355 0905
[email protected]
•
•
•
Building Maintenance Issues
Damage to Facilities
Graffiti
Parks and Gardens Officer
David Pitches
5355 0906
[email protected]
•
•
•
•
•
•
Sports Ground Maintenance
Sprinklers
Line Marking advice
Fencing
Repairs to Cricket Wickets
Gardens/Landscaping
Waste and Sustainability Officer
Deidre Andrews
5355 0233
[email protected]
•
•
•
•
•
Pavilion Rubbish Collection
Recycling Collection
Additional Garbage Bins
Repairs to Damaged Bins
Emptying of Litter Bins
Events Officer
Belinda Jones
5355 0272
[email protected]
•
•
•
Festivals
Open Days
Special Events
Community Development Officer
Robyn Hemley
5355 0257
[email protected]
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Alexandra Oval Reserve User Guide 2014
Environmental Health
5355 0200
[email protected]
• Food Act Registration
• To register and inspect all food premises and ensure
premises compliance with their food safety program.
Planning Enquiries
5355 0222
[email protected]
Local Laws/ Risk/ Emergency Management
Matt Wood - Manager
5355 0214
[email protected]
•
•
•
•
Permanent signage
Planning Permit Application
Advertising Signage on Council Land
Emergency after hours issues
•
•
•
Aquatic & Leisure Facilities
Gymnasium
Court hire
Ricky Bowen – Local Laws Team Leader
0400 168 513 (After Hours Call Out)
[email protected]
Ararat Aquatics & Recreation Centre
Sam Winter or Josh Day
5352 1064
Ararat Police Complex
5355 1500
Ararat Hospital
5352 9300
Ararat Medical Centre
53522311
Emergency
000
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Alexandra Oval Reserve User Guide 2014
APPENDIX
1.
Ararat Community Sporting Complex Management Plan (SGL)
2.
Ararat Community Sporting Complex Pricing Structure (SGL)
3.
Seasonal Use Application
4.
Casual Use Application
5.
Pre Season and Finals Training Application
6.
Training Checklist and Club Ground Inspection Process
7.
Roles and Responsibilities
8.
Asset Register Template
9.
Division of Seasons
10.
Change Rooms Cleaning Checklist
11.
Social Rooms Cleaning Checklist
12.
Change Roms Cleaning Schedule
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Alexandra Oval Reserve User Guide 2014
APPENDICE 1
Refer to separate document - Alexandra Oval Reserve Management Plan.
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Alexandra Oval Reserve User Guide 2014
APPENDICE 2
Refer to separate document -Alexandra Oval Reserve and Community Centre Pricing Structure
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Alexandra Oval Reserve User Guide 2014
APPENDICE 3
ARARAT RURAL CITY COUNCIL
SEASONAL USER AGREEMENT – ALEXANDRA OVAL 2014/15
ALL BOXES MUST BE COMPLETED PRIOR TO ACCEPTANCE.
ALL PROPOSED USES MUST BE INCLUDED IN THIS DOCUMENT
Club/ Organisation name:
____________________________________________________
Sport(s) to be played:
____________________________________________________
Association/ League/ competition played in this season:
Name of President:
Address:
_______________________________________
______________________________________
______________________________________
______________________________________
Telephone number:
(Private)
Postcode ____________
______________________
(Mobile) ______________________
Name of Secretary:
Address:
(Business)___________
(Facsimile)___________
_______________________________
____________________________________________
____________________________________________
Telephone number:
(Private)
______________________
(Mobile) ______________________
Email
Postcode ____________
(Business)___________
(Facsimile)___________
_______________________________
Club postal address: ________________________________________________ Postcode ___________
Ararat Community and Sporting Centre Representative: ________________________________________
Clubs Bank Details: Bank Name____________________ Account number/ BSB_____________________
Contact person (Ground Safety Officer) for ground inspection queries
Name:
________________________
Mobile no.__________________
Is your organisation incorporated?
YES
NO
Incorporation No: ___________________
Does your organisation have an ABN?
YES
NO
ABN No: __________________________
Are you registered for G.S.T.
YES
NO
Are you a Good sports registered Club?
YES
NO
Is your club registered with Sports Central as a
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Alexandra Oval Reserve User Guide 2014
Healthy Sporting Environments Club?
YES
NO
Membership Details:
SENIORS
Male
female
JUNIORS
Male
VETERANS
Female
Will alcohol be sold to the public?
YES
Male
Female
NO (If yes attach copy of Liquor Licence)
Will food be sold to the public?
YES
NO (If yes, refer to Environmental Health Officer &
attach permit)
Will any temporary structures be erected:
YES
NO (If yes, refer to Council’s Municipal Building
Surveyor – attach permit)
PUBLIC LIABILITY INSURANCE: A current ‘Certificate of currency’ must accompany this application. The certificate must state the level of cover
and any exclusion clauses. Minimum cover required is $10 million.
Certificate attached
Policy Number: _________________ Expiry date: _______________
Coverage level (eg. $10 million) ______________________________________
USAGE PERIOD:
SUMMER (1OCTOBER to 31 MARCH)
WINTER (1 APRIL to 30 SEPTEMBER)
ALL PROPOSED USES MUST BE INDICATED IN THE TABLE BELOW
DATES REQUIRED FOR HOME & AWAY SEASON (excluding Finals) From__________ to ____________
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Alexandra Oval Reserve User Guide 2014
Day/s required
Monday
Times required
From ………….. am/pm
To ………….. am/pm
Use of ground/oval/Facility
Pre-season training
Training
Competition
Social function
Tuesday
From ………….. am/pm
To ………….. am/pm
Pre-season training
Training
Competition
Social function
Wednesday
From ………….. am/pm
To ………….. am/pm
Pre-season training
Training
Competition
Social function
Thursday
From ………….. am/pm
To
………….. am/pm
Pre-season training
Training
Competition
Social function
Friday
From ………….. am/pm
To ………….. am/pm
Pre-season training
Training
Competition
Social function
Saturday
From ………….. am/pm
To ………….. am/pm
Pre-season training
Training
Competition
Social function
Sunday
From ………….. am/pm
To ………….. am/pm
Pre-season training
Training
Competition
Social function
Other facilities required
Oval Surface
Netball Courts
Change rooms
Social/ club rooms
Kiosk/ Kitchen
Bar
Scoreboard
Coaches Box/s
Time keepers Box
Entrance ticket box
Oval Surface
Netball Courts
Change rooms
Social/ club rooms
Kiosk/ Kitchen
Bar
Scoreboard
Coaches Box/s
Time keepers Box
Entrance ticket box
Oval Surface
Netball Courts
Change rooms
Social/ club rooms
Kiosk/ Kitchen
Bar
Scoreboard
Coaches Box/s
Time keepers Box
Entrance ticket box
Oval Surface
Netball Courts
Change rooms
Social/ club rooms
Kiosk/ Kitchen
Bar
Scoreboard
Coaches Box/s
Time keepers Box
Entrance ticket box
Oval Surface
Netball Courts
Change rooms
Social/ club rooms
Kiosk/ Kitchen
Bar
Scoreboard
Coaches Box/s
Time keepers Box
Entrance ticket box
Oval Surface
Netball Courts
Change rooms
Social/ club rooms
Kiosk/ Kitchen
Bar
Scoreboard
Coaches Box/s
Time keepers Box
Entrance ticket box
Oval Surface
Netball Courts
Change rooms
Social/ club rooms
Kiosk/ Kitchen
Bar
Scoreboard
Coaches Box/s
Time keepers Box
Entrance ticket box
Dates
Please note:
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Alexandra Oval Reserve User Guide 2014
All finals matches are to be booked by relevant league/association and are to be negotiated with Council.
Grounds may be required by other associations and finals matches will be given preference, so please be aware of
setting dates for ‘club social functions’ during this time. Leagues and associations who book facilities finals are
encouraged to consult with the liquor licence holder(Nominee) regarding all catering.
I, ………………………………… (Print name) declare that I have read and understand the conditions
application and agree to abide by them.
associated with this
…………………………………… Signature of authorised officer of the organisation making this application
Date: …………………………….
Indemnity:
The Hirer agrees to indemnify and keep indemnified and to hold harmless the Ararat Rural City Council, its servants and
agents and each of them from and against all actions, costs, claims, charges, expenses and damages whatsoever
which may be brought or made or claimed against them arising out of or in relation to the hiring of the premises/
facilities.
The personal information requested on this form is being collected by Council for the collection of accurate club contact
details. The personal information will be solely used by Council for the primary use or directly related purposes. The
applicant understands that the personal information provided is for the access by the wider community and that they
may apply to Council for access and /or amendment of the information. It is Council’s usual practice to use /disclose
the information collected on this form to assist individuals to obtain the contact details of a specific club/ group for the
purpose of effective contact with the club/group. If you would rather we did not please respond in writing to Council’s
Municipal Recreation Officer.
This form must be completed in full and returned to the Ararat Rural City Council Municipal Recreation Officer prior
to any use of the facilities
Contact details: Ararat Rural City Council. P.O. Box 246, Ararat. Vic. 3377. [email protected]
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Alexandra Oval Reserve User Guide 2014
GENERAL TERMS & CONDITIONS FOR THE USE OF FACILITIES AT ALEXANDRA OVAL
RESERVE
1.
All charges in relation to hire must be paid in full by the due date/s, unless suitable arrangements have been
approved in writing.
2.
Seasons operate as follows:
st
st
•
Summer Season – 1 October until 31 March
•
Winter Season – 1 April until 30 September
•
Seasonal users must provide all requested information in the agreement.
•
Access for pre-season training or matches shall be determined by negotiation between ground users and the
Ararat Rural City Council. Practice match dates must be provided as a component of the Seasonal Agreement.
st
th
3.
The Ararat Rural City Council reserves the right to approve the use of the ground by other persons not specified in
this application at any time when the ground is not required for use by the Seasonally agreed tenant
4.
The Ararat Rural City Council reserves the right to cancel the hirer’s use of a recreation ground on a date shown in
this application in the event of the ground required for an extraordinary function or extraordinary use.
5.
The Council’s Parks and Gardens Officer and or the Municipal Recreation Officer have the authority to withdraw
the use of the ground for the following reasons but not limited to:
•
The ground is unplayable due to inclement weather
•
The ground is unsafe for match play or training
•
The ground is required to undertake surface repairs and / or redevelopment works
6.
The hirer shall not do, or neglect to do, or permit to be done or left undone, anything that will affect the Council’s
insurance Policy or Policies relative to fire or public risk in connection with the hire of this recreation ground and
the hirer hereby agrees to indemnify the Council to the extent that such policies are affected by commission or
omission.
7.
Each Seasonal User shall appoint a Ground Safety Officer whose designated purpose shall be:
•
To inspect the sports field and surrounds prior to any training sessions and matches to ensure that the
ground complies with the minimum standards of the sports code to be played and the ground is otherwise
safe for practice or competition.
•
To complete the Club Match Day and Training Session Checklist provided as per requirements and to follow
the process for notification.
•
To inspect the grounds during play when conditions deteriorate in order to reassess and reconfirm any earlier
decisions.
•
The Ground Safety Officer’s approval to play shall be final and any use without his/her approval shall be ruled
to be in breach of this agreement.
•
In the event of a situation where the GSO / Seasonal User are unable to take appropriate action to rectify a
safety issue, the facility must not be played on. The Ararat Rural City Council must be notified as soon as
possible.
•
To submit a copy of each of the Training Day Checklists and a copy of the Match Day Checklist to the
Municipal Recreation Officer at the end of each fortnight of the Pre-season and Home and Away Seasons. If
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Alexandra Oval Reserve User Guide 2014
there is notification of a ground safety issue being addressed or rectified, then notification to Council should
follow the process as stated in the Ground Inspection Process (page 3 of Council’s Training Session Checklist)
8.
Damage incurred to any facilities on the reserve must be reported to Council immediately by the Seasonal User.
Failure to maintain Council facilities to an acceptable standard and comply with the above conditions may result
in the immediate cancellation of a club’s allocated use of ground and/ or pavilions.
9.
It is the responsibility of the Seasonal User to ensure that the pavilion and its surrounds are left in a clean and tidy
state at all times. The common sense policy of ‘leaving the clubrooms as you find them’ should prevail for all user
groups.
This will be as follows:
•
All floors, benches and walls are to be kept free of mud, dust and litter
•
Toilets, change areas and showers are to be hosed or mopped as appropriate as soon as possible after use,
and all paper litter / strapping tape removed from the toilets, change areas.
•
Kitchen areas, including floors, benches and sinks are to be wiped clean and /or swept as appropriate, and
are kept free of litter. All utensils and equipment are to be stored in cupboards when not in use.
•
Rubbish bins are to be emptied at the conclusion of every event/use, and under no circumstances is food or
cooking waste to be left in open containers overnight.
•
Check to ensure that all windows and external doors are closed and the facility left locked and secure.
10. The pavilion is to be used solely to conduct the affairs of the club, including training, matches, club meetings and
social functions for the club or organisation. No subletting is permitted at any time
•
If a sporting club requires the use of sportsgrounds and pavilion outside their allocated days and times for
any purpose then a ‘Casual User Agreement’ form must be completed and returned to Council. All other
requests to use the pavilion (including designated social rooms and change rooms) are subject to negotiation
and availability.
•
The requested pavilion may be available for community hire subject to availability and suitability. A ‘Casual
Use Agreement’ form must be completed and returned to Council prior to use
•
Where there is more than one tenant, storage space will be negotiated and agreed upon by all clubs/users.
All equipment must be appropriately stored when not in use.
Seasonally Agreed Users of the reserve should retain a signed copy of this document.
Acknowledgment of having read them will be indicated by signing the application for ‘Seasonal Use of Recreation
Ground’.
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Alexandra Oval Reserve User Guide 2014
APPENDICE 4
ARARAT RURAL CITY COUNCIL
APPLICATION FOR CASUAL USE OF ALEXANDRA OVAL
(All boxes must be completed prior to submission)
Club/ Organisation/ Name:
____________________________________________________
Address:
___________________________________________________
Contact phone number:
____________________________________________________
Date of hire:
From __/ __/ ____ to __/ __/ ____
Time required
from ____________to___________
Facilities required: Complete table below
Day/s required
Times required
Use of ground/oval/Facility
Pre-season training
Training
Competition
Social function
From ………….. am/pm
To
………….. am/pm
Lights Required
YES
Other facilities required
Oval Surface
Netball Courts
Change rooms
Social/ club rooms
Kiosk/ Kitchen
Bar
Scoreboard
Coaches Box/s
Time keepers Box
Entrance ticket box
Dates
NO (See schedule of fees overleaf)
Activities planned:
____________________________________________________
Number of persons expected:
____________________________________________________
Special requirements:
____________________________________________________
Will alcohol be sold to the public?
YES
Will food be sold to the public?
YES
NO (If yes, refer to Environmental Health Officer &
attach receipt and certificate number) ph 5355 0200
Will any temporary structures be erected?
Are you a Good sports registered Club?
NO (If yes attach copy of Liquor Licence)
YES
NO (If yes, refer to Council’s Municipal Building
Surveyor – attach permit) ph 5355 0200
YES
NO
PUBLIC LIABILITY INSURANCE: A current ‘Certificate of currency’ MUST accompany this application. The certificate
must state the level of cover and any exclusion clauses. Minimum cover required is $10 million.
Certificate attached
Policy Number________________ Expiry date: ________________
Amount of cover (eg. $10 million) ______________________________________
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Alexandra Oval Reserve User Guide 2014
Undertaking:
I ………………………………………. of …………………………………… hereby make application for the premises/facilities, date and
times stated above, and I acknowledge having received and read a copy of the Conditions of Facility Hire and
undertake to be bound by and comply with the conditions in every respect. I further undertake to be responsible for
ensuring that all individuals or groups using the premises in association with this application shall comply with the
conditions.
Indemnity:
The Hirer agrees to indemnify and keep indemnified and to hold harmless the Ararat Rural City Council, its servants and
agents and each of them from and against all actions, costs, claims, charges, expenses and damages whatsoever
which may be brought or made or claimed against them arising out of or in relation to the hiring of the premises/
facilities.
Any personal information requested on this form is being collected by Council for the collection of accurate club
contact details. The personal information will be solely used by Council for the primary use or directly related purposes.
The applicant understands that the personal information provided is for the access by the wider community and that
they may apply to Council for access and /or amendment of the information. It is Council’s usual practice to use
/disclose the information collected on this form to assist individuals to obtain the contact details of a specific club/
group for the purpose of effective contact with the club/group. If you would rather we did not please respond in writing
to Council’s Municipal Recreation Officer.
SIGNATURE OF APPLICANT:.......................................................
DATE: ……………………….
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Alexandra Oval Reserve User Guide 2014
TERMS & CONDITIONS TO BE READ AND RETAINED BY THE USER
Fees Schedule
Description
Refer to Alexandra Oval Reserve and Community
Centre Pricing Structure.
Alexandra Oval Reserve
Ground Hire (Day Rate)
Ground Hire (Training Session)
Netball Courts(Day Rate)
Netball Courts(Training Session)
Lights towers (Casual User)
1 x tower
2 x towers
4 x towers
6 x towers
Lights towers (Seasonal User)
1 x tower
2 x towers
4 x towers
6 x towers
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Alexandra Oval Reserve User Guide 2014
Change rooms (Fiscalini pavilion)
Training Session
Full day
Pre / post event inspection service / Call out
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Alexandra Oval Reserve User Guide 2014
TERMS AND CONDITIONS
[Ararat Rural City Council recommends hirers read and retain a copy of this agreement]
1.
All charges in relation to hire must be paid in full by the due date, unless the Council has approved suitable
arrangements.
2.
The Council reserves the right to approve the use of the facility by other persons at any time not specified in
this application at any time when the facility is not required for use by hirer.
3.
The Council may require the hirer to make available any building or facility on the reserve to another hirer
where such building or facility is not under agreement to the hirer. This may include removal of goods and
chattels of the hirer if deemed necessary.
4.
The Council reserves the right to cancel the hirer’s use of the facility on a date shown on this application in
the event of the facility being required for an extraordinary function or extraordinary use.
5.
The Council reserves the right to close a facility for use, or redirect users to an alternative facility where in the
opinion of the Manager for Infrastructure Services or his/her delegate conditions renders the facility
unsuitable for use.
6.
The hirer shall not do, or neglect to do, or permit to be done or left undone, anything that will affect the
Council Insurance Policy or Policies relative to fire or public risk in connection with the hire of this facility and
the hirer hereby agrees to indemnify the council to the extent that such policies are affected by commission
or omission.
7.
The hirer agrees to indemnify and to hold harmless the Council its servants and agents from and against all
actions, claims, charges, expenses and damages whatsoever which may be brought about or made or claimed
against it by any of them arising out of or in any way related to the use of this facility.
8.
The hirer shall not produce, or perform, or suffer to be produced or performed on any reserve any dramatic,
musical or other work in infringement of the copyright, or performing right of any owner of such rights, and it
shall be a condition and term of this hiring that the hirer indemnifies Council against any claim for breach of
copyright during such hiring, and any costs incurred in connection therewith.
9.
No intoxicating liquor is to be served, or sold in association with this hiring unless the necessary approval has
been obtained from Council and evidence of Licensing Commission permits are produced. The hirer is to
strictly observe wet and dry areas stipulated on the permit.
10.
The Food Act 1984 is to be complied with if food is to be prepared and /or served at the function.
11.
Smoking is not permitted in any building.
12.
It is the responsibility of the hirer to ensure that the pavilion is left in a clean and tidy. The common sense
policy of ‘leaving the facilities as you find them’ should prevail for all user groups.
This will be as follows:
13.
•
All floors, benches and walls are to be kept free of mud, dust and litter
•
Flooring is to be vacuumed immediately following every inside event.
•
Toilets, change areas and showers are to be hosed or mopped as appropriate as soon as possible after
use, and all paper litter removed from the toilet area.
•
Kitchen areas, including floors, benches and sinks are to be wiped clean and /or swept as appropriate,
and are kept free of litter. All utensils and equipment should be stored in cupboards when not in use
Rubbish bins are to be emptied.
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Alexandra Oval Reserve User Guide 2014
14.
It is the responsibility of the hirer to ensure that all windows and external doors are closed and the facility
left locked and secure. Additional fees will be incurred if not completed satisfactorily.
15.
All requested documentation must be attached to this application. (i.e. Risk Assessments, Risk Management
Plans, Liquor Licences, Building Permits, Food Handling Permits)
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Alexandra Oval Reserve User Guide 2014
INSPECTION RECORD CHECKLIST
The facility should be checked prior to the function, to ensure that it is in a suitable condition for use, and that all
equipment to be used is stored correctly and is available for use.
After the function the facility should be checked again to verify compliance with the conditions of use. It is a condition
of use that the following checklist be completed and returned to Council within 3 days of the hire period.
Casual User: _______________________________________________________________________
Date: ____________
PRE- EVENT
YES/NO
COMMENTS (if applicable)
Floors clean and vacuumed
YES
NO
…………………………………………….
Bench tops/Counters clean
YES
NO
…………………………………………….
Toilets clean
YES
NO
…………………………………………….
Equipment stored correctly
YES
NO
…………………………………………….
Emergency exits clear
YES
NO
…………………………………………….
Fire extinguishers in place
YES
NO
…………………………………………….
Emergency signage in place
YES
NO
…………………………………………….
Structural damage present
YES
NO
…………………………………………….
Equipment loss or damage
YES
NO
…………………………………………….
Facility clean
YES
NO
…………………………………………….
Equipment stored correctly
YES
NO
…………………………………………….
Emergency exits clear
YES
NO
…………………………………………….
Fire Extinguishers in place
YES
NO
…………………………………………….
Emergency Signage in place
YES
NO
…………………………………………….
Structural damage present
YES
NO
…………………………………………….
Equipment loss or damage
YES
NO
…………………………………………….
Floor mopped
YES
NO
…………………………………………….
Kitchen wiped down
YES
NO
…………………………………………….
Carpets vacuumed
YES
NO
…………………………………………….
Toilets cleaned and paper replaced
YES
NO
…………………………………………….
Terrace swept
YES
NO
…………………………………………….
POST –EVENT:
Name:............................................
Signed: ………………………
Date: ……………...
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Alexandra Oval Reserve User Guide 2014
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Alexandra Oval Reserve User Guide 2014
APPENDICE 5
ARARAT RURAL CITY COUNCIL
APPLICATION FOR PRE SEASON / FINALS USE OF ALEXANDRA OVAL RESERVE
Please complete a separate application form for each section of the club (eg. netball and football)
Club/ Organisation name: __________________________________________________
Type of sport to be played: __________________________________________________
Association/ league/ competition played in this season: ____________________________
Name of President: ________________________________________________________
Address: _________________________________________________________________
Telephone number:
(Private)
______________________
(Mobile)
(Facsimile)___________
(Business) ___________
Name of Secretary/Contact person:
Address:
Telephone number:
(Private)
______________________
(Mobile)
(Business) ___________
(Facsimile)___________
Email
Website ________________________________________
Club postal address: ________________________________________________________
Contact person (G.S.O.) for ground inspection queries
Name:__________________________
Mobile no___________________________
Is your organisation incorporated?
YES
NO
Incorporation No:_________________
Does your organisation have an ABN?
YES
NO
ABN No: _______________________
Participant Details:
SENIORS
Male
JUNIORS
female
Will alcohol be sold to the public?
VETERANS
Male
Female
Male
Female
Yes/ No (If yes attach copy of Liquor Licence)
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Alexandra Oval Reserve User Guide 2014
If yes, register with the Police as a ‘Party Safe’ event.
Will food be sold to the public?
Yes/ No (If yes, refer to Environmental Health Officer & attach
permit)
Will any temporary structures be erected:
Yes/ No
PUBLIC LIABILITY INSURANCE: A current ‘Certificate of currency’ must accompany this application. The certificate must state the level of cover
and any exclusion clauses. Minimum cover required is $10 million.
Certificate attached
Policy Number:_______________ Expiry date:________________
Amount of cover (eg. $10 million
Does your organisation realise it is responsible for Building Contents Insurance?
USAGE:
SUMMER (1OCTOBER to 31 MARCH)
YES
No
WINTER (1 APRIL to 30 SEPTEMBER)
*Attach draw if applicable
DATES REQUIRED FOR PRE SEASON TRAINING From__________ to ____________
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Alexandra Oval Reserve User Guide 2014
Day/s required
Times required
Monday
Use of ground/oval
Pre-season training
From
Final
To
Tuesday
Pre-season training
From ………….. am/pm
Final
To
………….. am/pm
Wednesday
Pre-season training
From
Final
To
Thursday
Pre-season training
From ………….. am/pm
Final
To
………….. am/pm
Friday
Pre-season training
From ………….. am/pm
Final
To
………….. am/pm
Saturday
Pre-season training
From ………….. am/pm
Final
To
………….. am/pm
Sunday
Pre-season training
From ………….. am/pm
Final
To
………….. am/pm
Other facilities required
Dates (if not for full
season)
Oval Surface
Netball Courts
Change rooms
Social/ club rooms
Kiosk/ Kitchen
Bar
Scoreboard
Coaches Box/s
Time keepers Box
Entrance ticket box
Oval Surface
Netball Courts
Change rooms
Social/ club rooms
Kiosk/ Kitchen
Bar
Scoreboard
Coaches Box/s
Time keepers Box
Entrance ticket box
Oval Surface
Netball Courts
Change rooms
Social/ club rooms
Kiosk/ Kitchen
Bar
Scoreboard
Coaches Box/s
Time keepers Box
Entrance ticket box
Oval Surface
Netball Courts
Change rooms
Social/ club rooms
Kiosk/ Kitchen
Bar
Scoreboard
Coaches Box/s
Time keepers Box
Entrance ticket box
Oval Surface
Netball Courts
Change rooms
Social/ club rooms
Kiosk/ Kitchen
Bar
Scoreboard
Coaches Box/s
Time keepers Box
Entrance ticket box
Oval Surface
Netball Courts
Change rooms
Social/ club rooms
Kiosk/ Kitchen
Bar
Scoreboard
Coaches Box/s
Time keepers Box
Entrance ticket box
Oval Surface
Netball Courts
Change rooms
Social/ club rooms
Kiosk/ Kitchen
Bar
Scoreboard
Coaches Box/s
Time keepers Box
Entrance ticket box
Note:
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Alexandra Oval in Ararat is a shared facility. As such it is important that the all pre-season and casual users are
aware of the need to act in the best interests of all users. Bookings DO NOT entitle the hirer to exclusive use of the
reserve surface.
Home and Away season requirements – a separate form for Home and Away season must be completed.
I ….............................(Print name) declare that I have read and understand the conditions associated with this
application and agree to abide by them.
…………………………………… Signature of authorised officer of the organisation making this application
Date: ..................................
The personal information requested on this form is being collected by Council for the collection of accurate club contact details. The personal
information will be solely used by Council for the primary use or directly related purposes. The applicant understands that the personal information
provided is for the access by the wider community and that they may apply to Council for access and /or amendment of the information. It is
Council’s usual practice to use /disclose the information collected on this form to assist individuals to obtain the contact details of a specific club/
group for the purpose of effective contact with the club/group. If you would rather we did not please respond in writing to Council’s Municipal
Recreation Officer.
***TERMS & CONDITIONS TO BE READ AND RETAINED BY THE CLUB
*This form only, should be completed and returned to:
Municipal Recreation Officer. Ararat Rural City Council. P.O. Box 246, Ararat.
[email protected]
Vic. 3377 or Email:
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APPENDICE 6
TRAINING/ MATCHDAY CHECKLIST
Date_______________
Team ___________________________________
Sport to be played___________________________
Ground ____________________________________________________________________________
** Please indicate the location of the club’s change
rooms as a reference point for this diagram
1/ Do Boundary Lines comply with [AFL, Cricket Victoria or Association] guidelines
YES
NO
YES
NO
NO
YES
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
YES
NO
(ie. Distance from fences)
If no, what action was taken? ___________________________________________________________________
2/ Has the ground surface been prepared correctly for your sport/ activity?
If NO, what action was taken? __________________________________________________________________
3/ Is the ground is free from debris (glass, stones, faeces, windrows, strapping tape etc.)
If NO, what action was taken? __________________________________________________________________
4/ Sprinkler heads and taps are covered and level with the surrounds
If NO, what action was taken? __________________________________________________________________
5/ The ground is free from holes/ uneven sections that could cause tripping & falls
If NO, what action was taken? __________________________________________________________________
6/ The padding of goal (and point) structures is adequate
If NO, what action was taken? __________________________________________________________________
7/ Weather conditions are safe for play to commence (extreme heat, lightening etc.)
If NO, what action was taken? __________________________________________________________________
8/ The perimeter fencing & signage is safe and secured
If NO, what action was taken? __________________________________________________________________
9/ The grounds & surrounds are free from other hazards that create danger for players / users
If NO, what action was taken? __________________________________________________________________
10/ There are appropriate first aid personnel, equipment (Including kits, ice, stretcher) and
phone contact with emergency services should it be required.
If NO, what action was taken? __________________________________________________________________
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11/ The change rooms/ toilets are free from debris
YES
NO
If NO, what action was taken? __________________________________________________________________
Any other comments regarding ground safety?________________________________________________________________________
_____________________________________________________________________________________________________________
Is there any existing issue/ situation that if left unaddressed may worsen over time to render the ground unavailable for play?
_____________________________________________________________________________________________________________
In the event of a notification of a safety/ ground issue being addressed, action must be taken before use or the ground and notification must be
sent to Council in writing.
Prior to the commencement of training, I /we have undertaken the above inspection.
_____________________________________________
________________________________________
GSO representative’s name
Signature
*This checklist includes guidance note for those conducting the inspection (see over)
This form must be returned to the Ararat Rural City Council’s Municipal Recreation Officer at the end of each week for the Home
& Away season and pre-season week.
***In the event of a NO box ticked, where the club is unable to take appropriate action, the Ararat Rural City Council must be
notified by 12.00 noon the day following the training session, or 12.00 noon on the Monday following a week end match.
Office use only:
Date received by Council _________
Action taken______________________________________
Council officer’s signature____________
Tick box if additional pages attached
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TRAINING INSPECTION CHECKLIST PROCEDURES
WHAT IS THE PURPOSE OF COMPLETING CHECKLISTS?
Checklists are now a part of the overall Risk Management culture of Council and each club. They are an important part of each
sporting body’s National Insurance Program and the purpose in their completion is to ultimately reduce the risk of injury to
participants, spectators, organisers and the general public. It is a condition of the liability Policy that clubs, affiliations and
associations support this initiative. The main aim is to create awareness of situations that may contribute to an injury and rectify
them where possible.
WHO HAS TO COMPLETE THEM?
The Grounds Safety Officer (GSO), before each training session completes the Ararat Rural City Council Training Session Checklist,
and all clubs competing at the ground on game day, completes the league/association checklist; ie VCFL or Cricket Victoria. All
clubs should choose a suitable person for the role of GSO who will be responsible for this activity (and a back up if he/she is not
available)
The Training Session Checklist will only ask for the Grounds Safety Officer to complete and sign. The relevant league/association
Match Day Checklist will ask for a home team representative and an away team representative (with GSO responsibilities) to sign
the form once they are satisfied with the conditions. If the association is responsible for proceedings on game day (i.e. shared
common ground), then an association representative may take responsibility for the completion of the form. However the
participating clubs should still review the questions and sign the form to ensure they are satisfied with the conditions prior to the
commencement of play.
WHEN SHOULD THEY BE COMPLETED?
The Ararat Rural City Council Training Session Checklist must be completed prior to the commencement of each training session.
The relevant league/association Match Day Checklist must be completed prior to the commencement of the first game on game
day.
CHECKLIST ADDITIONAL NOTES
Debris
This is an obvious hazard but requires careful visual inspection. Glass, aluminium cans that have been
mown over, rocks and general rubbish are often littering sports grounds. Other debris includes
syringes, faeces and windrows of mown grass that can cause tripping injuries.
Sprinklers
Recessed sprinkler heads on sports grounds are normally made safe by a cover. Erosion of the
surrounds of the sprinkler caused by water pressure should be made level with the surrounding
ground. A player should be able to run across this area and directly place a foot on the top of the
sprinkler area with no disruption to the stride pattern or gait.
Holes & uneven
Pot holes, divots and depressions are hazards that arise for many reasons on sports grounds.
surfaces
They are easily repaired by adding sand or soil and should be stamped to provide a stable surface.
Uneven surfaces typically arise through differential wear patterns (eg goal square) and around cricket
pitch areas where loose soil has a different drainage pattern to the adjacent areas and uneven,
rippled surfaces can arise. Bare patches of earth with clumped grass or weeds can also lead to uneven
surfaces.
An inspection of a suspect uneven surface by walking across it with eyes shut such that it makes the
person feel very unsure about their footing indicates that this area requires repair.
Padding
Padding should be on all upright goal posts to a minimum height of 2.5m. It should be a minimum of
35mm thickness, be in good condition and securely fixed to the upright (goal, behind structures)
Weather conditions
The major and serious risks arising from hazardous weather conditions relate to the prospect of
localised lightning and the combination of wind, rain and cold leading to hypothermic conditions and
conditions of extreme heat.
Where appropriate, the weather situation as it relates to player safety should be considered in a
ongoing manner throughout match day.
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Perimeter fencing
Perimeter fencing should be checked for protruding wire, pipes, bolts and loose and sharp edged
signage. At all times the appropriate safety distance from boundary line to the fence (AFL football =
5m (or League requirements), cricket and soccer = 9m back, and 6m sides) should be considered.
Other hazards
From time to time abnormal situations are created that cause hazardous conditions for players. This
could be man-made (eg. Vandalism by drivers doing wheelies on the ground), structural (eg. Burst
water main) or natural (eg. Flooding, snow etc.) common sense should be used and player safety
considered first and foremost.
When particular hazards cannot be eliminated consideration should be given (as in golf) to creating an
Out of Bounds area where no play is possible.
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ARARAT RURAL CITY COUNCIL CLUB GROUND INSPECTION PROCESS
Ground OK
Council Training Session Checklist to be completed and
signed by nominated club Ground Safety Officer (GSO).
Ground Needs Minor Works
TRAINING SESSION
Complete the Ararat Rural
City Council Training Session
Checklist.
Minor action was required but was within the ability of the
club’s GSO & appropriately rectified. (Eg. debris removed)
Action recorded on Training Session Checklist.
(see additional notes below)
Ground Needs Major Inspection
Action is required but is not within the capability of the club’s
GSO to fix item (Eg. sprinkler head not level with ground
surface)
GSO to highlight hazard & make others aware (eg. cordon off
area or mark with witches hats)
GSO to ensure that training session is modified ( Eg. restrict
training to another part of oval)
Notify Council the following day (see additional notes below).
If
appropriate
or
League/Association
required,
notify
the
relevant
Ground OK
Ground Inspection Form to be signed by relevant person/s
attending the ground inspection.
Copy of forms to be sent to Council by 12 noon on the first work
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Ground Needs Minor Works
MATCH DAY
Complete
League/Association
Day Checklist.
the
Match
Minor action was required but was within the ability of each
club’s GSO & appropriately rectified. (Eg. debris removed)
Action recorded on the Match Day Checklist.
Both GSO’s agree on conditions of ground and sign
Inspection form for play to start.
Copy of forms to be sent to Council by 12 noon on the first
work day following the match (see additional notes below).
(see additional notes below)
Ground Needs Major Inspection
If safety issue is unable to be fixed then the ground is to be
immediately closed
‘Ground Closed’ signs are to be erected at each point of
entry into ground
Players, members and spectators are informed that the
ground is unsuitable for play and is closed.
Notification is immediately sent to Council and the relevant
League/ Association.
Play is unable to take place
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WHAT DO WE DO IF THE CONDITIONS CHANGE DURING A TRAINING SESSION OR MATCH/GAME?
If the conditions change during a training session, match/game, or at another time during the day, common sense should prevail
and the checklist process should be revisited. The full extent of the checklist process may not be required at this stage, however
your decision to continue or postpone play due to possible danger to persons should not be swayed merely because the form was
signed earlier indicating that conditions were safe to play.
In the event that the conditions do change significantly enough for this to be revisited, the situation should either be rectified (eg.
Glass removed) or the competing clubs should meet to decide whether conditions are too dangerous to continue play (eg extreme
storm conditions). Ultimately, the responsibilities for these situations will rest with the clubs. But once again, common sense should
be the overriding factor.
WHAT HAPPENS TO THE CHECKLIST ONCE IT HAS BEEN COMPLETED?
Checklists (both Council’s and the League/Association’s) where the ground has been deemed OK for play should be sent/faxed or
emailed to the Ararat Rural City Council’s Municipal Recreation Officer at the end of each fortnight for pre-season sessions and the
Home and Away season.
If any work has been required to render the ground as suitable for play, then Council’s Municipal Recreation Officer must be
contacted by telephone by 12 noon the following working day for a safety assessment.
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APPENDICE 7
ALEXANDRA OVAL RESERVE SCHEDULE OF RESPONSIBLITIES
The table below specifies the duties roles and functions which the reserve and its buildings managed by.
Acceptance of the schedule is agreed upon signing and submitting the Seasonal or Casual user agreement
with Council
Item
Committee/User
Ararat Rural City Council
Playing Field Maintenance & Reserve
Infrastructure
Line Marking
All line marking on reserve surfaces will be
completed using water based paint. The use
of lime, salt, round up or hot water is
prohibited. (Clubs, groups and or
contractors responsible for using prohibited
substances will be held responsible for
reinstatement costs associated with
damage caused).
All line marking shall be the responsibility of
users.
Boundary markings must be marked away
from the boundary fence and in accordance
with the agreed guidelines of the
association/competition in which the club
competes.
Watering of Grounds
Council
manages
the
irrigation
requirements of the surface and surrounds
All watering needs to be conducted in line
with the relevant water restrictions
Fencing
Council will provide post and rail or
bollards fencing to a minimum standard
suitable to restrict vehicle movement
inside the reserve.
Council will maintain perimeter fencing.
Gates
It is the responsibility of the user to close all
access gates at the completion of the
activity.
Vehicles
Users shall ensure that no vehicles are
driven on the reserve surface or on areas of
the reserve that are not designated for
parking.
Emergency vehicle access to the reserve
surface is permitted on match days
Council will provide areas designated for
emergency vehicle parking
Council will provide areas designated for
disabled vehicle parking
Vehicle access to the reserve surface for the
purposes of installing and removing cricket
wicket covers is permitted. Vehicles must
not remain on oval surface without prior
written approval from Council
Advertising and Signage
Refer to ARCC Alexandra Oval Signage Policy
User responsible for ensuring that signage is
installed and maintained in a safe manner
at all times.
Council will conduct regular assessment of
the reserve. Hazardous signage will be
removed at the expense of the owner.
Council must be notified in writing prior to
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Alexandra Oval Reserve User Guide 2014
the installation of all signage at the reserve.
Seasonally agreed users must provide an
annual list of signage ownership to Council
Rubbish Removal / Garbage Collection
Costs associated with the removal of waste
by users will be included in the annual
Seasonal User fee.
Council will coordinate the removal of
waste at Alexandra Oval Reserve
Users will be encouraged to implement a
recycling strategy which reduces landfill.
Maintenance and Replacement of Synthetic
Cricket Wickets
(None currently exist)
Turf Wickets
Users are responsible for the preparation
and maintenance of turf wickets
Council will prepare the wicket table prior
to the beginning of the season
Playing Surface
Seasonal users are responsible for the
fortnightly monitoring of ground conditions
by completing and returning the agreed
ground checklist.
Council will monitor the condition of the
reserve and may require users to cease
playing or training on the surface should
the standard of the ground deteriorate
significantly.
Users are not permitted to use stakes in the
surface without having first consulted
Council
This restriction may also apply to sections
within a reserve.
Council will endeavour to notify the club
within 24 hours of any such instance or
decision
Users are not permitted to dig foot marks
for Bowling run-up’s in the cricket season
No Objects are to be dragged, dropped,
installed or used in any way on the oval
surface without the written approval of
Council.
Coaches Boxes/Dugouts
Users are required to leave the Coaches
boxes clean and tidy after all uses.
The installation and maintenance of
coach’s boxes is the responsibility of the
Council
The cost of construction and any reinstatement of the area surrounding the
boxes, to the satisfaction of Council, will be
the responsibility of the Council
Goal Posts
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council will be responsible for the
installation and maintenance of goal posts
Scoreboards
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
Council will be responsible for
installation
and
maintenance
the
of
Council will provide scoreboards of an
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Alexandra Oval Reserve User Guide 2014
appropriate standard for the seasonal sport
tenants.
scoreboards
Users must strictly adhere to any policy or
procedure of Council in relation to the
scoreboard.
Lighting
Maintenance of sport field lighting is the
responsibility of the Council
Sportsfield lighting can only be used during
the hours that agreed Seasonal users are
allocated and may only be used for the
purpose of training and competition play.
Sportsfield lighting may not be used for
social functions unless written permission is
obtained from Council prior to the event.
Practice Facilities
Council must approve any proposal for
sports field lighting.
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council must approve any proposal for
practice facilities. Applications must be
made to Council and contain all relevant
information including plans, structural
requirements and relevant permits
(planning and building).
Public Toilets
Prior to and following match day Seasonal
and Casual users should inspect toilets to
ensure that they work and are left in a
useable condition.
Public toilets erected on Council reserves
are maintained by Council.
Cleaning/Public Health
Users must ensure that the facility
(including oval surface, surrounds and
pavilions) are kept in a clean and tidy state
during the users licence period.
New or variations to current design must be
made to Council and must include a
schematic design of the project, positioning
of the facility, construction material to be
used, and details of the engaged contractor.
Such facilities must not be installed without
prior Council approval.
All buildings and facilities must be kept in a
clean and sanitary condition, routine
cleaning (eg. Carpet steam), polishing,
graffiti removal, supply of consumables
(toilet paper, soaps, hand towel, etc).
If cleaning is not undertaken, Council will
perform the cleaning and pass the
associated cost to the committee/user.
Council encourages users to check facilities
such as toilet blocks, ovals and playing areas
before use for syringes.
Council provides sharps containers to all
committee’s/users who require them.
Car Parks, Access Roads and Car Park
Lighting
Car parks and access roads are the
responsibility of Council
Car park lighting is the responsibility of
Council. Car parks will be lit for safety
where possible.
Pavilion Maintenance
Doors
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
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Electrical Wiring
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
Electricity Costs, including security lighting
Electricity costs will be covered in the
seasonal /licence agreement
Council
Emergency lighting
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
External Structural Maintenance
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
Fire extinguisher and fire hose reels
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
Flag Poles
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
Floor surfaces and coverings
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
Gas bottles
Gas bottles are not permitted to be stored
or operated inside the Change or Social
facilities
Council
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Gas costs
Seasonal Agreement
Council
Graffiti
Seasonal and Casual users should remain
diligent in the identification of graffiti and
notify Council immediately when graffiti is
found.
Council
Glass (External Windows)
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
Heating fixtures
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
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Alexandra Oval Reserve User Guide 2014
Interior Maintenance (Structural)
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
Light Globes (internal)
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
Light Globes (external)
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
External locks and keys
Committee/User
to
pay
for
any
replacement keys above the seasonal
allocation
Council will supply all locks and keys
Exhaust, cooling and air conditioning
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
Painting (Internal and External)
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
Plumbing waste pipes and drains to first pit
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Thereafter it is the responsibility of Council
Plumbing and fixtures
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
Roof s and guttering
Council
Security system/alarms
Council will supply security as deemed
necessary to the facilities. Alterations to
any security systems is not permitted and
will result in the cancellation of licence or
Seasonal agreements
Breaches in Security – any breaches to the
security of the pavilion should be reported
to Council within 24 hours
Security screens
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Skylights
Exhaust fans
Council
Council
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Council
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Telephone costs
Licence agreement
Toilets inside the pavilion
Seasonally agreed users must ensure all
facilities are left clean and fit for use by
others during the period of the licence /
Seasonal Agreement
Council is responsible for the maintenance
of toilets in side facilities
Damage caused by neglect or misuse will be
the responsibility of the Seasonal tenant or
tenants
Water rates (including sewerage charges)
Keys/ Cards
Council
All issued keys / cards will be returned to
Council at the completion of the
Licence/Seasonal Agreement
Licenced/ Seasonal Users are entitled to
two keys only.
Security
Council will provide appropriate allocation
to the Seasonal User.
Lost or damaged keys or cards will be
supplied by Council at the customers
expense.
Council will provide the appropriate level
of security.
Any unapproved alterations to Councils
security arrangements will result in the
immediate suspension or cancellation of
the licence/ seasonal agreement
Pavilion Storage
Council will not be held responsible for the
replacement of goods or chattels which are
not stored appropriately
Committee/Users are discouraged from
storing large quantities of consumer goods
within the building (such as alcohol, sweets)
which are likely to attract forced entry to
the building. Committees are encouraged to
develop
appropriate
cash
handling
procedures
Utilities
Where the pavilion is occupied by more
than one user a written agreement stating
conditions of payment between the parties
to share the payment of accounts must be
agreed upon. Council will not take
responsibility for disagreement between
Payment of utilities will be included in the
overall
Licence/
Seasonal/
Casual
agreement
Council
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Alexandra Oval Reserve User Guide 2014
clubs regarding payment of shared bills. All
issues regarding equity of costs must be
taken to the advisory committee
Capital Improvements
Council
Capital improvements will be considered
annually. All capital improvement projects
must be conveyed to Council in writing via
the Advisory Committee
Food Safety
User responsibility to ensure required
permits are obtained and displayed.
Any sporting or community group that is
selling food to the public through a kiosk,
bar, bistro or market stall needs to be
registered with Council’s Environmental
Health Officer. Groups requiring food
registration must submit an approved “Food
Safety Plan”
Insurance
Seasonal Users are responsible for insuring
their
own
goods
and
chattels.
Committee/Users will be responsible for
obtaining their own contents insurance for
any fixtures, fittings or assets not owned by
Council.
Council will provide public liability
insurance for the Advisory Committee and
volunteers working for it to cover negligent
acts, errors or omissions while the
Committee or volunteers are acting
directly and solely within the scope of the
role and duties.
Licenced or agreed users must not do
anything or allow anything to be done on
the property which may cause any
insurance policy to be invalid or avoided or
cause any increase in premiums.
Liquor Licence
Consumption of liquor on Council premises
will not be permitted without the
appropriate licence under the Liquor
Control Act 1987 (Vic).
Animals
Users are responsible for obtaining and
abiding by the appropriate permits.
Failure to comply with legislation may result
in suspension or cancellation of Seasonal
Agreement
Committee/User is responsible for ensuring
compliance
Animals are prohibited in any Council
building
Evacuation Plan
Users are responsible for ensuring that the
Emergency Contact list is located in a
prominent area at all times.
Council will develop and provide
Emergency Evacuation plans for facilities
owned by Council.
The committee is responsible for ensuring
that the Emergency Evacuation Plan is
located at a number of prominent locations
within the facility at all times.
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Alexandra Oval Reserve User Guide 2014
APPENDICE 8
ASSET REGISTER TEMPLATE
Area
Item
Description
Quantity
Replacement
$
(make, model, year construction/date purchased,
purchase price)
Cutlery
Glassware
Microwave
Tablecloths/napkins
Oven
Kitchen
Refrigerator/Freezer
Dishwasher
Toaster/s
Kettle/s
Urns
Crockery
Bain Marie
Television
VCR
DVD
Portable Indoor Heating & Cooling
Electrical
Camera
Computers
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Alexandra Oval Reserve User Guide 2014
Refrigerator
Alcohol (approx average)
Stools / Chairs
Post mix machine
Glasses
Cash Register
Mats
Bar
Gas Bottle Lines
Rug/s
Couch / Sofas
Alarm System
Curtain / Blinds
Tables
Chairs
Memorial Boards
Flags / Banners
(See later section
for Machinery &
Equipment)
Outdoor
Fittings & Furnishings
Trophies
Outdoor Furniture
BBQ
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Alexandra Oval Reserve User Guide 2014
Gas Bottles
Door Heater
Play Equipment
Other
Awnings
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Alexandra Oval Reserve User Guide 2014
NOTES:
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Alexandra Oval Reserve User Guide 2014
APPENDICE 9
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Alexandra Oval Reserve User Guide 2014
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Alexandra Oval Reserve User Guide 2014
Appendice 10
ALEXANDRA OVAL COMMUNITY CHANGE ROOMS EXIT CHECKLIST
USER:
TIME:
SIGNED:
Checklist must be completed prior to leaving facilities
Additional fees may be incurred for failure to complete checks
This checklist has been developed to assist all community users of this facility enjoy an improved experience when
using the rooms. Please ensure that all items are addressed when completing the checks.
1/ Collect and dispose of litter, strapping, waste.
2/ Ensure floors are vacuumed prior to leaving.
3/ Mop out all wet areas.
4/ Wipe down all tables and hard surfaces
5/ Empty all internal rubbish bins
6/ Ensure toilet paper is replaced in cubicles if required
7/ Turn off all lights prior to leaving
8/ Turn off all additional appliances (Heaters, fans, TV’s, etc)
9/ Ensure all windows and doors are closed and locked prior to leaving
10/ Ensure Entrances and ramps are swept and free from obstructions grass or debris when leaving
11/ Return rubbish bins to original location.
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Alexandra Oval Reserve User Guide 2014
APPENDICE 11
ALEXANDRA OVAL COMMUNITY FACILITY EXIT CHECKLIST
USER:
SIGNED HIRER:
TIME:
COUNCIL OFFICER:
Checklist must be completed prior to leaving facilities
Additional fees may be incurred for failure to complete checks
This checklist has been developed to assist all community users of this facility enjoy an improved experience when
using the rooms. Please ensure that all items are addressed when completing the checks.
ACTION
1.
Ensure all rubbish in the immediate building area is picked up and disposed of
2.
Ensure all tables and chairs are neatly stacked or returned to position
3.
Ensure floors are vacuumed prior to leaving.
4.
Mop out toilets and tiled areas.
5.
Wipe down all tables and bar surfaces
6.
Empty all internal rubbish bins
7.
Ensure toilet paper is replaced in cubicles if required
8.
Turn off all lights prior to leaving
9.
Turn off all additional appliances (Heaters, fans, TV’s, Bain Maries etc)
Checked
By hirer
Checked
Council
10. Ensure all windows and doors are closed and locked prior to leaving
11. Ensure Entrances and ramps are swept and free from obstructions when leaving
12. Return rubbish bins to original location.
CHECKLIST MUST BE RETURNED TO COUNCIL WHEN RETURNING KEY
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Alexandra Oval Reserve User Guide 2014
APPENDICE 12
CHANGE ROOMS CLEANING SCHEDULE
ASPECT
Toilets and Bathrooms
REQUIRED OUTCOME
FREQUENCY
Clean and disinfect toilet bowls, basins and floors.
After use
Mirrors, tap fittings, walls and doors free of marks and grime.
After use
Adequate supply of toilet paper, towels and soap
Check after use
First Aid Rooms and
Medical Rooms
Tap fittings, mirrors and basins clear of marks and grime.
After use
Tiled surfaces cleaned and disinfected.
After use
Internal Doors
Free of marks and dust, including vents and handles.
Weekly
External Doors
Free of marks, dust, dirt and cobwebs.
Weekly
Free of paper signs or notices
Weekly
Internal Walls
Free of any marks and spot cleaned.
Weekly
External Walls
Free of dirt and grime. Players must not use external wall to clean
their boots by banging their boots against them..
Weekly
External Signage
Free of dust or cobwebs.
Weekly
Wall Hangings
Dust free.
Weekly
Internal Windows
Free of marks, dust, cobwebs, notices and posters.
Weekly
External Windows
Free of marks, dust and cobwebs.
Monthly
Blinds, Light Fittings and
Fans
Dust free.
Monthly
Light Switches
Free of marks and dust.
Weekly
Kitchen Areas
Sinks and taps wiped clean and free of watermarks.
After use
Bins – Empty and wiped externally
After use
Oven, benches and cupboard doors cleaned and free of dust.
After use
Office Areas
Dust free.
Weekly
Carpets
Vacuumed and spot cleaned with carpet cleaner.
After use/ Ongoing
Steam Clean.
End of allocation
Free of water, dirt, marks, dust or litter
After use
Disinfect
End of allocation
Stairwells
Clear of rubbish, boxes, bags, dirt and dust.
Weekly
Ceiling Vents
Free of cobwebs and dust
Monthly
Skirting Boards
Free of scuffmarks and dust.
Monthly
Tables and Chairs
Free of marks, dirt, food, dust.
Monthly
Entrance Doors
Clear of any debris, rubbish or leaves.
Weekly
Cigarette butts removed from butt bins and wiped clean.
Weekly
Tiles
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