Maleny Community Centre: User Manual Bicentenary Meeting Room

Maleny Community Centre: User Manual Bicentenary Meeting Room
Maleny Community Centre:
User Manual
Bicentenary Meeting Room
April 2014
Table of Contents
Welcome ............................................................................................................................... 3
Key Contact & Emergency Numbers ..................................................................................... 4
Opening & Operating Procedures ......................................................................................... 5
Closing Procedures ............................................................................................................... 6
Room Specifications, Equipment & Technical Manuals ......................................................... 7
Health & Safety Matters ........................................................................................................ 8
Emergency Procedures......................................................................................................... 9
Conditions of Hire Agreement ............................................................................................. 11
Maleny Community Centre Venues & Equipment................................................................ 11
We Value Your Feedback ................................................................................................... 12
Liquor Licence..................................................................................................................... 13
Page | 2
Welcome
The Maleny Community Centre (MCC) has community facilities and event equipment
available to hire for external groups, clubs and individuals in the Maleny and
Hinterland area.
The Kiosk
The Verandah Room
Bicentenary Conference Room
The Main Hall
Bicentenary Meeting Room
The Kitchen
This User Manual has been provided to you as the hirer at the time of booking and
contains the information that you will require to competently, safely and confidently
utilise the Bicentenary Meeting Room and equipment. It also provides you with
important information for contact details during events and after hours as well as
promoting smooth operations and increased health and safety precautions.
Hirers are responsible for any damage within the hired facility space. Failure to
comply with the procedures can incur an additional fee and/or future hire refused, so
please ensure you have read and understood what is required of you as the hirer.
Fees
•
•
•
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The hire fees will be set by the MCC Management Committee and periodically
reviewed.
Community based, not-for-profit hirers will be given a twenty percent discount
off the commercial rate. The hirer will be charged normal rates until proof of
not-for-profit incorporation is received.
Regular use hirers providing community benefit will be given the twenty
percent discounted rate, at MCC’s discretion. (‘Regular’ use is hirers who
have used the venue regularly for a period of twelve months or more).
Any other variation to the stated hire fee being reduced or waived needs to be
submitted in writing to the MCC executive and management committee.
Bookings
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•
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Booking preference will be given to local community groups and not-for-profit
hirers
MCC reserves the right to refuse a booking if the purpose of use appears
inappropriate or to be in conflict with the stated mission statement of MCC or
if the hirer has abused the facility by leaving it damaged or repeatedly unclean
MCC reserves the right to impose a bond of $100.00 before occupancy for a
commercial or casual hirer, with refund subject to inspection of the facility
after hire is completed.
Commercial and/or casual hirers (except kiosk hirers) are required to pay a
booking fee of 25% of the hire fee within 14 days of making the booking. This
booking fee confirms the booking and is non-refundable unless cancellation is
made at least 8 weeks prior to the date booked.
Page | 3
•
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In a case where the conditions of hire have not been met, MCC reserves the
right to impose an additional amount to the hire fee to cover costs e.g.
cleaning, key replacement etc
Regular hirers will be requested at the time of annual booking to supply a
$100.00 bond deposit to cover any losses, breakages, damage or exceptional
cleaning required. If the deposit is drawn below $20, MCC will request the
hirer reinstate the balance again. MCC will not deduct funds from this deposit
without prior discussion with the hirer
Key Contact & Emergency Numbers
Maleny Community Centre
P.O. Box 596
23 Maple St
Maleny, Qld 4552
Phone:
Email
07 5429 6043
[email protected]
Office Hours: Monday to Friday 9.30 am to 1.30 pm
Emergency Contact Person
Name: Ann Koenig
Title: MCC Secretary
Telephone Number: 07 5494 3271
Mobile Number: 0407 138 182
Page | 4
Opening & Operating Procedures
Collection of Keys:
Keys for the Bicentenary Meeting Room can be collected between 9.30am – 4pm at
Maleny Visitors Information Centre - Shop 2, Maleny Community Centre, 23 Maple
Street, Maleny - contact telephone (07) 5499 9033.
When opening and operating the MCC Bicentenary Meeting Room, the hirer must
ensure:
•
the entry door is kept clear of obstruction
•
air-conditioning and heater appliances are used in a safe manner
•
only blue tack is used when putting up posters to avoid marking the wall
surfaces.
•
children under the age of eighteen are supervised at all times
•
a person has been appointed to act as Fire Warden who will be familiar
with safety and emergency procedures. The fire warden or organizer must
ensure that easy access to all exits is maintained while using the facility
and not obstructed by any equipment, furniture or people.
For regular hirers:
•
minimal storage space in the MCC Meeting Room may be allocated for
regular hirers at the discretion of MCC and within WH&S regulations. A
storage fee may be charged at MCC’s discretion.
Page | 5
Closing Procedures
Procedures
Prior to leaving the Bicentenary Meeting Room, the hirer must ensure that:
•
the floor has been swept and thoroughly cleaned, with chairs stacked and
tables in their original position
•
all props, decorations and hirer equipment must be removed. Materials,
equipment etc. left in the MCC facility after the hirer leaves will become the
property of MCC and be disposed of, unless claimed within 14 days
•
all doors and windows must be securely locked
•
air-conditioning, heaters and lights must be switched off.
•
all food has been cleared from the kitchen sink & benches, microwave and
fridge and all rubbish removed – two bins are positioned outside in the
lean-to – one green for regular rubbish, one yellow for recycling
Key return:
The hirer must return the keys for the MCC facility to Maleny Visitors Information
Centre - Shop 2, Maleny Community Centre, 23 Maple Street, Maleny the morning
after hire, or the same day if hire finishes before 4pm. They may also be left in the
Drop Off Box at the Box Office, but it is preferable that the keys are returned to the
Information Centre, so hirer can sign form. Failure to do so may result in the cost of
replacement being charged to the hirer.
Page | 6
Room Specifications, Equipment & Technical
Technical Manuals
Equipment or technical manuals for the Bicentenary Meeting Room:
•
•
Microwave – LG Intellowave Even Heat System Model No. MS 2642DP
Air conditioner – remote for air conditioner is located on the wall next to the
entry door.
Power Point
Light Switches - one for light inside and the other for light outside the door.
Air Conditioner Remote
Kitchenette area including Sink, Bar
Fridge, Kettle, Hot Water System &
Microwave
Entry
Air Conditioner
Floor Space: 5.9 x 4.7 m
2 Tables
15 chairs
15 mugs
Toilet is located next door – key is stored on the wall near the entry door.
Page | 7
Health & Safety Matters
In adherence to Health and Safety Regulations, the hirer must ensure that:
•
They have obtained their own public liability insurance and have provided a
photocopy of the Certificate of Insurance with their booking form. MCC
recommends a minimum limit of A$5,000,000. Hirers are financially
responsible for any injury to persons and damage, theft or loss of property
(either personal or MCC owned) resulting while using MCC facilities
•
The MCC’s public liability insurance policy covers its legal liability as property
manager for bodily injury to third parties arising out of the MCC’s negligence.
The MCC’s public liability policy does not extend to insure the negligence of
groups or users who hire the premise on a casual or regular basis
•
They have relevant Permits required (e.g. Food Safety) where applicable
•
They have insured their own equipment and all electrical equipment has been
tested and tagged by a licensed qualified electrician. MCC cannot assume
responsibility for private property used on MCC premises. Private property
can only be used at the owner’s risk
•
No alcohol is brought into the MCC Meeting room by hirers or their patrons
and no smoking is allowed on MCC premises
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No areas outside the property boundary of the Bicentenary Meeting Room are
used.
•
They are responsible for providing their own first aid kit.
Page | 8
Emergency Procedures
Fire Safety and Equipment
There is a fire extinguisher located in the kitchenette.
Fire Extinguishers
There are fire extinguishers located throughout the Hall.
Each group that hires the centre facilities will appoint a person to act as Fire Warden who
will be familiar with safety and emergency procedures.
The fire warden or organizer must ensure that easy access to all exits is maintained while
using the facilities, with adequate aisle space and not obstructed by any equipment, furniture
or people.
The fire warden, MC or organizer must point out fire exits to the gathering before the
commencement of group activities in the centre facilities.
In the case of a fire the fire warden is to:
1. call 000 immediately and direct all to leave the building safely and calmly, including
from the toilet and storage room areas
2. priority must be the evacuation of all persons – If firefighting equipment is safely
accessible, attempts to contain the fire may be made, but at your own risk.
3. report to the MCC Secretary, Ann Koenig on 07 5429 6043 or 0407 138 182 within
48 hours. In an emergency contact the secretary immediately.
Other Incidents
In case of incidents such as major burns/scalds, injuries or accidents:
1. call 000 immediately for urgent assistance
2. or call the:
a. After Hours Doctor Service on 13 74 25
b. Maleny Hospital on 5420 5000
c. Ambulance on 5441 1333
3. report to the MCC Secretary, Ann Koenig on 07 5429 6043 or 0407 138 182 within
48 hours
All safety incidents or accidents are to be reported to the Maleny Community Centre.
Please complete a Incident Report Form and return to the office within 48 hours. A
form is attached to this manual.
Page | 9
Maleny Community Centre Inc.
Incident Report Form
Details of Person Involved in the Incident
Full Name:
Address:
Contact Number:
Email:
Date of Birth:
Male/Female
Incident Details
Incident Reported to:
Date of Incident:
Date Incident Reported:
Witness (s) to Incident:
Time:
Time Incident Reported:
Location and area where Incident Occurred:
Description of Incident by Person involved:
Signature of Person Involved:
Date:
Details of Injury:
Part of Body Affected e.g. arm, leg, back, eye
Nature of Injury e.g. laceration, strain, burn
Details of Treatment Administered: e.g. dressing, ice pack
Enter “None, Report Only” if the person is reporting an injury but no
treatment is given
What Happened Next:
(a) Resumed duties
(b) Was taken to Doctor
(c) Ambulance Called
(d) Was taken to Hospital
(e) Was taken Home
(f) Other ( Please state)
Signature of Person to whom the Incident was reported:
Date:
Page | 10
Conditions of Hire Agreement
Maleny Community Centre Venues & Equipment
This form is to be returned to the MCC Office with the deposit to
confirm booking:
I ..........LLLLLLLL....... (Name in print) have read, understood and agree to
comply with the Maleny Community Centre Conditions of Hire.
Name of Function LLLLLLLLLLLLLLLLLLLLL.
Date of Function: ..........LLL
Signed: ..........LLLLLLLL.....L.....................
Dated: ..........LLLLLLLL.....L.....................
Please tick appropriate box
Cash/cheque to MVIC
Method of Payment:
or
Mail
or
Direct Deposit
Payments can be made by:*
* Cheque to PO Box 596, Maleny 4552
* Cash or cheque left at the MVIC
* Direct Deposit to Maleny Community Centre
MCU
BSB – 704-606
Account Number
200060897
Please use your surname as reference.
Thank you for your interest and booking with Maleny Community Centre Inc.
We wish you all the best in the preparations for your function or event.
Please return to [email protected] or to PO Box 596, Maleny QLD 4552.
Page | 11
We Value Your Feedback
Feedback
Please take a moment to let us know if you have any recommendations or
suggestions for further information that you would like to see included in this
document.
We want this document to be a useful resource for you as a user so your feedback is
valuable to us. Please return your completed feedback form:
•
•
•
with your keys to Maleny Visitors Information Centre - Shop 2, Maleny
Community Centre, 23 Maple Street, Maleny or in the Drop Off Box at the
Box Office
via post to MCC Secretary at PO Box 596. Maleny Q 4552
via email to the MCC Secretary at [email protected]
Thank you for your time,
Maleny Community Centre Inc.
Feedback Form
Name:
Contact Number:
Email:
Facilities Hired:
What I liked:
What I didn’t like:
Changes I would
suggest:
Page | 12
Liquor Licence
This will be a licensed event, and I am seeking the MCC’s permission to apply for a
liquor licence from the Office of Liquor, Gaming and Racing.
Once approval has been granted, I will give a copy of it to the Secretary MCC.
Date of Function
Type of Function
Venue
Hirer’s Name and Address
Hirer’s Contact Phone Number
Hirer’s Email Address
I have also read, understood and agree to abide by the Responsible Serving of
Alcohol requirements, which have been supplied to me, at this function at the
Maleny Community Centre:
Name of Signatory
Signed ..........LLLLLLLL.....L.....................
Dated: ..........LLLLLLLL.....L.....................
Page | 13
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