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					Maidstone Community Centre
21 Yardley Street Maidstone 3012 Tel: 9317 0747 Fax: 9317 5915

Casual Room Hire - Conditions of Use 2009
Condition of Use
1. Application Form 1.1. 1.2. This is an invitation to apply for casual room use. An application must be completed and signed by the hirer. The Hirer, having signed the form, undertakes to comply with the Conditions of Use. Completion of the application does not necessarily mean approval will be given. Approval will be given in writing or upon receipt of monies.

1.3. 1.4.

2. Bookings 2.1. All requests for bookings for room hire must be made in writing using the attached application form. The facility is available for hire during the following times: Monday – Saturday Sunday 2.2. 9am - 11pm 9am - 5pm

All requests for bookings for facility hire must be made in writing using the attached application form - Maidstone Community Centre Casual Room Hire. Payment of the room hire must be paid three days prior to the booking. If payment is not received within three days of the booking, the booking will be cancelled. A minimum of 5 days notice of cancellation is required in writing or hire fees will be retained.

2.3.

2.4.

3. Noise Level / Finishing Time 3.1. Noise must be kept to a reasonable level, taking into consideration the neighborhood the Centre is located in. The hire party will lower the music or discontinue the music if required, e.g. By Police or local residents. All hires must be cleaned up and out of the facility by 11.00pm Monday – Saturday or 5.00pm - Sunday. This is not negotiable. Both the applicant and nominated other responsible person will remain on the site throughout the function and be responsible for function behavior.

3.2.

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4. Security Bond 4.1. A security bond of $300 is required for Room hire occurring out of normal business hours. (9.00am – 5.00pm Monday – Friday). This bond will be paid in addition to the hire fee, as a guarantee of fulfillment of the conditions of hire, and as security against any damage to the building or any fittings and furniture contained within the building. Cash only will be accepted for bond payment. Money will be deducted from the bond if all rubbish is not removed; additional cleaning is required; there is damage to the Centre, the premises is not vacated by the agreed time and/or extraordinary costs (i.e. Security costs) are incurred of at least $66.00. The hirer shall be liable to pay any further amount in excess of the bond to meet the full cost of any damages, cleaning or extraordinary costs. The Security Bond must be paid in Cash. No personal cheques will be accepted. Providing all “Conditions of Hire” are met the bond will be returned, during office hours, within one (1) week of the function. The key bond will be refunded on return of key.

4.2.

4.3. 4.4.

5. Public Liability 5.1. Without a Certificate of Currency, a hirer is not permitted in the facility. Current Public Liability Insurance is a mandatory condition of hire. The User/Hirer/Lessee must take out a Public Liability Policy for a minimum of $10million. The Certificate of Currency should be provided to the Centre with the application form for hire prior to a hiring agreement being formalised. If a group does not have Public liability Insurance, an additional charge of $25 per visit will be levied to cover the cost of this insurance. Councils Public Liability Insurance can only be used by each group 52 times per year. If hirers are hiring more than 52 times per year, they will require their own public liability.

5.2.

5.3.

6. Cleaning and Set Up 6.1. The hirers are responsible for their own room set up and pack up. The hire space must be returned to it’s original conditional prior to departure. The hirer is responsible to leave the room/s clean and tidy. This involves: 6.3. All rubbish to be taken with you at the end of your hire All surfaces including tables, chairs, stove and sinks to be wiped clean All floors to be swept clean, mopped and vacuumed if dirty All chairs are to be stacked in the storage area or respective rooms after wiping All brooms and cleaning equipment/materials to be returned to storeroom or respective area All decorations are to be removed, including sticky tape and pieces of string (Blue-Tac is recommended)

6.2.

No drawing pins or other material which will puncture walls, floor or other surfaces are to be used.

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7. Operation Procedure 7.1. Centre management is not liable for damage or loss of equipment or goods belonging to users whilst in storage at the Centre. All hirers are to respect the rights of others including equipment and belongings. Hirers are required to set-up and stack away furniture as required All breakages and damage must be reported promptly to Centre staff so that repairs and/or replacements can be affected. Compensation for damage will be required. Shared kitchen access is included in rental. Hirers are to provide their own refreshments, crockery, cutlery etc. where required. Children must be supervised by a responsible adult at all times whilst in facility. The Hirer is responsible for removing all spillages that occur during the hire period. Maribyrnong City Council Facilities are non-smoking environments. Smokers should ensure they are 5 metres away from entrances and windows in accordance with Council’s Non-Smoking Policy. Any group planning to sell alcohol must apply to the Liquor Licensing commission for the appropriate Liquor License. Declared community or charity organizations wishing to conduct minor gaming activities on the premises must apply to the Victorian Gaming Commission for the appropriate permit. All emergency exit doorways and passageways should be left clear at ALL times in compliance with emergency evacuation procedures. No drugs or illegal substances are allowed on the premises. Any group planning to sell food to either their members or the general public must apply to Maribyrnong Council’s Environmental Health Services Unit for the appropriate permit.

7.2. 7.3. 7.4.

7.5.

7.6. 7.7. 7.8.

7.9.

7.10.

7.11.

7.12. 7.13.

8. Closing up Procedure

8.1.

Keys issued must not under any circumstances be duplicated or reissued to any other person or group. Key holders should not be in the building outside allocated hours. Breaches of these conditions will terminate the right to use the venue on future occasions. Hirers requiring access after hours are required to nominate a Primary Key Holder who will be responsible for the opening and closing of the Facility. The Key holder will be requested to sign a requested to sign a register book and will be issued with Key holder opening and closing Procedures and an alarm code. The primary key holder is responsible for correctly setting the alarm.

8.2.

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MAIDSTONE COMMUNITY CENTRE FEES AND CHARGES
Regular Users Weekdays & Weekends Main Hall (per hour) Green Room (per hour) Cottage Room (per hour) Hall Meeting Room (per hour) IT Lab (per hour) Kitchen (per hour) Patio Bonds Bonds (Hall hire) Bonds (Key hire) Barbeque Rental Rental Bond – refundable if cleaned by user Insurance Liability Insurance per event Hourly Rate $22.95 $13.18 $13.18 $13.18 $13.64 $6.82 $6.36 $300.00 $50.00 $9.09 $5.00 $0.91 GST $2.30 $1.32 $1.32 $1.32 $1.36 $0.68 $0.64 Total $25.25 $14.50 $14.50 $14.50 $15.00 $7.50 $7.00 $300.00 $50.00 $10.00 $5.00 $25.00

NOTE: Management reserves the right to review fees for room hire to have discretionary powers over access and to set any special conditions it sees appropriate provided they fit within the aims and objectives of Maribyrnong City Council Community Facilities.

Regular User Hire Agreement I ______________________________________, __________________________________________ (Name of hirer) (Name of organisation/group)

of ______________________________________________________________ Post Code: ________ (Address) have received and read a copy of this agreement, and agree to comply with all the requirements in this document. Signature of Applicant: ______________________________________ Date: ____ / ____ / ____

Staff Signature: ____________________________________________

Date: ____ / ____ / ____

The following section needs to be completed by current key holder. Key Security Arrangement (Please complete the following) Key holder Name: __________________________________________________________________ Key holder contact details: ___________________________________________________________ Access code: ______________________________________________________________________ Key Number/s: _____________________________________________________________________ Key Holder Signature: _____________________________________ Date: ____ / ____ / ____

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Maidstone Community Centre
21 Yardley Street Maidstone 3012 Tel: 9317 0747 Fax: 9317 5915

Application Form-Casual Room Hire 2009
Name of Organisation: ________________________ Name of primary contact: _____________________ Address: ___________________________________________________________ Post Code: ________ Tel. No: (BH)____________ (AH)____________ Mob:____________ Email:________________________ Reason for hire: __________________________________________________ Number attending: _____

□ Green Room (40) □ Cottage Room (40) □ Hall Meeting (30) □ Main Hall (150) □ IT Lab (10) □ Kitchen (10) □ Patio (30)

Time(s) & Day required: Day: _______________ From: ____:____ To: ____:____ Time(s) & Day required: Day: _______________ From: ____:____ To: ____:____ Time(s) & Day required: Day: _______________ From: ____:____ To: ____:____ Time(s) & Day required: Day: _______________ From: ____:____ To: ____:____ Time(s) & Day required: Day: _______________ From: ____:____ To: ____:____ Time(s) & Day required: Day: _______________ From: ____:____ To: ____:____ Time(s) & Day required: Day: _______________ From: ____:____ To: ____:____

HIRE CHARGE: Hourly Rate $ ________ x _____ Hours = $ _________ Liability Insurance (if applicable) Receipt No: ______________ Date Paid: _____/_____/_____ TOTAL COST PER HIRE (including GST) Receipt No: ______________ Date Paid: _____/_____/_____ Bond (if applicable) Bond Key holder

$ 25.00 $______

$ 300.00 $ 50.00

The Hirer shall indemnify and keep indemnified Maribyrnong 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 it by any of them arising out of, or in any way related to, the granting of this agreement and/or the use of the premises. The Hirer’s liability to indemnify Maribyrnong City Council will be reduced proportionally to the extent that any act or omission of Maribyrnong City Council, its servants or agents, contributed to the loss of liability. Privacy Statement: The personal information collected by Council is used for municipal purposes as specified in the Local Government Act 1989. The personal information requested on this form is being collected by Council for reference and identification, mailing purposes, or related purposes. Council may disclose this information to other organisation if required by legislation. The Hirer understands that the personal information provided is for the above purpose that he/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 Privacy Officer.
Signature of applicant: MDCC Staff Member: ____________________________________________ ____________________________________________ Date _______/_______/_______ Date _______/_______/_______

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Maidstone Community Centre
21 Yardley Street Maidstone Vic 3012 Tel: 9317 0747 Fax: 9317 5915 E-Mail: maidcomm@ maribyrnong.vic.gov.au

Notice of Booking Cancellation
Name of Group: _________________________________________________________

Room/s to be cancelled (Please tick)

□ □

Green Room Cottage Room

□ □

Hall Meeting Room Kitchen

□ □

Main Hall Patio

□

IT Lab

Date of Cancellation:

_________________________________________________

Time of Cancellation:

_________________________________________________

Reason for Cancellation: _________________________________________________ ________________________________________________________________________ ________________________________________________________________________

To ensure your group is not charged for your reserved booking, this form needs to be received by Maidstone Community Centre 5 days prior to the reserved booking time. Thank you for your cooperation. Cancellation notice can be forwarded by mail, fax, E-mail and in person.

Signature of Nominated Group Member: ___________________ Date: ____/____/____
OFFICE USE ONLY MDCC STAFF

Signature: ____________________________________ Date received: ____/____/____

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