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Community Hall Hire Policy

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					Community Hall Hire

                       Policy




Adopted by Council   28 October 2008
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                                                CONTENTS

1     PURPOSE ........................................................................................................1

2     SCOPE .............................................................................................................1

3     DEFINITIONS ...................................................................................................1

4     LEGISLATIVE & CORPORATE REQUIREMENTS..........................................1

5     POLICY STATEMENT ......................................................................................2

6     APPLICATION OF POLICY..............................................................................3

7     REVIEW............................................................................................................4

8     ACCESS TO THE POLICY...............................................................................5

9     FURTHER INFORMATION...............................................................................5

10    ANNEXURE A...................................................................................................6




Community Hall Hire Policy                                                                                  October 2008
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1         PURPOSE

1.1       The Community Hall Hire Policy (the Policy) provides a framework for the
          management of Council’s Community Hall and Town Hall Hire Program.


1.2       The Policy aims to ensure that a range of user groups have fair and
          equitable access to Council’s community facilities.


2         SCOPE

2.1       The Policy applies to the hire by groups and individuals of the:
                             Prospect Town Hall, 126 Prospect Road, Prospect
                             Prospect Community Hall, rear 128 Prospect Road, Prospect
                             The Cottage, 1 Thomas Street, Nailsworth
                             Nailsworth Community Hall, 31 D’Erlanger Avenue, Nailsworth
                             The Studio, Prospect Gallery, 1 Thomas Street, Nailsworth


3         DEFINITIONS

3.1       Community Hall is any one of the community facilities managed and
          maintained by Council as detailed in the Scope of the Policy.


3.2       Hirer is any group or individual entering into an agreement for use of a
          community hall.


3.3       Locally based pertains to organisations that conduct the majority of their
          activities within the Council area and/or for the primary benefit of the
          community of the City of Prospect.


4         LEGISLATIVE & CORPORATE REQUIREMENTS

4.1       The policy is to be read and implemented in conjunction with Council’s other
          relevant policies, strategies and documents, including:




Community Hall Hire Policy                                                      October 2008
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                 •   Terms and Conditions of Hire
                 •   Community Engagement Policy
                 •   Fees and Charges Register
                 •   Strategic Plan 2008-2011
                 •   Environmental Action Plan


5        POLICY STATEMENT

Council is committed to maintaining a range of community halls for the benefit of the
local community to be made available for hire by groups and individuals for the
purpose of holding their meetings, activities and events.



5.1      PRINCIPLES OF POLICY

Council’s community halls are not to be used for the purpose of holding any activities
that may be deemed discriminatory or hate inciting.


Priority for use of Council’s community halls will be given to locally based groups and
not-for-profit organisations.


Council recognises the need to provide venues that are equipped for a range of
different uses and cater to the needs of a range of different users.


Council will ensure fair and equitable access for all user groups to its community
halls.




Community Hall and Room Hire Policy                                         October 2008
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6         APPLICATION OF POLICY

6.1.     The CEO or nominee is delegated with the authority to deal with and make
         decisions pertaining to special requests and those uses which are not
         explicitly covered in the Policy.


6.2.     Use of the community halls requires agreement by the hirer to comply with
         the Terms and Conditions of Hire, payment by the hirer of the required fees
         and the approval of Council Administration.


6.3.     The Cottage, Studio, Prospect and Nailsworth Community Halls are not
         available for hire to individuals or businesses for the purpose of holding
         private functions or for the conduct of commercial, profit making or business
         activities.


6.4.     The Cottage, Prospect and Nailsworth Community Halls, are to be used
         primarily for the provision of Council programs and services and by
         community groups for the purpose of holding their meetings and activities.


6.5.     The Studio is to be used primarily for the provision of Council programs and
         services and by community groups for the purpose of conducting community-
         based arts activities.


6.6.     The Town Hall is primarily available for hire to groups and individuals for the
         purpose of holding large functions and special events.


6.7.     Use of the Town Hall for the purpose of holding ‘buck’s nights’, ‘hen’s shows’,
         18th or 21st Birthdays, Christmas, Easter and New Year’s Eve celebrations is
         not permitted unless approved by the CEO or nominee.




Community Hall Hire Policy                                                     October 2008
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6.8.     Use of the Town Hall for the purpose of conducting commercial or business
         activities will be limited and require the pre-approval of Council
         Administration.


6.9.     Fees will be charged on a scale as detailed in Annexure A and listed in the
         Fees and Charges Register.


6.10.    Application of the discount rate will be at the discretion of Council
         Administration upon application in writing by the organisation and take into
         account the type and purpose of the event and the benefit it may have to the
         community.


6.11.    Where an organisation’s activity or program is able to contribute directly to
         the achievement of one or more of Council’s Key Strategies, Council
         Administration may negotiate an agreement with them to either waive or
         apply the discount fee.


6.12.    Elected Members and Council Staff are eligible for the discount rate for hire
         of Council’s community halls where they have direct involvement with the
         activity for which the venue is hired.


6.13.    Activities undertaken in the community halls should be undertaken in a
         manner that considers environmental sustainability.


7        REVIEW

7.1      The Policy will be reviewed in line with Council’s Policy Framework or earlier
         in the event of major changes to legislation or related policies/procedures or
         if deemed necessary by the Chief Executive Officer or nominee.




Community Hall and Room Hire Policy                                              October 2008
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8         ACCESS TO THE POLICY

8.1       The Policy is available for public inspection on Council’s website
          www.prospect.sa.gov.au and from Customer Service at the Civic Centre, 128
          Prospect Road, Prospect SA 5082.


8.2       The Policy is available for staff inspection on Council’s intranet site.



9         FURTHER INFORMATION

For further information about the Community Hall Hire Policy please contact:


Director, Community Wellbeing
City of Prospect
128 Prospect Road
Prospect SA 5082




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10         ANNEXURE A


10.1       SCALE OF FEES AND CHARGES

(Actual amounts are recorded and reviewed annually in the Fees and Charges Register)

Nailsworth and Prospect Community Hall
Type of Organisation                                   Per session           Per day
                                                       (up to 4 hours)       (over 4 hours)
Local, not-for profit
Non local, not-for-profit
Local, commercial                                      n/a                   n/a
Non local, commercial                                  n/a                   n/a
Individual                                             n/a                   n/a
Discounted rate
Key deposit and Hall Bond

The Cottage and Studio
Type of Organisation                                   Per session           Per day
                                                       (up to 4 hours)       (over 4 hours)
Local, not-for profit
Non local, not-for-profit
Local, commercial                                      n/a                   n/a
Non local, commercial                                  n/a                   n/a
Individual                                             n/a                   n/a
Discounted rate
Key deposit and Hall Bond

Town Hall
Type of Organisation                        Whole       Whole            Irish Harp     Irish Harp
                                            Complex     Complex          Room           Room
                                            Per hour    Per hour         Per hour       Per hour
                                            Sun-Thu     Fri and Sat      Sun-Thu        Fri-Sat
Local, not-for profit
Non local, not-for-profit
Local commercial
Non local, commercial
Individual/Private Function
Deposit (to secure booking)
Administration Fee (for all bookings)
Opening Fee
(subject to Terms and Conditions of Hire)
Hall Bond                                     No-alcohol service           Alcohol service
(subject to Terms and Conditions of Hire)




Community Hall and Room Hire Policy                                                   October 2008

				
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