Updated September 2022 Rev B

The Community Facilities Hire, Licences and Leases Policy will be implemented in

the Leisure and Community Facilities Department using the following guidelines to

ensure the aims of the policy are met.

Community Facilities covered under these Operational Guidelines include:

a. Community Halls

b. Guide Halls

c. Scout Halls

d. Senior Citizens Centres

e. Sports Pavilion Community Rooms designed for community use during

business hours

f. Other facilities as determined suitable to be covered by this policy.

Council’s Community Facilities will be allocated as follows:

a. Community groups or individuals that are seeking a once off booking for a

function, event or celebration, or bookings from Regular Hire groups

outside of their allocated times including on weekends will be considered

for a Function Hire Agreement.

b. Community groups or individuals that are seeking 10 or less bookings per

year to undertake community activities that are not classified as a function

(refer to 2.10(d)), will be considered for a Casual Hire Agreement.

c. Community groups or hirers that are seeking more than 10 bookings per

year to undertake community activities that are not classified as a function

(refer to 2.10(d)), will be considered for a Regular Hire Agreement.

d. Community Groups that are sole users or with priority access to a

community facility for historical reasons will be considered for a Licence

Agreement with a maximum period of 3 years.

e. Community Groups that have previously been on a lease and / or are a

sole tenant of a facility with exclusive access will be considered for d a

Lease Agreement for a maximum period of 5 years.

All applications for hire must be made on the relevant application form and

are subject to meeting the Allocation Criteria and facility availability.

Updated September 2022 Rev B

Providing community facilities for regular hire is a priority for Council

as it supports community groups in meeting the ongoing needs of the

Brimbank community. The Regular Hire application period is open

September / October annually and requests must be received prior to the

closing date in order to inform the following years bookings. Once approved,

requests for additional regular days / times will only be considered by

exception as remaining availability is typically reserved for Casual and

Function Bookings.

Function or Casual Hire bookings will not be accepted for the following year

until the Regular Hire schedule is established.

Regular Hire applications will not be considered from new organisations

unless they are an existing Casual Hirer who have had a booking at a

Brimbank City Council Community Facility within the last 12 months. Special

consideration may be given under exceptional circumstances (refer to 2.8).

Following the closure of the application period for Regular Hire, Councils

Community Facilities Unit will assess Regular Hire applications using the

following Allocation Criteria to determine the allocation of Community

Facilities:

a. History of tenancy

b. Capacity of the facility

c. Compatibility/variety of Regular Hirers using the facility

d. All information and supporting documents submitted

e. Ability to provide community activities that benefit and engage with the

community

f. Applicants alignment with Councils Vision, Mission and Values.

Regular Hire enquiries received outside of the Regular Hire application period

will be deferred to the Casual Hire process and if successful, offered the

opportunity to apply for Regular Hire the following calendar year when

applications open. Special consideration may be given under exceptional

circumstances (refer to 2.8).

The assessment criteria at a minimum for the suitability of Casual and

Function Hire requests is as follows:

a. Availability of the desired facility for hire

b. Suitability of the facility for intended hire

c. Fit with Council’s Vision, Mission and values and in line with the

Community and Council Plans.

Casual Hire booking enquiries for one-off events and / or activities that are

considered a function, will not be approved.

Expressions of Interest (EOI) for Regular Hire can be submitted to

Community Facilities at any time. This option is for organisations that:

Updated September 2022 Rev B

a. Need to be considered for Regular Hire and do not have history of

tenancy at a Brimbank facility and / or a requirement to have a

Casual Hire booking before the end of the calendar year in order to

develop a tenancy record.

b. Are requesting special consideration for Regular Hire outside of the

standard process due to exceptional circumstances.

This EOI process requests the following information:

a. Organisation details

b. Performance against the Allocation Criteria (refer to 2.5)

c. Explanation why a Regular Hire booking request should be considered

outside of the standard process.

Facilities are categorised as follows:

a. Up to 100 person capacity

b. Over 100 person capacity

Albanvale Meeting Room * (25)

Balmoral Sports Pavilion* (60)

Biggs Street Meeting Room *

(40) Castley Sports Pavilion* (60)

Dempster Park Hall* (80)

Grantham Green Hall (60)

Glengala Hall – PAG room* (30)

Green Gully Sports Pavilion*

(60) Kealba Hall* (80)

Keilor Downs Hall – Meeting

Room 1 & 2* (30)

Keilor Meeting Rooms* (30)

Keilor Park Hall (35)

Old Shire Hall (80)

Overnewton Gatehouse Hall

(60) Sunshine Meeting Place* (60)

Taylors Lakes Hall (40)

Deer Park Hall *

(120) Glengala Hall (200)

Keilor Downs Hall*

(120) Sassella Park Hall

(120)

The fees and charges for Regular, Casual and Function Hire are set through

Councils Annual Budget process under the following categories:

a.

Must be a registered Incorporated Association, or other registered legal

non-profit status that is agreed in writing by Council, who are able to

demonstrate that at least 50% of members are over the age of 55 and are

Brimbank residents.

Updated September 2022 Rev B

b.

Must be a registered Incorporated Association, or other registered

legal non-profit status that is agreed in writing by Council, who are

able to demonstrate the group is voluntary and receive minimal or no

funding to run group activities or programs with at least 50% of its

members being Brimbank residents.

c.

For profit organisations and those not eligible for Levels 1, 2 & 4.

d.

Private or community group functions, including but not limited to, social

nights, dinner dances, birthday parties, engagements, performances,

meetings, festive and cultural celebrations.

Council will not provide any hire of community facilities to community groups

under the categories above at no charge or discounted rates as the rates are

already subsidised by Council.

To allow sufficient time to organise all aspects of bookings a minimum of two

weeks notice of bookings is required. Special consideration will be given in

the event of unplanned events that are able to demonstrate a case on

compassionate grounds such as wakes.

Bookings that are deemed to be high risk including but not limited to 16

th

– 21

st

birthday parties will have additional requirements including:

a. Bookings must be registered with the Victoria Police Party Safe Program

and evidence of this must be supplied to Council.

b. Compulsory security guard attendance for the duration of the booking to

be organised through a Council approved supplier with costs to be met by

the hirer. A minimum of 2 security guards are required for bookings up to

60 people and a minimum of 4 security guards for bookings over 60

people.

c. $1000 bond.

d. No alcohol consumption for parties under the age of 18, with security

guards to contact the Police if this requirement is not met.

e. Other requirements as deemed appropriate by Council.

Updated September 2022 Rev B

Community facility access times are listed below. Hirers must exit the

facility by the curfew time including having carried out pack-up and

clean-up responsibilities as per the Terms of Conditions of Use.

Albanvale Meeting Room

8:00am –

10:00pm 8:00am –

11:00pm 8:00am –

11:00pm

8:00am –

10:00pm

Balmoral Sports Pavilion

8:00am –

4:00pm 8:00am –

4:00pm

-

-

Biggs St Meeting Room

8:00am –

10:00pm 8:00am –

11:00pm 8:00am –

11:00pm

8:00am –

10:00pm

Castley Sports Pavilion

8:00am –

4:00pm 8:00am –

4:00pm

-

-

Deer Park Hall

8:00am –

10:00pm 8:00am –

Midnight

8:00am –

Midnight

8:00am –

10:00pm

Dempster Park Hall

8:00am –

10:00pm 8:00am –

Midnight

8:00am –

Midnight

8:00am –

10:00pm

Grantham Green Hall

8:00am –

10:00pm 8:00am –

Midnight

8:00am –

Midnight

8:00am –

10:00pm

Glengala Hall

8:00am –

10:00pm 8:00am –

1:00am 8:00am –

1:00am

8:00am –

10:00pm

Green Gully Sports Pavilion

8:00am –

4:00pm 8:00am –

4:00pm

-

-

Kealba Hall

8:00am –

10:00pm 8:00am –

Midnight

8:00am –

Midnight

8:00am –

10:00pm

Keilor Downs Hall

8:00am –

10:00pm 8:00am –

Midnight

8:00am –

Midnight

8:00am –

10:00pm

Keilor Meeting Rooms

5:00pm –

10:00pm 5:00pm –

10:00pm 8:00am –

10:00pm

8:00am –

10:00pm

Keilor Park Hall

8:00am –

10:00pm 8:00am –

Midnight

8:00am –

Midnight

Old Shire Hall

8:00am –

10:00pm 8:00am –

11:00pm 8:00am –

11:00pm

8:00am –

5:00pm

Overnewton Gatehouse Hall

8:00am –

10:00pm 8:00am –

1:00am

clean up

8:00am –

1:00am

clean up

8:00am –

5:00pm

Sassella Park Hall

8:00am –

10:00pm 8:00am –

1:00am

clean up

8:00am –

1:00am

clean up

8:00am –

10:00pm

Sunshine Meeting Place

8:00am –

10:00pm 8:00am –

11:00pm 8:00am –

11:00pm

8:00am –

10:00pm

Taylors Lakes Hall

8:00am –

10:00pm 8:00am –

11:00pm 8:00am –

11:00pm

8:00am –

10:00pm

Community facilities available for Function Hire may not be available for

Regular and Casual Hire on Saturday nights to accommodate the high

demand for Function Hire space at this time.

Council does not provide private viewings of facilities instead Council’s Halls for

Hire webpage includes virtual tours, photos and floor plans to enable potential

hirers to view the facilities.

Council operates an external Hall Keeping Service for the open and close of

Function Hire bookings with the costs covered under the booking fee charged

Updated September 2022 Rev B

for each booking. Any further Hall Keeping call outs are at the hirers

cost and will be deducted from the bond. Any advice offered by Hall

Keepers is done so voluntarily and does not overrule the Terms of the

Conditions of Use.

The following information is required from the hirer if they intend to engage an

external service provider during their hire in order for a decision to be made

by Council if it is permitted:

a. Service providers business details including name, address, contact

number and ABN.

b. Service provider’s Public Liability Insurance Certificate with a minimum

cover of $20 million.

c. Proposed location of activities on the site.

d. Measures the hirer / external service provider will take to ensure no

damage is done to Council assets as a result of the activities of the

external service provider.

Bond forfeiture will be determined as follows:

1

Extra security call out fee for late arrival, not

ready to leave at indicated finishing time or

similar matter outside of the function open and

close schedule.

Security

Report and

Invoice

Cost of additional call out

fee/s

Damage to ceiling fans by helium balloons,

decorations or actions of hirer.

Cost of repair

Materials used on walls and floor that are not

permitted causing damage (sticky tape, drawing

pins, heavy equipment dragged along the floor

etc.).

Damage to facility (e.g. hole in wall, broken

window etc.).

2

Breach of finishing time.

Security

Report

$100

Failure to remove rubbish at the end of function.

$100

Additional time as result of breach of finishing

time.

Cost of additional time

3

Failure to wipe clean surfaces -

stove/sinks/tables to an acceptable level.

Security

Report

$50

Failure to return furniture to respective storage

area/room layout.

$50

Failure to sweep/mop floors to an acceptable

level.

$50

Other

Breach of other Terms and Conditions of Hire.

Security

report

To be determined by

Council based on

severity of breach

Updated September 2022 Rev B

The application / allocation process for new, acquired or vacated

community facilities will be managed in accordance with the Community

Facilities and Reserves Allocation Major Policy.

Licence Agreements will be offered for a maximum period of 3 years and

Lease Agreements will be offered for a maximum of 5 years at Councils

discretion.

Community groups operating on a Licence or Lease Agreement must provide

the following documentation on an annual basis as a minimum:

a. Name and contact details of the Liaison Officer of the community group

b. Information of community group participation numbers

c. Details of all current committee members of the community group

d. Copy of current Public Liability Insurance Certificate for $20m

e. Copy of AGM minutes held within the last 12 months

f. Copy of Annual Report for previous year including financial statement as

per requirements of Associations Incorporation Act 2012

g. Community Facility Key Register

h. Current Business Plan (or equivalent)

i. Copy of Liquor Licence/ Food Registration Certificate (if applicable)

Fees and charges for community facilities operated on a licence will be

calculated according to the standard of the facility. This model is based on the

‘Sports Facility Hire, Licences and Leases Agreement Policy’ taking into

account the discounts available to sports clubs and limited ability of

community groups to generate income.

Annual fees and charges for Leases will be charged at peppercorn rates taking

into account the limited Council investment and maintenance of these

facilities due to the varying ownership of the land and buildings. These fees

and charges will rise by CPI annually.

Fees and charges will increase as determined by Councils Annual Budget

review process and will be as follows:

Updated September 2022 Rev B

A

New building or building on Council land

which has been significantly upgraded by

Council in the last 5 years

Licence $400

B

Building on Council land which was built or

extensively upgraded by Council between

5 and 7 years ago

Licence $300

C

Building on Council land which was built or

last upgraded more than 7 years ago

Licence $200

D

Community Group owned building on

Council Land

Lease

$200

E

Community Group owned building on

Crown Land

Lease

$100

F

Council land without building

Licence/

Lease

$200

A

NIL

B

NIL

C



Deer Park Senior Citizens Centre – Station Rd, Deer Park



Kings Park Scout Hall – Magnolia Ave, Kings Park



Keilor Community Hub, Old Calder Highway



Old John McLeod Pavilion – Hume St, Deer Park



St Albans Scout Hall – Percy St, St Albans



St Albans Senior Citizens Centre – Arthur St, St Albans



Thomas Hall – Furlong Rd, Sunshine North



Brimbank Bicycle Education Centre, Clubhouse Place, Keilor

Downs

D



Barclay Reserve Scout Hall – King Edward Ave, Albion



Deer Park Scout Hall – Station Rd, Deer Park



Dempster Park Scout Hall – Phoenix St, Sunshine



Sunshine Scout Hall – Nixon St, Sunshine

E



Keilor Guide Hall – Bonfield St, Keilor



Keilor Scout Hall – Bonfield St, Keilor

Maintenance responsibilities will be outlined in each agreement with

community groups expected to undertake their responsibilities safely and with

Council permission where required.

Updated September 2022 Rev B

Council officers will schedule formal facility inspections of community

facilities on Council land biannually to ensure the terms and conditions

of the agreements are being adhered to and that facilities are being

maintained at the required standard.

Council officers will engage regularly with community groups operating on

licences and leases onsite at their facilities to maintain contact, address

issues as they arise and ensure groups are meeting the operational

requirements of their agreements.

Council officers will collect information from community groups on an annual

basis to ensure they are sustainable, maximising the use of facilities,

engaging with their local communities and planning strategically for the

future.

Council may suspend or terminate an occupancy agreement if it has good

cause including, but not limited to:

a. The community group has breached the terms and conditions of the

occupancy agreement.

b. The community group has failed to pay their fees or utility bills.

c. The community group has refused or ignored a reasonable request to

share the facility.

d. The Community Group fails to provide information requested by Council by

the designated time frame.