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Naturaliste Community Centre

The Naturaliste Community Centre (NCC) is a multi-purpose facility developed in 2002 as a result of local

community vision and significant fundraising in partnership with the City of Busselton and the (then) WA

Department of Community Development.

The centre aims to provide a community meeting place for the residents of the Naturaliste area that

fosters, promotes and co-ordinates social, recreational and cultural activities, services and events.

Situated just off Dunsborough Lakes Drive in Dunsborough, the centre is nestled amongst native bush on

three sides with a beautiful winter lake and the Dunsborough playing fields on the other.

Located within the building is a modern and well-resourced Library, a Child Health Centre and The

Department for Child Protection and Families.

The centre offers fitness programs, social sports, children’s activities and hosts a range of hireable spaces

for community and commercial hirers.

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CONTENTS

Page/s

3-6 Facilities for Hire

7-9 Definitions, Terms and Conditions

10 Fees and Charges

11-12 Facility Hire Application Form

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FACILITIES FOR HIRE

Sports Stadium The sports stadium is a 37 x 22 metre facility featuring a sprung wooden floor, 12 metre roof height and 8 x 400 watt light fixtures making the perfect venue for a diverse range of activities. The floor is marked with line markings for Netball, Volleyball, Basketball, Badminton, Indoor Soccer and Tennis and the associated nets, poles and basketball rings are included in the hire fees. Additional equipment including rackets, balls and shuttlecocks are also available. For events such as exhibitions, windups, school assemblies, plays and fundraisers there is a stage, PA system and three phase power available and the centre can also provide access to approximately 250 chairs and 30 trestle tables.

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Multi-Purpose Activity Room

A 280m2 space that can be divided into two distinct rooms via an acoustic partition, this area is an ideal venue for meetings, seminars and workshops accommodating up to 250 people concert style or 200

people seated at tables. These rooms are fully air-conditioned and each of the two rooms are equipped with overhead data projectors and drop down screens. The West Multi-Purpose activity room has

direct access though to a commercial standard kitchen that can also be hired (see below). Within the west room a light bar hangs from the ceiling and the spotlight lighting system may be used

for stage shows and performances. The rooms are also ideal for activities such as art classes, yoga, pilates, dance, modelling, aerobics, martial arts and children’s activities as well as functions such as

weddings, fundraisers and corporate days.

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Kitchen

Adjacent to the west multipurpose activity room, the kitchen boasts a range of refrigerator and freezer, a larger commercial oven, flat grill plate, four hotplates and large double sink. There is a small range of

crockery available and ample bench space to cater for large or small functions. The kitchen also has two serveries hatches, one for the west multi-purpose activity room and another that provides service

access to the adjacent main corridor.

Family Activity Area

An area of approximately 100m2 specifically designed for child care purposes, this area has its own kitchen and ablution facilities as well as a generous fenced outdoor play space that is partially covered

for sun protection. The Family Activity Area is independently air conditioned and is also ideal for children’s birthday parties and can be utilised for meetings, craft and a range of other activities.

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Community Office

The Community Office is a 4 x 3.5 metre room that is ideally suited to small group passive activities and meetings. The room is set-up ‘boardroom style’ with a central table and a whiteboard on one wall. This room is independently air-conditioned.

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DEFINITIONS

Casual Hire – Casual Hire is defined as a booking that occurs less than 12 (twelve) times in any 12 month period. Applications must be made using the Facility Hire Form (as attached below)

Regular hire – Regular Hire is defined as any booking that occurs 12 (twelve) or more times in any 12 month period. Applications must be made using the Facility Hire Form (as attached below). Regular hire bookings will be taken to correspond with school terms. Any request for ‘packaged rates’ for multiple room hire must be made at this time and addressed to the City’s CEO as the delegated Officer to be able to make this determination. Please note: Where possible historic bookings will be honoured, unless there are circumstance whereby the booking significantly impacts on the operational requirements of the centre.

Community Hire Rate – To be eligible for a community hire rate an organisation or individual is required to be a voluntary association (with an incorporation certificate) or a charitable organisation. Additionally a community rate can also apply in special circumstances whereby individuals or organisations can provide significant evidence of where there is no expectation for profit. This determination is at the discretion of the City’s NCC Services Officer and application must be made in writing.

Commercial Hire Rate - Commercial hire fees will apply to all businesses, organisations and individuals that expect to return a profit from their endeavours, and all hirers that do not meet the community hirer guidelines.

DISPUTE RESOLUTION

Dispute Resolution Process - in the instance that a regular, casual or potential hirer of the facility is not in agreement with the booking determination made by the relevant City Officers. The following process must be followed:

1. A formal letter is sent to the NCC Supervisor explaining the rationale of why they do not agree with the booking determination, explaining their preferred position. If there is no agreement at this level then the issue is then passed onto the Recreation Facilities Coordinator who will review and make their determination. If a resolution cannot be agreed at this point, the matter will be dealt with by the Manager Community Services and finally the Director, Community and Commercial Services will make their determination if the dispute is not able to be resolve at any of the former stages.

2. If the matter is still not resolved then a Memorandum is sent to the CEO of the City of Busselton requesting a final determination on the matter.

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GENERAL TERMS AND CONDITIONS GENERAL CONDITIONS

1. If the Applicant is not an incorporated body, the Authorised Signatory will be solely responsible for paying the fees and charges and will be bound by these terms and conditions.

2. The Hirer must be at least 18 years of age. Proof of age may require verification at the discretion of City of Busselton officers.

3. To apply for a booking, Facility Hire Application (FHA) form must be completed, signed and returned to Naturaliste Community Centre

4. The Hirer is responsible for the behaviour of all persons attending the premises at any time in connection with the Hirer’s booking. This will include instructing all such persons to leave quietly within the stipulated times.

5. Setting up / warm ups / dismantling / warm downs, may only be done during the period of the hire booking, or at other times arranged in advance with the NCC Services Officer. Setting up, dismantling, or otherwise using or occupying the area under hire outside the period of the booking may result in the levying of a further fee.

6. The City of Busselton reserves the right to have priority to use the premises for certain functions throughout the year. The City of Busselton will endeavour to provide a minimum of a 30 days’ notice to any Hirer who is required to give up their booking in the above circumstances. The City of Busselton will make all reasonable attempts to relocate the booking.

7. City of Busselton officers may request the removal of any Hirer or person attending the premises at any time in connection with the Hirer’s booking found to be in breach of these Terms and Conditions of Hire.

8. The hirer will pay the City of Busselton the fees and charges incurred. All bonds shall be retained by the City and returnable only if the booked facility is left clean and tidy to the satisfaction of the City, or its nominee. Default in any respect will mean forfeiture of all or part of the bond, with the amount of any forfeiture to be at the discretion of the City.

9. That the cleaning shall include not only the venue, but all amenities associated with the building hired, including the immediate surroundings, together with the removal from the premises of all surface refuse.

10. The hirer agrees to abide by the following conditions and pay all expenses caused by any default hereunder:

1. Not to alter any fixtures or design of the premises being hired, including its immediate surroundings, without first obtaining the written consent of the City. All electrical appliances must have a current electrical tag complying with Aust. Standards.

2. At the expiration of the hiring to take all things which may have been brought into the hired premises and to replace all previously placed equipment in its correct position.

3. Not to leave on any electrical lights, appliances or leave taps running in the location, including its immediate surroundings.

4. To ensure that all equipment is returned to the correct location and that the premises are correctly secured before departure, including all doors and windows.

5. To comply with all statutes, By-Laws, terms and conditions or regulations relating to the hired premises or the use thereof, and any order or requisition made thereunder.

6. To comply with any lawful directions which may be given by the City and that the City reserves the right to grant or refuse hire applications, or cancel a booking and return the deposit as it thinks fit and shall be the final authority in this respect.

11. To indemnify the City of Busselton against any claim, loss or expense which may be made or arise as a result of the use of the hired premises.

12. It is an express condition of this Contract of Hire that the City shall not accept liability for any damage, illness or injury caused or found to be caused to any person or property as a result of our acts or omissions, or our guests or invitees or persons under our control

13. The Naturaliste Community Centre is a completely "Non Smoking" venue and this must be strictly adhered to by all hirers.

14. If required by the City, to take out Public Liability Insurance in a form and to an amount specified by the City. 15. The Hirer, their guests or invitees, or persons under their control, are aware of, or will acquaint themselves

immediately upon arrival, with the location and content of the emergency procedures notices erected within the premises.

16. Inflatable amusement devices and their use must comply with relevant legislation and standards. A copy of relevant Certifications and safety checklists must be provided to the Centre Supervisor prior to inflatable equipment being utilised in the Centre.

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INSURANCE – C

CANCELLATIONS

17. The Hirer cannot assign, or sub-hire the booking. 18. Any changes to a confirmed casual booking by either party will require 14 days’ notice in writing. Where less than

14 days’ notice is provided, a full refund may not be granted. 19. For casual bookings, giving more than 14 days’ notice, full refund will be given minus a fixed $25 administration

fee 20. Any cancellation or alteration to an existing casual booking must be made by advice in writing to the NCC Centre

Supervisor or completing a ‘Naturaliste Community Centre Booking Alteration/Cancellation Form 21. Cancellations of Regular contracts received with a minimum 30 days’ notice will receive a 50% reduction in

liability of facility hire fees. 22. Cancellations of Regular contracts received with less than 30 days’ notice will remain liable for 100% of the

contracted fee. 23. Subject to availability, additional casual hire bookings may be made to the regular hire contract. Normal hire fees

will apply.

EMERGENCY/FIRST AID

24. The Hirer is responsible for emergency evacuation and first aid for persons connected to the hirer’s booking and

in the event of an emergency, has appropriate measures in place to handle any given situation. 25. The Hirer must take direction from The City of Busselton officers in the case of an emergency.

FURNITURE AND EQUIPMENT

26. The coloured chairs and tables along the Claire Guinness Gallery are not to be moved from this area without the expressed permission of the NCC Supervisor Officer.

27. The hirer is responsible for the cost of making good any damage caused to the premises, furniture or fittings during the course of the Hirer’s use or occupation of the premises, including scratches on floors caused by items being dragged across floor surfaces. Table and chair trolleys are to be used where available.

28. The Hirer must report immediately to the NCC Supervisor any damaged or dangerous electrical fittings and ensure that steps are taken to prevent use of the same until repaired.

29. The setting up of tables, chairs and other equipment is the responsibility of the Hirer unless otherwise agreed to in advance with the NCC Supervisor.

30. NCC owned furniture and fittings must not be removed from the premises. 31. All equipment belonging to the Hirer shall be contained neatly within the agreed area. 32. Any equipment brought onto NCC premises for use by the Hirer in connection with the hire booking shall comply

with prevailing Occupational Health & Safety laws and regulations. 33. Prior approval is required from NCC Services Officer for any equipment to be stored on the premises. The Hirer is

responsible for any equipment and/or goods stored should approval be obtained. 34. The Hirer is not permitted the use of any adhesive materials to secure signs, posters or decoration on any

internal or external wall or floor surfaces. Nails, screws or any other fastenings must not be driven into or attached in any way to the walls, floors, timberwork, furniture or fittings. The Hirer is liable to Council for full restoration and repair costs, plus 20%, in connection with any damage resulting from this action.

35. The hirer must obtain approval from the City for the erection of any signs outside the premises.

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HIRE FEES AND CHARGES SUMMARY

FACILITY COMMUNITY RATE COMMERCIAL RATE

Full Multi-purpose Activity Room

$39.00 / hr $74.00 / hr

Half Multi-purpose Activity Room

$23.50 / hr $38.00 / hr

Kitchen/Servery (As single booking)

$21.50 / hr $42.00 per day

$28.50 / hr $56.00 per day

Kitchen/Servery (As part of a booking)

$14.00 / hr $27.50 per day

$17.00 / hr $34.00 per day

Stadium - peak times Stadium – off peak times Club / Association rate

$55.50 / hr $42.00 / hr $55.50 / hr

$77.50 / hr at all times

Family Activity Area

$16.00 / hr $28.00 / hr

Community Office

$10.00 / hr $12.50 / hr

Cupboard Storage Shelf $24.50 / month $36.00 / month

Data projector & Screen $20.00 / day $40.00 per day

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FACILITY HIRE APPLICATION FORM (7/19) Return to: Naturaliste Community Centre , Locked Bag 1, Busselton WA 6280

Ph: (08) 9755 3966 Email :ncc@busselton.wa.gov.au

CLIENT DETAILS

Applicant Full Name (18yrs+)____________________________________ Phone:____________________________

Address:___________________________________________________Email:______________________________ _

Second Contact:_____________________________________________________Phone: _______________________________

Facility Hired Booking Type - tick (Prices per Hour) Max. Capacity Persons

Multi-Purpose Activity Room – Full Community $39.00 or Commercial $74.00 260 function: 88 sports

½ Multi-Purpose Activity Room – East Community $23.50 or Commercial $38.00 140 function: 46 sports

½ Multi-Purpose Activity Room - West Community $23.50 or Commercial $38.00 126 function: 42 sports

Kitchen / Servery (As part of a booking) Community $14.00 or Commercial $17.00

Kitchen / Servery (Per day as part of a booking) Community $27.50 or Commercial $34.00

Kitchen / Servery (As single booking) Community $21.50 or Commercial $28.50

Kitchen / Servery ( Per day as a single booking ) Community $42.00 or Commercial $56.00

Sports Stadium – (Assoc. Rate: $55.50 per hr ) Community $55.50 or Commercial $77.50 650 function: 246 sports

Family Activity Area Community $16.00 or Commercial $28.00

Community Office Community $10.00 or Commercial $12.50

Cupboard Storage Shelf (Monthly) Community $24.50 or Commercial $36.00 Total building: 700 max

Please tick boxes when read:

Key Bond – Loss of key, unauthorised key transfer to another person, unauthorised key copying or use of NCC without prior approval - rate per occurrence $200.00.

Cleaning Fee: Additional cleaning/storage charged at cost +20%. Minimum cleaning/storing fee is $26 per instance. Activity Being Conducted: ____________________________________________________________________________

Any equipment or special requirements?____________________________________________________________________

All bookings that occur on 12 or more occasions in any 12 month period automatically become a Seasonal Contract and require p ublic liability insurance.

It is a condition of this Contract of Hire that the City of Busselton shall not accept any liability. We the Applicant and the Authorised Signatory have read the booking procedure, terms and conditions of hire and agree to be jointly and severally bound by them.

Method of payment:- Please circle red options: 1. Prior to Booking by Cash or Card or EFT or 2. Pay on Invoice

EFT Payment: ANZ bank: Account Name: City of Busselton Municipal Account: BSB: 016-580: Account No: 4343 05071 Deposit reference: NCC hire fee

Name: ____________________________Position: ________________________AUTHORISED SIGNATURE:____________________________

DATE:_____________________________

Booking Days Start Date End Date Start Time Finish Time Frequency (Please Circle) Excluded Dates

Monday Once Weekly Fortnightly Monthly

Tuesday Once Weekly Fortnightly Monthly

Wednesday Once Weekly Fortnightly Monthly

Thursday Once Weekly Fortnightly Monthly

Friday Once Weekly Fortnightly Monthly

Saturday Once Weekly Fortnightly Monthly

Sunday Once Weekly Fortnightly Monthly

Fees & Charges: ( Office use only )

Hire Fees $__________ Receipt No _____________Bond $ ____________ Receipt No __________ or

Credit Card Authority Yes / No / NA Public Liability Cert Attached Yes / No /NA

Total $ _____________ Date Paid ______________Received & Entered to Clubware____________________________

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Booking Procedure 1. To apply for a booking, the appropriate Facility Hire Application (FHA) form must be completed, signed and returned to Naturaliste

Community Centre. 2. Commercial hire fees will apply to all: Government departments, businesses, individuals that expect to return a profit from their

endeavours, all hirers that do not meet the community hirer guidelines. 3. Community Hire fees will apply only to: not for profit incorporated bodies, charitable organisations, individuals or events where

there is no expectation for profit. 4. A booking is confirmed when written confirmation has been received from the Naturaliste Community Centre. 5. Hire times must include adequate time for setup, pack-down and cleaning. Hirers must vacate the room by the time nominated on

their FHA. Additional time will be charged at the appropriate rate. Extension of usage times may be restricted by other use. 6. Where a community group and a commercial group request the same facility at the same time, in the first instance the NCC

Supervisor will liaise with groups to work out the best possible solution. If no amicable solution can be negotiated, priority will be given to the community group. Where two or more community groups request the same facility at the same time, allocation will be based on ensuring that a diverse range of programs are available to the community, historical booking patterns and demonstrated longevity of each group. Where two or more commercial groups request the same facility at the same time, allocation will be based on ensuring that a diverse range of programs are available to the community, consideration of the financial benefits of each to the running of the centre, historical booking patterns and demonstrated longevity of each group.

7. The City reserves the right, giving due notice, to override a booking for a special event. Terms and Conditions 1. The hirer will pay the City of Busselton the fees and charges incurred. All bonds shall be retained by the City and returnable only if

the booked facility is left clean and tidy to the satisfaction of the City, or its nominee. Default in any respect will mean forfeiture of all or part of the bond, with the amount of any forfeiture to be at the discretion of the City.

2. If the Applicant is not an incorporated body, the Authorised Signatory will be solely responsible for paying the fees and charges and will be bound by these terms and conditions.

3. The hirer is responsible for ensuring that the hired area(s) of the facility are left in the same state of cleanliness as upon arrival. Cleaning shall include not only hired area(s) but all associated amenities, including the immediate surroundings, together with the removal from the premises of all surface refuse which is to be placed in the bins provided.

4. The hirer agrees to abide by the following conditions and pay all expenses caused by any default hereunder: a. Not to alter any fixtures or design of the premises being hired, including its immediate surroundings, without first obtaining the

written consent of the City. All electrical appliances must have a current electrical tag complying with Aust. Standards. b. At the expiration of the hiring to take all things which may have been brought into the hired premises and to replace all

previously placed equipment in its correct position. c. Not to leave on any electrical lights, appliances or leave taps running in the location, including its immediate surroundings . d. To ensure that all equipment is returned to the correct location and that the premises are correctly secured before departure,

including all doors and windows. e. Not to damage any part of the booked facility or its immediate surroundings, and to repair and be responsible for the repair of

all damage which may be caused to the booked facility or its immediate surroundings. f. Not to use the hired facility for any illegal or immoral purposes or for any purpose other than the said purpose, or to allow to be

done, or to do anything that may cause the facility to be vulnerable to fire, or to allow to be done, or to do anything that will cause damage or create annoyance or inconvenience to occupiers of any adjoining areas or buildings.

g. Music utilised in association with the hire of the said premises may be in breach of the Australian Copyright Act (1968) unless the hirer acquires the appropriate licence as specified by the APRA and PPCA.

h. To comply with all statutes, By-Laws or regulations relating to the hired premises or the use thereof, and any order or requisition made thereunder.

5. The hirer agrees to comply with any lawful directions which may be given by the City and that the City reserves the right to grant or refuse hire applications, or cancel a booking and return the deposit as it thinks fit and shall be the final authority in this respect.

6. The hirer agrees to indemnify the City of Busselton against any claim, loss or expense which may be made or arise as a result of the use of the hired premises.

7. It is an express condition of this Contract of Hire that the City shall not accept liability for any damage, illness or injury caused or found to be caused to any person or property as a result of our acts or omissions, or our guests or invitees or persons under our control.

8. The Naturaliste Community Centre is an alcohol free venue unless special permission is granted by Council. Separate written application including a copy of liquor application/s must be provided. (Please note that it is deemed to be the sale of liquor when liquor is given away and the person has paid for admission to the premises or for seating in the premises or has been asked to make a donation of money by collection or otherwise.)

9. The Naturaliste Community Centre is a completely "Non Smoking" venue and this must be strictly adhered to by all hirers. 10. If required by the City, to take out Public Liability Insurance in a form and to an amount specified by the City. 11. The Hirer, their guests or invitees, or persons under their control, are aware of, or will acquaint themselves immediately upon arrival,

with the location and content of the emergency procedures notices erected within the premises. 12. Any changes to a confirmed casual booking by either party will require 14 days’ notice in writing. If less than 14 days’ notice is

provided, a full refund may not be granted. Casual bookings, giving more than 14 days’ notice, full refund will be given minus $25 administration fee. Changes to a confirmed regular contract will require 30 days’ notice in writing. If less than 30 days’ notice is provided, full hire fee will be charged. For regular contracts giving more than 30 days’ notice, liability will be reduced by 50%.

13. Inflatable amusement devices and their use must comply with relevant legislation and standards. A copy of relevant Certifications must be provided to the Centre Supervisor prior to inflatable equipment being utilised in the Centre.

14. Approval must be obtained from City staff prior to using furniture and equipment owned by the City or by other hirers. 15. Trolleys must be used for safe movement of equipment. Unreturned equipment incurs the respective cleaning/storage fee.