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Hazelwood and Churchill (Victoria, Australia) local Girl Guide information noticeboard.

CLOSED CONTRACT FOR THE USE OF:



CLOSED (needs amending before use)

 

CONTRACT FOR THE USE OF:

 

 

 

 

 

HAZELWOOD SOUTH COMMUNITY HALL

 

 

 

760 TRAMWAY ROAD

CHURCHILL

VICTORIA


 

 

INDEX

INTRODUCTION

1      INSURANCE

2        BOOKING COSTS

3       OFFICAL NOTIFICATION

4       ENVIRONMENT PROTECTION AUTORITY (E.P.A.)

5      PHOTO OPPORTUNITY

6       KEYS

7     HALL ACCESS

8      SMOKING

9      ALCOHOL

10      SECURITY

11       LABOUR

12      CLEANING

13     OUTSOURCED CLEANING

14     RUBBISH

15       KITCHEN

16      SWITCHBOARD

17     OFFICES, STOREROOM AND CUPBOARDS

18      CHAIRS AND TABLES

19     FIRE EXITS

20     BOOKING OFFICER

21      INSPECTION

22        FULL BOND REFUSAL

23        CONTRACT

24       CHECKLIST


 

The Hazelwood [South] {use to be a Community} Hall

 

 

 

INTRODUCTION

The Hazelwood South Community Hall is based at 760 Tramway Road, Churchill, 3842. The actual Hazelwood South Hall itself was built by the community, then towed into the present position. Currently owned by the Department of Sustainability and Environment the Hazelwood South Community Hall is over fifty years in age. The lease is held by a management committee of which the maintenance has been ‘adopted’ as a service project to the community through the Hazelwood and Churchill Girl Guide District as of January 2008. Effectively your  gifts and donations for the use of the Hall go towards go directly to the general running costs and upkeep of this hall.

Please Note: Gifts or donations made to the Hazelwood and Churchill Girl Guide District are fully tax deductible. When specifically requested the gifts and donations will be for maintenance of the Hazelwood South Hall. Otherwise monies will be held in the Hazelwood and Churchill Girl guide District account as general fundraising.

 

There are two general types of hall hire:

1     CLOSED hire – you know everyone on the guest list you have supplied this list to the police and the security firm

2     OPEN – The guest list is able to be altered from the original supplied list.

This contract is for a closed family gathering type hall hire.


TERMS AND CONDITIONS OF USE

1. INSURANCE

The Hall and land on which it stands is owned by Department of Sustainability and Environment (DSE) and Leased to the Hazelwood and Churchill Girl Guide District to manage.

The Public Liability Insurance held will cover you and your guests. “Indemnity is not provided to any other participants/performers/contractors that may be involved in the hire activity. Users should ensure these other parties have in place their own Public Lability Insurance.

At time of booking, ensure that you notify the booking officer of your insurance coverage.” Should you have cover then provide copy of your Public Liability Insurance cover or make it clear you are relying on the “carried insurance cover”.

To investigate another forms of coverage visit www.communityinsurance.com.au

The Reserve located next to the Hall is owned by Latrobe City  Council and available for use. Contact the appropriate person at the Latrobe City Council and obtain seperate written permission.

The use of this land is at your own liability. Again : Permission to be obtained in writing from the appropriate person at the Latrobe City Council offices is needed.

2.    BOOKING COSTS

Bookings are effective once the donation, seperate  bond and Cleaning fees of the Hazelwood South Community Hall are paid in full.

A Bond of $500.00 is required.

 

I                    If the total amount in cash is given a receipt will be issued by the booking officer and booking is immediately official.

II                  If a cheque is given, the booking is not official until the cheque has been cleared through the Bank. A receipt will be supplied.

III                NO CREDIT CARDS ARE ACCEPTED.

IV                 Usually  DIRECT DEPOSITS ARE NOT ACCEPTABLE.

The costs for a closed use of this Hall  for your function are as follows:

I         A $150.00 will allowuse for  a 24 hour period from 10 am (day one) up til 10am of the next day (day two).

Or

II $25.00 per hour from when key is collected, for the designated usage time, then the key is returned by the person who collected the Key and signed it out.

Refunds for the Bond are by Hazelwood and Churchill Girl Guide District Cheque.

Note: there is a non-refundable should the following occur.

Termination once the hall use has been confirmed. That is fully paid for.

20% of total bond and hall use donation  amount.

If with in one (1) month of key pick up time 50% of total bond and hall Useage.

Within two (2) weeks 100% of total bond and hall useage amount.

3.    OFFICAL NOTIFICATION

A Police notification from is required to be filled out and lodged at time of booking.

Expect Police to visit during hall hiring.

 

members of the Hazelwood and Churchill Guide District must have the useage of the Hall within the Districts minutes

4. ENVIRONMENT PROTECTION AUTORITY (E.P.A.)

Booklets on this available at local police station, so you can be aware of the requirements.

5.   PHOTO OPPORTUNITY

Photos before and after the keys have been handed over will be taken. These will be destroyed once the bond cheque has been fully refunded.

Photos of how the hirer presented the Hazelwood South Hall for the guests just before the function begins, will be appreciated. These photos will be up for public viewing for Public Relation reasons.

6.   KEYS

The keys issued to you will open the front door, the side door and the back door off the kitchen. If you lose or fail to return these keys on time, your bond will be withheld. Duplicate keys are not permitted to be cut, held or distributed by any persons other than the Booking officer or the Hazelwood and Churchill Girl Guide District Leader.

7.    HALL ACCESS

There is parking available at the front of the Hall and along the side road entering the Soccer Ground. No parking on Tramway Road.

The Disabled access is at the front, there is a ramp leading to the front double doors and the side door for wheelchair and pram access.

8.  FIRE EXITS

In case of fire the exits are the front, side and back doors of the hall, Please ring 000 then the hall-booking officer. There are signs Fire Exit above these doors. Nothing should be in the way of these fire exits.

The fire assembly area on the reserve – have your guest list available for checking all are present and accounted for.

Facing towards the kitchen Fire extinguishes are located: to the left of the halls main entrance. At the left of the kitchens double doors. (Hall side) On the wall adjoining wall of the kitchen and hall. A fire blanket is located on this same wall behind the swinging doors. Do not tamper with the fire extinguishers and fire blanket. They are checked before and after any hiring and you will be billed.

The fire safety information is on the map of the Hazelwood South Hall attached.

9. SMOKING

By Government law there is NO SMOKING ALLOWED in the Hall, or the building next door, or within five (5) metres of the Hall, as it is a Government owned public building, these laws must be respected.

All buts to be removed from the land. As a safety measure : No Smoking near vehicles.

10. SECURITY

If liquor is to be consumed at your function, you are to employ a reputable security firm. A copy of the security licences and security numbers are to be provided as booking is completed.

11. .ALCOHOL

Consumption if alcohol on a “BYO” basis and is the responsibility of the Hazelwood South Hall user. That is:You. Under NO any circumstances are you permitted to sell alcohol in any form, or breach any other of the liquor laws.

12. A HALL REPRESENTIVE

A Hall representative is to be available to ensure general maintenance and assistance. Arrangements are made by you requesting this ‘assistance’. Note: This assistance is a fundraising measure from the Hazelwood and Churchill Girl Guide District, benefiting you in that you have everything ready before your guests arrive (decorating the hall with your items, general layout pleasing to you etc) Seventy two (72) hour notice before key pick up is minimum notice required. Contact hall Booking officer. Recompense is considered general fundraising by the Hazelwood and Churchill Girl Guide District. Distributed as and how the District Leader deems necessary.

However, for the duration of the function a hall representative an integral part of the hall use. The costs are not part of the initial Hazelwood South Hall use and are separate to all other costs. Contact booking officer in this regard.

13. CLEANING

The Hall and surrounds are to be left in a clean state. The cleaning supplies are provided by us, you will be shown their location. At the time of key handover a check list will be provided and checked by both parties.

The wooden floor of the hall must be mopped as spillages occur, as this is an Occupational Health and safety hazard. In the hallway cupboard a bucket and mop are provided along with Metholayted Sprits. NO DETERGENT on the wooden floor to be used. Use Metholayted spirits with hot water. After use the hall will need to be wet mopped with hot water and mentholated sprits again..

14. OUTSOURCED CLEANING

Should you, the user, require the Hazelwood South Hall cleaning team for after your event, engage them through the booking officer, forty eight hours (48) before the initial key pick up time.  This is important shouls you desire the Hall to be cleaned when you are too tired to do it properly. 

Costs – $200.oo for the first two hours [minimum fee] and fifty dollars an hour there after. Less than forty eight (48) hours notice add a fifty dollar call out fee.

Cleaning fees are payable in cash before the hall key is handed to you.

This allows two hours for cleaning and rubbish removal off your twenty four hour (24) hall hire. Effectively the hire is for twenty four hours (24) of which you allow two (2) for cleaning, stacking and rubbish removal purposes. That is twenty two (22) plus two (2) equals the twenty four (24) hours of your hall use. Not allowing for any brakes or maintenance found being required from hall user.

15. RUBBISH

Ensure that you remove all rubbish. The bins located out front are for general use. Any rubbish left will be at your cost.

16. KITCHEN

The Hazelwood South Hall, kitchen has ovens, fridges and microwaves for use. Hot water is available by Urn. Any dishes used must be washed and returned to there location. Ensure all food is removed from the kitchen and ovens, microwaves and fridges are left clean. Fridges these are to be left on at all times.

Kitchen currently allows for warming up of covered prepared food only.

17. SWITCHBOARD

It is located just inside the front doors, the white switches below are to be used, refrain from turning off the mains switches.

18. OFFICES, STOREROOM AND CUPBOARDS

Other than the cleaning cupboard, the storeroom and cupboards near the Bathrooms, no admittance is allowed. In the Front Section of the Hall are two office areas, do not enter or use for any purpose.

19. CHAIRS AND TABLES

In the Hazelwood South Hall there are chairs, bench seats, and trestle tables available. Should you require more tables please let us know, we can bring more out of storage for you to use. Trestle tables not required, are to be placed in the alcove near the bathrooms.

If any furniture is taken outside please ensure it is returned to inside before you leave the hall. Ensure that you pick up and do not drag any furniture across the floor, this will scratch the polish and the costs of repairs are expensive.

20. BOOKING OFFICER

The Booking Officer for our hall is Deborah Gallagher her contact details are 03 51 222 119 or 0428 112 051

Or Nadine Beale on 0431 018008 and she can assist you with any enquiries

Or our District Leader Susan Connor on 51 22 3880

21. INSPECTION

Inspection occurs at both the pick up and return of keys. Bond will be returned in cheque form addressed to the person who booked the Hazelwood South Hall.

22. FULL BOND REFUSAL

If the full bond is not to be returned due to damage, this is the process that will occur:

Photos will be taken, a Police report will be obtained. The District Leader then fills out an incident report and forwards this and the Police report to Melbourne Guide Centre.

Once the Police have been contacted, the process has begun.

CONTRACT FOR USE OF THE

HAZELWOOD SOUTH HALL

570 TRAMWAY ROAD 

HAZELWOOD SOUTH

 

 

NAME:______________________________________________________________

 

ADDRESS___________________________________________________________

 

_________________________________________________________

 

PHONE:______________________ MOBILE______________________________

 

 

DATE OF HIRING:______________________

 

INSURANCE (FOR CLUBS)

POLICY NO:_____________________

(COPY OF POLICY NEEDS TO BE PROVIDED)

 

COST OF USE:

 

REFUNDABLE BOND: $ PAID BY: CASH \ CHEQUE

RECEIPT NO:_______________

 

RETURN OF BOND: $ CHEQUE NO:

DATE CHEQUE ISSUED:___________

 

US FEE: $ DATE PAID:________________

RECEIPT NO:__________________

 

DATE AND TIME COLLECTED:__________________________________

 

DATE AND TIME RETURNED:____________________________________

 

HALL INSPECTION

INSPECTED BY:______________________ DATE:________________
 

 

CLEARED INSPECTION:_________________________________________

NAME AND SIGNATURE

 

SIGNATURE OF BOOKING OFFICER:______________________________

DATE:____________________

 

SIGNATURE OF HIRER:_________________ DATE:_________________

PLEASE SIGN AFTER READING THE TERMS AND CONDITIONS

 

 

CHECKLIST FOR BOOKING

 

1/ BOND AND HALL HIRE PAID.

 

2/ SECURITY FIRM OBTAINED.

FORWARDING OF INFORMATION TO BOOKING OFFICER

 

3/ POLICE NOTIFICATION. (PARTY HIRE FORM)

LODGED

 

4/ EPA BOOKLET OBTAINED.

 

5/ KEY OBTAINED AND INSPECTION REPORT COMPLETED.

 

 

 

CHECK LIST FOR AFTER POST FUNCTION.

 

1/ HALL AND SURROUNDS CLEANED AND CLEARED

2/ KEY RETURNED AFTER COMPLETION OF INSPECTION REPORT

 

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March 2, 2010 - Posted by | Uncategorized

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