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Item 10.1 - Attachment 4
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Fee Subsidy Request
Letter
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Booking
Number:
Contact:
Telephone: 9806 5140
Fax: 9806
5927
Invitation to Annual Hirers
Allocation Meeting for 2011/2012
Applications
are invited for the use of Parramatta City Councils Halls and Meeting Rooms for
the 2011/2012 period.
All applicants are required to attend one of the
following application meetings to submit an application for hire.
Your organisation
will need to send a representative to one
of the following meetings:
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DATE:
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Monday, 7 March 2011
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TIME:
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10.00am
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VENUE:
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Heritage Centre, Church Street, Parramatta
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DATE:
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Thursday, 10 March 2011
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TIME:
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6.30pm
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VENUE:
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Council
Chambers – Ground Floor Meeting Room, Civic Place, Parramatta
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DATE:
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Wednesday, 16 March 2011
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TIME:
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10.00am
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VENUE:
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Granville Swimming Pool - Program Room, Enid Avenue,
Granville
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CHANGES TO THE ANNUAL HIRER BOOKING PROCESS
As you may be aware,
we have changed our booking system which has required us to amend some of our
application forms and processes. We hope
that the annual hire application process will be easier for you and have
attached a copy of the annual booking process workflow for your information.
Please find attached
an application form, the Terms and Conditions and the maintenance request form
for the use of Council’s facilities. For
those hirers whom have booked with us previously, we have pre-filled the application forms and inserted the dates of the
bookings for you based on the 2010/2011 bookings. If you wish to amend or add to the bookings,
please cross out or add using the additional lines.
You may wish to
complete this form prior to your attendance at one of the meeting times below
or if you need assistance in completing this form, you can complete at the
meeting where our Council officers will be in attendance for assistance.
Priority will be
given to applications submitted at these meetings.
PLEASE NOTE: No applications for
the annual allocation period, will be accepted before the first meeting.
An interpreter
service will be made available if required.
Please contact our booking office on 9806 5140 to make arrangements at
least 2 weeks prior to the meeting.
In preparation for
the meeting, applicants should:
1. Read the
Terms and Conditions of Hire
NOTE: The Terms and Conditions for use of the hall
have recently been updated.
2. Ensure the
main contact attends one of the meetings above;
3. Confirm all
booking and contact details
NOTE: Where possible, Council will always email
correspondence;
4. Pay any
outstanding accounts with Council;
5. Ensure that
the organisations public
liability policy is current:
New Hirers applying
for a facility for the first time must also provide the following:
1. A brief
outline of how the applicant will provide benefits and opportunities for the
community;
2. The organisations vision or mission
statement;
3. Membership
profile over the past 5 years;
4. Projected
membership;
5. A copy of
the organisations
constitution;
6. A
Certificate of Incorporation.
When assessing
applications, Council will consider the needs of existing local organisations and the needs of
the community.
It is essential that
RSVP’s be received at least 2 weeks prior to the meeting. Please RSVP to the Booking Office on 9806
5140 or email bookings@parracity.nsw.gov.au.
If you have any
enquiries or wish to discuss this further, please contact the booking office on
9806 5140.
Yours sincerely
Moana
Keepa
Facility Booking
Officer
City Culture, Tourism and Recreation
APPLICATION FORM
For the use of
Public Halls, Community and Recreation Centres and Meeting Rooms
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SECTION 1 – BOOKING
DETAILS
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BOOKING NUMBER:
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Activity Name:
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Function Type:
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SECTION 2 – ACTIVITY DETAILS
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ACTIVITY DETAILS:
Please detail the nature of the
function and the activities (please forward your run sheet/program to the
Booking Office).
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_________________________________________________________
_________________________________________________________
_________________________________________________________
NOTE: If it is deemed necessary, you may be
required to supply additional information and attend an onsite inspection
with Council Officers and the NSW Police.
For further information, please contact Council.
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SECTION 3 – CONTACT
DETAILS
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Organisation:
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Primary Contact:
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Address:
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Phone (H):
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Phone (M):
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Email:
(ALL
correspondence (where possible) will be emailed if email provided)
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Alternate Contact:
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Alternate Phone (M):
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SECTION 4 –
PUBLIC CONTACT INFORMATION
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This information is being
collected to respond to occasional requests by members of the public for the
contact details of specific community groups.
When such requests are received, the below information will be
provided.
You do not have to make
this information available if you do not want to. Please cross out any information you do not
want released to the public e.g. crossed out
ONLY
LEAVE DETAILS YOU WISH TO BE RELEASED FOR PUBLIC INFORMATION
You can contact Council
to check the correctness of this information at any time. Any required changes can be directed to
Council in writing at Parramatta City Council, PO Box 32, Parramatta
NSW 2124. Please note that the release
of information is subject to Council’s Access to Information Policy and
Privacy Management Plan.
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Organisation
Name:
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Contact:
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Email:
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Phone
Number:
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Hire
Details:
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SECTION 5 –
FUNCTION ACTIVITIES
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Please detail the nature
of the function and the activities (it is requested that you forward a copy
of a run sheet/program for the function the Council’s Booking Office).
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NOTE: If it is deemed necessary, you may be
required to supply additional information and attend an onsite inspection
with Council Officers and the NSW Police.
For further information, please contact Council.
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SECTION 6 – PERMITS – Please attach supporting
Documentation
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Will Alcohol be:
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Consumed
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Supplied
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Sold
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Do you propose the sale
of items?
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Food
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Goods & Services
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You may require permits,
please contact Council for further information or visit
http://www.olgr.nsw.gov.au/olgr_default.asp
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SECTION 7 –
INSURANCE – Please attach copy of Policy
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 SECTION 8 - CATEGORISATION
FORM/ORGANISATION INFORMATION
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Please
indicate the category that best describes your organisation: (Please Tick)
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Social Function
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Religious Programs/Church Groups
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Registered Charity
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Self Employed Persons
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Funded Community Group
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Non Funded Community Group
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Business
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Political Parties
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Group Holding a Rally or Public Demonstration
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State and Federal Government
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Local Government
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Charity Functions (must prove 75% of funds
raised will be given to a registered charity organisation)
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Club
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Groups that Charge a Fee on a Cost Recovery
Basis
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Sales and Exhibition
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Yes
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No
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Is your organisation Incorporated?
If so, please list number and attach copy of
Certificate of Incorporation:
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Is your organisation affiliated with any
other organisation or parent body?
If Yes, please list details:
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Is your organisation a registered charity? If yes, please list details:
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Does
your organisation collect money (fees or otherwise) from any of its members
or participants? If Yes, please list details (including amount):
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Does your organisation raise money for any
purpose or cause (including registered charities)? If
Yes, please list details (including amount):
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Does your organisation receive income from
any other source (including local, state or federal government grants)?
If Yes, please list details (including
amount):
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If the information above is not provided it is assumed that
your booking is a Social Booking and will be charged accordingly.
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Item 10.1 - Attachment 4
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Fee Subsidy Request
Letter
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GENERAL CONDITIONS
1. The Hirer may only use the venue for the
purposes shown on the “Confirmation Letter”.
Only the specific areas confirmed may be used and only for the day(s)
and time(s) confirmed to them. Any time
required for setting up the venue or for cleaning up at the end of your event
must be included in the period booked.
The venue must be vacated by the time stated in the confirmation letter.
2. Bookings are for a minimum of 2 hours and
in half hour periods thereafter. If the
confirmed booking time is exceeded, the additional hire fees payable will be
deducted from the refund of the bond or invoiced to the Hirer.
3. The Hirer must be at least 21 years of
age – proof of age may be required.
4. Special conditions may be imposed for
some types of events, including additional security requirements.
5. The stated maximum capacity of the venue
must not be exceeded at any time.
6. Hirers should be aware that the use of
the facility may result in an action for damages against them due to an
allegation of negligence.
7. Council reserves the
right to refuse a booking due to non-disclosure or supplying misleading
information.
8. Council reserves the right to refuse
applications for hire based on its discretionary assessment.
9. The Hirer must ensure that no games of
chance, gambling or any other kind of illegal activities are conducted in the
facility during their period of hire
10. The Hirer must acknowledge that legislation
exists at State and Federal level, which makes acts of discrimination,
vilification, incitement, offensive conduct and public disorder unlawful. The Hirer must commit to
ensure there is no
discrimination, vilification or incitement of hatred or violence against any person
or persons by any speaker during hire of Council facilities. Breaching of this condition will result in
the forfeit of the bond and the termination of current and future hire
privileges. Further information is
available at www.humanrights.gov.au.
11. Inspecting the facility and surrounds prior
to the hire period to ensure that the area is free from hazards.
12. Ensuring compliance with Child Protection
Legislation – Child Protection (Prohibited Employment) Act 1998 and the
Commission for Children and Young People Act 1998
HIRE CHARGES
13. Hire charges are set annually and are as
per Council’s current Schedule of Fees and Charges.
14. For Regular
Hirers, being organisations or Individuals hiring a Council facility more
than 10 times in a calendar year, hire charges will be calculated and invoiced
at the beginning of the financial year.
Regular hire is only available on weekdays.
Invoices have a 14 day payment period and if payment is not
received by the due date, the booking may be cancelled and action may be taken
to recover any outstanding amounts due.
All payments for a previous financial year must be paid before any
future bookings. Unpaid amounts may
attract interest and enforcement fees.
15. For
Casual Hirers (those hiring a Council facility no more than 10
times in a calendar year), the hire fee must be paid within 14 days to confirm
the booking. Hire charges must be paid
no later than 1 month prior to the event.
For bookings made within 1 month of the event, the bond and hire charges
must be paid immediately to confirm the
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Item 10.1 - Attachment 4
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Fee Subsidy Request
Letter
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booking. Access to the venue will
not be allowed unless all charges are paid in full and all booking conditions
are met.
REFUND OF BOND
16. The
bond may be refunded by:
· Cheque (usually within 1
month of the last date of hire to which the bond applies).
· Direct Credit to a nominated
Bank Account (bank account must be
in the name of the customer on the Bond Receipt) – you must complete the
attached Direct Credit form.
providing the keys have been returned and no additional
charges/penalties have been charged
The
fees for any additional time or equipment or facilities used will be deducted
from the refund amount, as well as the cost of any repairs or additional
cleaning required. The venue may be
inspected for any damage, including marks or stains on carpet, damaged
paintwork or equipment, etc following your hire period. The facility is to be left in a clean and
tidy condition, with floors swept, any spills cleaned up, kitchen equipment
cleaned and all decorations and rubbish removed.
At
its discretion, Council may retain part or all of a hirer’s bond should the
conditions of hire not be adhered to.
This includes but is not limited to circumstances such as penalty charges
for overstays, extra equipment/facilities used, repairs, damage to property or
additional cleaning required as per Council’s current Schedule of Fees and
Charges.
CANCELLATIONS/TRANSFERS
17. Cancellation of a booking
must be made in writing to the Booking Officer.
18. Once the bond has been
paid, the following cancellation charges will apply and may be deducted from
the refund of any hire fees or the bond being held.
- Where a cancellation is
received more than 1 month prior to the event date a $15.00 processing fee will
be charged.
- Where a cancellation is
received less than 1 month prior to the event date, 25% of the total hire fee
will be charged.
- Where a cancellation is
received 14 days prior to the event date, 50% of the total hire fee will be
charged.
- Where a cancellation is
received 7 days prior to the event date, 100% of the total hire fee will be
charged.
- Bookings made within a 7 day
period that are cancelled will incur a cancellation fee of 100% of the hire
charges.
- Transferred bookings will
incur the maximum cancellation fee if cancelled.
19. Council reserves the right
to transfer any booking if a facility is required for a special function,
public function, Council function or maintenance.
20. Where possible, the Hirer
will be given at least a month’s notice of any need to transfer a booking. All attempts will be made to relocate a
booking. Council will be under no obligation to the Hirer to supply a venue if
none are available. In these circumstances, Council may refund any portion of
fees already paid if a refund is warranted.
21. Council will not be liable
in any way for any loss incurred as a result of cancellation of hire.
INSURANCE
22. All Hirers shall be
responsible for insurance covers (minimum $5 million) pertaining to public
liability for their use of Council’s facilities
23. The
Hirer must name Council as an interested party on the policy/certificate of
currency
24. Insurance
must remain current during all periods of hire.
It is the Hirer’s responsibility to ensure that Council is in possession
of a copy of current insurance details at all times
25. Insurance
may be provided by Council for Individuals and/or Social Groups making a casual
booking for a private function. Council
coverage will be limited to 10 occasions within a 12 month period. This cover will not be extended to Commercial
or Incorporated Groups. Council coverage
will incur a charge as per Council’s Schedule of Fees and Charges. An excess of $1,000 will be payable by the
Hirer for any public liability claims made under this policy.
26. Council is not responsible
for property insurance covering all equipment and contents owned by the Hirer
within the facility.
RISK
ASSESSMENT
27. The
Hirer is responsible for inspecting the
building, surrounds, car park and
associated amenities at the commencement of each period of hire of the
facility to ensure that they are free from obstacles or hazards.
28. The
hirer must make themselves familiar with evacuation procedures and location of
emergency equipment ensuring that all exit doors are free from
obstruction. The hirer is responsible
for making all attendees aware of emergency exits for the area.
LIABIILTY
29. Neither
Council nor its employees will be liable for any loss or damage sustained by
the Hirer or any person, firm or corporation entrusted to or supplying any
article or thing to the Hirer by reason of any such article or thing being
stolen, damaged or lost. The Hirer
agrees to indemnify Parramatta City Council, and its employees and agents against
any loss or damage in any form sustained by the Hirer or any person, firm or
corporation for liability as a consequence of the use of the area hired.
ALARMS/SURVEILLANCE/CALL OUTS
30. Hirers must be aware that specific areas in
Parramatta Town Hall, Granville Youth and Community
Recreation Centre and Civic Place,
including car park areas are under 24-hour video surveillance. Further information is available from
Council’s Booking Office.
LEGISLATION
31. The
Hirer warrants to Council that he/she has, or will, at all times that are
relevant to this agreement comply with all of its obligations under the Child
Protection (Prohibited Employment) Act 1998 and the Commission for Children and
Young People Act 1998 (both Acts hereinafter referred collectively as “the
Child Protection Legislation”) and, in particular, will comply with those
obligations during the term of this agreement
32. The
Hirer does hereby, and shall forever, indemnify Council from and against all
claims, demands, actions and suits (and the cost thereof calculated upon an
indemnity basis) arising out of any breach by the Hirer of any of its
obligations under the Child Protection Legislation an/or any of the warranties
herein contain
33. The
Hirer is responsible for any claims legally payable for Copyright Fees or
Performing Rights. If the Hirer wishes
to transmit or reproduce television or sound broadcast, prior approval must be
sought from Council. The Hirer must
provide to Council a copy of the appropriate recording reproduction rights
HIRER’S
OTHER OBLIGATIONS
34. Prohibited Items: Barbecues, gas bottles, open flames, portable
stoves or ovens, fireworks, kerosene or spirit-type lamps, spit roasts or kegs
must not be used within the premises.
Prior authorisation must be obtained from Council for the use of any
candles and strict conditions will be imposed and must be observed (monitoring
costs may apply at some venues).
35. Decorations: Drawing pins, nails, screws or adhesive tape
must not be used to affix decorations.
All decorations are to be completed removed after the event (including
any “blu tack” or similar that has been used).
If any items remain, the cost of removal may be deducted from the bond.
36. Breakages, theft or damage: The Hirer is responsible for any breakages,
theft or damage caused to the venue or supplied equipment. Should such an incident occur, the Council
must be advised immediately. Where such
loss exceeds the amount of the bond paid, the additional costs will be invoiced
and must be paid within thirty (30) days of the date of the event. Unpaid amounts may attract interest and
enforcement costs. Neither the Council
nor its employees shall be liable for any loss, theft or damage sustained by
the hirer or any person associated with the hirer or attending the event.
37. End of Hire Period: The Hirer must ensure that all lights, fans,
heathers and cooking appliances are turned off, windows closed, and all doors
locked prior to leaving the facility.
38. Keys:
Must be returned within 2 working days of the end of the hire period –
failure to return keys may result in charges being incurred for replacing locks
and all keys.
39. No Smoking: Smoking is NOT permitted within any Council
facility. It is the responsibility of
the hirer to ensure this condition is strictly enforced. Any cigarette butts in the surrounds of the
building are to be collected and placed in the garbage bins provided.
40. Noise:
Amplified music and general noise levels must be kept at a reasonable
level which will not disturb people living near the venue.
41. Cleaning: If the venue is left in an unsatisfactory
condition that requires additional cleaning, hirers will be charged for this
service even if the amount exceeds the total of the bond. If such costs exceed the amount of the bond
paid, the additional amount must be paid within thirty (30) days of the date of
the event. Unpaid amounts may attract
interest and enforcement fees.
42. Children: are not to enter kitchen or kitchenette
areas.
43. Rubbish: All rubbish must be removed from the facility
at the completion of the hire to the Council bins provided outside. The Hirer must take with them any rubbish
that will not fit in the exterior bins provided.
PRIVACY NOTIFICATION –
COUNCIL FACILTIES
The
personal information that Council has collected or is collecting from you is
personal information for the purposes of the Privacy and Personal Information
Protection Act 1998. The intended
recipients of the personal information are officers within the Council, data
service provides engaged by the Council from time to time, any other
agent/contractor of the Council and other Statutory Authorities in accordance
with Council’s Access to Information Policy.
The supply of the information by you is not
voluntary. If you
cannot provide or do not wish to provide the information sought, the Council
may be limited in dealing with your request. Council has collected this
personal information from you in order to process your hire application. You may make application for access or amendment
to information held by Council. You may
also make a request that Council suppresses your personal information from a
public register. Council will consider
any such application in accordance with the PPIPA.
The
Parramatta City Council is the organisation that holds the information. Enquiries concerning this matter can be
addressed to the Privacy Officer on 9806 5050.
I have read these Conditions of Hire and
understand and accept them.
Hirer’s
Signature:
Hirer’s
Name:
(please
print)
Date
Signed:
Venue:
Please sign one copy and return with your
application form. Retain one copy for
your records.
