Init ____
GENERIC TERMS AND CONDITIONS FOR THE HIRE AND ALLOCATION OF GRASS AND SYNTHETIC SPORTS FIELDS SEASON
All hirers must adhere to Council’s Terms and Conditions of Hire: - Any breach of these terms may result in a booking being cancelled at Council’s discretion.
Norwest Public School is covered by a specific terms and conditions agreement, approved by the NSW Dept. of Education.
The maximum hours a field can be used is between the hours of Monday to Sunday 7.00 a.m. - 9:30pm and lights must be switched off by 9.45pm and the premises vacated.
1. Hirers will be required to pay a fee in accordance with Council’s adopted fees and charges.
2. Keys to any facility must not be copied or reproduced in any way. Any lost/replacement keys will be charged to the hirer in accordance with Council’s adopted fees and charges.
3. Prior to any activity, hirers must inspect the field and surroundings and satisfy themselves that there are no hazards.
4. Any hazards or damage must be reported immediately to Council via the customer request form via the website (www.thehills.nsw.gov.au) report a problem tab) or, if urgent after hours on 0412 705 090.
5. Dogs are not permitted on any playing fields or surfaces.
6. No chewing gum is allowed on the synthetic fields.
7. With the synthetic fields:-
a. Only moulded football boots to be used
b. No spikes or sharp objects are to be pushed into the surface at any time (including corner posts, goal nets, or training aids).
8. No smoking or naked flames (or lighting of fires) are permitted on any field or surface within the spectator area of the sports field.
Init ____
9. BBQs are only permitted once the club has satisfied Council in regards to its location, any food dropped is dealt with and all waste matter (fat etc.) is remove off site and that no gas bottles are stored on site (unless there is a dedicated gas bottle storage facility that is approved by Council)
10. Unless the toilet is declared a “public toilet” It is the responsibility of allocated hirers to
replenish and clean the toilets and change room areas, Council will manage the cleaning on a case by case basis if the venue is hired by Council to a third party (i.e. a school for a
carnival).
11. If a canteen is available on site, it is for the preparation and selling of food and drinks only, unless it is a commercial kitchen, cooking of hot food requiring oil (i.e. hot chips) will require specific written approval from Council and must comply with food safety standards .
12. All entrances and exits gates must be kept clear at all times.
13. All fields must be kept clean and tidy; users are responsible for placing rubbish in the bins provided and ensure that the bins if required by Council to left out of the storage area for emptying when necessary.
14. Hirers must vacate the field promptly and premises within 15 minutes at the end of the booking or allocation time.
15. Loud obnoxious behaviour will not be tolerated, please be considerate to neighbours and other users of the facility.
16. All equipment brought in by the hirer must be stored either in the dedicated area or removed from the site.
17. Hirer’s are required to exercise reasonable care for the safety of all people attending.
18. No vehicles may drive or park on the field or surrounds, except emergency vehicles.
19. Unless approved in the generic Sportsground Plan of Management alcohol is not permitted.
20. The Hills Shire Council accepts no liability for the loss or damage of any equipment or personal effects lost by the hirer or people attending their activity.
21. Hirers must not sublease to other parties.
22. Cancellation of booking terms are applied as per Councils cancellation policy.
23. It is the responsibility of all clubs to ensure that coaches, referees and managers and team officials must have a current valid Working with Children check.
24. Public liability insurance for no less than ten million dollars ($10,000,000) is required to be held by the sporting club/hirer for the sporting season. The Hills Shire Council is to be named on this policy as an interested party. A certified copy of this policy of insurance must be provided to the Council prior to the commencement of the season.
25. Indemnity and Release
(a) The club/hirer indemnifies and keeps indemnified the Hills Shire Council, its officers,
Init ____
employees, agents and contractors against all liability for death of or injury to persons or loss of or damage to property and all actions, claims, demands, losses, damages, costs and expenses whatsoever arising in respect of hire, the club/hirer not proceeding with the hire, or any breach of these Terms and Conditions of the Agreement by the
club/hirer, except to the extent that such liability is caused by a willful or negligent act or omission by Council.
(b) The club/hirer releases Council from and agrees that the Council is not liable for any loss or damage to person or property suffered or incurred (including loss of profits or loss or damage to the clubs/hirers reputation) in connection with the hire unless such loss or damage is caused by a willful or negligent act or omission by the Council.
(c) The indemnity and release in the clause apply whether or not the loss or damage arose as a result of anything the club/hirer is authorised or obliged to do under the Terms and Conditions of the Agreement, or anything the Hills Shire Council has consented to or approved.
26. In the event of any dispute over the conditions of hire, the first point of contact will be the Manager Community Outcomes who will attempt to resolve any issues. If no satisfactory resolution is achieved, the General Manager of The Hills Shire Council will resolve the issue at his sole discretion.
27. All invoices are due and payable when requested by The Hills Shire Council.
28. Where the hirer appoints a representative to run an activity on their behalf, the hirer or holder named in the agreement is responsible for ensuring that their appointed representative is aware of and adheres to all conditions during the agreed period of hire.
All the above conditions must be read and adhered to. Failure to comply with any of the above conditions will result in loss of allocation. This form must be returned to the Hills Shire Council within seven days of receipt. Please initial each page.
Council Officer Name Council Officer Signature
Date
Applicant Name Applicant Signature
Date
Witness Name Witness Signature
Date