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Hire of Bus and Facilities

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First created 11 August 2010
Last reviewed 28 February 2022
Review cycle Two years
Approver Senior Leadership Team
Owner Projects Manager
Stakeholders Staff

Rationale and Scope #

This policy exists to provide a framework for the hiring of school facilities.

Definitions #

  1. College means Rehoboth Christian College, including its representative(s) as authorised in the Contract.
  2. Contract means the agreement signed between the College and the Hirer.
  3. Hirer means the organisation named in the Contract who is applying for use of College facilities.
  4. Premises means the facilities which form a part of the Contract.
  5. Responsible Persons means two individuals nominated by the Hirer to be responsible for ensuring the safe operation of any equipment (including correct shutdown of electrical equipment), securing the Premises and leaving the Premises and equipment in a neat and tidy condition to the satisfaction of the College. These persons will also be issued keys and security codes for the duration of the hire.

Principles #

  1. The CEO has the authority to allow the use of the College facilities by outside bodies when the facilities are not required for College purposes and also has the responsibility to establish the terms and conditions of use.
  2. The CEO will consider applications from various community groups or individuals who wish to hire spaces at either campus for a range of community based activities. Details of such activities may include a broad range of purposes but shall not be contrary to the basic tenants of faith as expressed in the constitution. The community groups or individuals anticipated (though not limited to) to approach the College include:
    1. Christian churches;
    2. Athletics clubs;
    3. Chess clubs;
    4. Migrant English language classes;
    5. Girls Brigade; and
    6. Outside of School Hours providers
    7. Various sporting associations.
  3. The College only permits the use of facilities that are complementary to the main purpose of the campuses, being an educational establishment. For example, the College would not permit the use of the facility for weddings and 21st birthday parties.

Terms and Conditions #

For terms and conditions, see conditions of use in Appendix 2.

Procedure for Hire of Facilities #

The procedures for the hire of facilities are as follows:

  1. The Hire Booking Checklist (Appendix 3) must be completed by the College staff member facilitating the hire application.
  2. Request the Hirer to complete a Hire of facilities Enquiry Form and read the conditions of use (see Appendix 1 and 2).
  3. Check to see if date(s) are available on the College facilities booking calendar and enter as “temporary – to be confirmed (TBC)”.
  4. The enquiry is forwarded to the CEO who shall consult with the Senior Leadership Team (SLT) before approving or declining the application.
  5. The applicant is then informed that the application has been approved or declined.
  6. If the application is successful, a hire contract is prepared and is to be signed by the College and the Hirer.
  7. A site visit is then organised with the hirer for them to collect the key(s) and alarm code. The hirer must sign the key register form on collection of key(s) and pay the hire fee plus refundable bond prior to hire date.
  8. After the hire, the key must be returned and if there is no damage, the bond is refunded to the hirer.

Terms and Conditions of Hires #

These Terms and Conditions form part of the Hire Contract.

Equipment #

  1. All Equipment to be used during the hire is subject to prior written approval from the College. If permission has not been given in writing, the Hirer will be refused the right to use that Equipment.
  2. The College reserves the right of refusal of installation of any equipment (listed or not listed) that may be requested in the booking form.
  3. All deliveries and returns of Equipment must be negotiated at the time of booking. Acceptance and return will be the responsibility of the Hirer, including during school hours. College staff are not available during or outside of normal school hours for deliveries or collections unless specifically arranged and confirmed in writing.
  4. If the College bus(es) are the subject of hire, they are to be returned in a neat and clean condition. The cost of fuel is included in the hire fee, however, re-fuelling is requested as a courtesy. Tax invoices for any refuelling costs incurred by the hirer may be submitted for reimbursement to the business office.

Access Times #

  1. The open time as nominated in the Hirer’s booking is the time the Premises will be available for access.
  2. The close time as nominated in the Hirer’s booking must be the latest time by which the Premises will be vacated.
  3. The access times must include sufficient time for any set up and cleaning and tidying.
  4. At no time during the access times should the Premises be left open and unattended.

Keys and Security Codes #

  1. Only the Responsible Persons may collect keys and security codes from the College. These persons will be responsible for them for the duration of the hire and for their return within 24 hours of the last date of hire as shown on this Contract unless alternative arrangements are negotiated. Bus keys are to remain with the Rehoboth staff driver(s).
  2. Should the keys and/or security codes issued to the Hirer be lost, the cost of replacement (including the cost of replacing locks) will be charged to the Hirer.
  3. Under no circumstances are keys to be duplicated nor should keys or security codes be passed onto third parties.
  4. It is important that the Hirer ensures all buildings have been secured and security set before leaving. Lapses in security leading to a call out by monitoring staff or a security report being made will incur charges.

First Aid and Emergency Procedures #

  1. The Hirer is responsible for providing a First Aid Kit and having an appointed First Aid person who will be responsible for this kit. College buses are equipped with First Aid Kits for use by all travellers under the direction of the Staff Driver(s) or Responsible Person.
  2. The Staff Driver(s) will indicate the location of emergency exits, emergency procedures and fire extinguishing appliances prior to the commencement of the hire.

Parking Facilities Available During Hire #

  1. Parking is permitted only in the areas described in the contract.
  2. Parking is not permitted in designated staff parking area.
  3. All perimeter gates are to be closed and locked when securing of the Premises is completed and all people have left the College grounds.

Fees and Bond #

  1. The Hirer must pay to the College for the use of the Premises and Equipment for the duration of this Contract according to the amount and terms as invoiced. Invoices will be issued before each hire. GST is added to all hire charges.
  2. As security against any damages or neglect of Equipment and Premises the Hirer must pay a bond of $500 to the College. In addition, the Hirer is required to cover the cost of any call out fees (e.g. due to alarms being activated), the replacement of locks and keys and any emergency repairs that may need to be carried out (e.g. broken windows).
  3. The bond will be refunded on the date of termination of this Contract, provided the Premises, Equipment and/or other College assets have been left in a condition that the College finds satisfactory.
  4. Payment of fees and bond are to be made to Rehoboth Christian College.

Behaviour #

The Responsible Persons must ensure that:

  1. Good order is kept, and decent behaviour is maintained by those within the Hirer’s responsibility for the duration of the hire;
  2. Sound and noise levels coming from the Premises do not reach a level where they interfere with residents of surrounding properties and do not exceed any applicable guidelines or requirements;
  3. Persons within the Hirer’s responsibility respect local residents’ right to privacy. This means that residents’ property must not be damaged, altered or trespassed upon. Where any damage does occur, it is the responsibility of the Hirer to contact the resident concerned and arrange for the items to be replaced or repaired.
  4. The Responsible Persons must ensure that no illegal activity is carried out within the Premises or anywhere on or near College grounds by persons within the Hirer’s responsibility with the Hirer’s knowledge;
  5. Should a behavioural situation arise, the Responsible Persons should contact the Facilities Manager or the Police on 131 444.

Indemnity #

  1. The Hirer indemnifies the College from and against all claims, demands, actions, suits, losses, costs and expenses arising out of, in connection with or caused by the Hirer’s use of the Premises and Equipment.
  2. The Hirer agrees to notify the College of all illness, injuries, death or damages arising out of the Hirer’s use of the Premises, Equipment or Assets within 24 hours of becoming aware of any such incident.
  3. This indemnity continues, notwithstanding the expiry of the Contract Term, and shall survive early termination of this Contract irrespective of how terminated or by whom.

Insurance #

  1. The Hirer agrees to hold public liability insurance with an insurer authorised by the Australian Prudential Regulation Authority for an amount of not less than $5 million per occurrence and to provide a Certificate of Currency to the College prior to commencement of the hire period. The Hirer agrees to keep the policy in force for the duration of the hire period and to provide an updated Certificate of Currency whenever this becomes due.
  2. The Hirer agrees to hold workers’ compensation insurance in accordance with the provisions of the Workers’ Compensation and Injury Management Act 1981 (WA) (“the WCIF Act”), including cover for common law liability for an amount of not less than $50 million per occurrence and to provide a Certificate of Currency to the College prior to commencement of the hire period. The Hirer agrees to keep the policy in force for the duration of the hire period and to provide an updated Certificate of Currency whenever this becomes due.
  3. The Hirer will not do or omit to do any act or thing or bring onto or keep anything on the Premises which might render the insurances void or voidable.
  4. If the Hirer fails to obtain the required insurances, the College may do so on behalf of the Hirer and the Hirer must pay the costs incurred by the College.
  5. The Hirer acknowledges being bound by the WCIF Act and all regulations made under it and agrees to be bound by the Conditions of Use included in this Contract.

Prohibited on College Grounds #

  1. All buildings and grounds of the College are designated non-smoking. There is to be no smoking in any part of the College grounds or buildings, in any room or in any vehicle by any person at any time.
  2. Chewing gum, bubble gum and similar are not permitted in any part of the College grounds, vehicles or buildings.
  3. Alcohol must not be brought onto, be consumed at or remain within the Premises or any College grounds or on its vehicles at any time.

Signage #

  1. No permanent signage is permitted.
  2. Any signs erected must comply with the applicable City of Canning by-laws.
  3. Signs must not block pedestrian access and must be removed at the end of each hire date.
  4. Signs must not restrict vision of moving vehicles on roads or within car parks.

Termination and Suspension #

  1. The College may suspend this Contract during any period when:
    1. any part of the Premises is urgently required to provide accommodation for students or the public as a result of an emergency or disaster; or
    2. any part of the Premises is required for the purposes of Federal, State or Local government elections or referendums.
  2. The College may terminate this Contract on one week’s notice if the Hirer significantly or repeatedly breaches any condition of this Contract (including the Conditions of Use), the Act or any regulations made under it.
  3. The Hirer may request termination of this Contract at any time by giving the College one week’s notice in writing. The College will then terminate this Contract and make any appropriate adjustment of the fees and refund of the bond. This clause does not prejudice any liability the Hirer may have arising from any prior breach of the Hirer’s obligations under this Contract or under the indemnity.
  4. If either party is aggrieved about matters of access or breach or termination of this Contract the parties will follow the procedures set down in the College’s Complaints and Grievances (Parents and Students) Policy.

General Conditions of Use #

The Hirer agrees:

  1. to use only the Premises and Equipment specified and only on the agreed dates and times in this Contract;
  2. not to interfere in any way with the operation of the College, with records, materials or equipment of the College, with its staff or students and in particular not to use any machinery or equipment other than the Equipment agreed to;
  3. not to remove the Equipment or any part of it or any other affixed property of the College from the Premises or fixed structures and to ensure that the Equipment and any other property of the College is left or returned as issued or found;
  4. to permit the College to use the bond towards meeting the costs of repair or replacement of the Premises, the Equipment, call out fees to security alarms and replacement of locks and keys in the event of loss or theft;
  5. to comply with any request by the College and with all laws and College policy concerning the use of the Premises and Equipment including, but not limited to, regulations which prohibit smoking on the Premises and laws relating to the sale and consumption of alcohol;
  6. to produce on request evidence of the Hirer’s ability and qualifications to supervise activities on the Premises and/or Equipment which may result in risk of injury;
  7. to ensure that all rubbish is removed from the Premises and vehicles;
  8. to ensure the appropriate supervision of, and accept responsibility for the behaviour of, persons using the Premises and Equipment who are within the Hirer’s responsibility;
  9. to vacate the Premises and return any College property, vehicles or other assets on or before the authorised time on the day(s) of use and to lock up and secure the Premises after each use;  
  10. not to have keys duplicated and not to pass keys or security codes onto third parties;
  11. to use only the Premises and Equipment and other assets specified in the Contract;
  12. to repair or make full restitution to the College’s satisfaction for any damages to the Premises, the Equipment or other property of the College;
  13. to cease use of the Premises or Equipment found to be unsafe and to notify the College by phone before the beginning of the next school day, and then in writing;
  14. to notify the College immediately in writing of any illness, injury or death of any person arising during use of the Premises or Equipment and to complete the College’s Incident and Hazard Report form and any other documentation that the College may require;
  15. to do nothing or allow anything to happen, whether directly or indirectly, that might bring the good name of the College into disrepute;
  16. to have read and understood this Contract and these Conditions of Use.

Appendices #

The following documents form part of this Hire of Facilities Policy and should be used in assessing and approving a hire:

Appendix 1 Hire of Facilities Enquiry Form
Appendix 2 Hire Bookings Checklist
Appendix 3 Contract

Hire of Facilities