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Special Committees - Maintenance

As a general principle, Council will take responsibility for all major works, and these works will be subject to prioritisation with Council’s wider building program and available budget.

The committee is responsible for day-to-day cleaning, maintenance and replacement of consumable items. It is also responsible for regular inspection of items and ensuring that any defects are reported to Council and logged via the Lodge a service request button on Council’s website. The committee’s instrument of delegation (Appendix 1 – Maintenance Responsibility) describes this shared responsibility in detail.

Emergency repairs, as defined in the instrument of delegation (Schedule 3 – Definitions), can be completed by the committee immediately if the Council contact officer is not available (such as outside of business hours).

Council's role

Council will assess the needs of all Council buildings, and then prioritises and programs works for which it is responsible. With limited funds available for maintenance, repair and replacement programs, priorities will be set across Council’s entire building portfolio. Committee funds may be used to complete works if required.

Council also recognises that from time to time the committee may not be able to fulfil its responsibilities due to a shortage of funds or limited expertise or capability. In these instances Council will consider additional support in order to preserve the condition and integrity of Council’s asset.

All works over $500 or requiring a statutory certification of completion must be approved by Council prior to works commencing, except in case of an emergency.

Council will not arrange or pay for repair, servicing, inspection, maintenance or replacement of fittings, fixtures, equipment or appliances installed by the committee or for any unauthorised works.

Making a request

If maintenance is required, and it is Council’s responsibility, requests should be made via the Lodge a Service Request button on the home page of Council’s website.

Essential safety measures

A buildings’ occupancy permit, or the Building Code of Australia, will specify the essential safety measures required for the building (fire mains, exit doors, etc) and the maintenance required for those services. Council is responsible for this maintenance.

Keys

Council will issue keys to office bearers. Office bearers are personally responsible for their key and the cost of its replacement if lost. Keys must be returned it to Council when a member leaves the committee.

Each committee is also issued one key to be provided for use by hirers.

Committees are not permitted to copy keys. Requests for additional keys will be considered by the committee Council contact officer. Costs may be passed onto the committee if security is compromised and the locks need to be changed.

Vandalism or other damage

All incidents of vandalism or willful damage to the facility should be reported immediately to Council via the Lodge a Service Request button on the home page of Council’s website.

Emergency repairs, as defined in the instrument of delegation (Schedule 3 – Definitions), can be completed by the committee immediately if the Council contact officer is not available (such as outside of business hours).

Damage by hirers

The instrument of delegation (Appendix 1 – Maintenance Responsibility) discusses normal wear and tear related to the use of the building. Damage caused by hirers is the responsibility of the committee and should be funded from the security bond charged to hirers.

If the security of the facility is compromised, such as a broken window or door, or there is major damage to a facility the committee should notify the Council contact officer.

Emergency repairs, as defined in the instrument of delegation (Schedule 3 – Definitions), can be completed by the committee immediately if the Council contact officer is not available (such as outside of business hours).

The hire agreement should include a statement that the committee and Council have no liability for any loss of or damage to the facilities, any property owned or possessed by Council and situated in the facility, and any person on the premises, from whatever cause.

A bond can be kept by the committee to cover the cost of repairs. Repairs must be completed by an approved Council contractor.

Hirers are not permitted to fix items to walls, ceilings, floors or any painted surfaces. The use of tape, blue tack, glue, screws, nails or staples is forbidden without the prior permission of the committee.

It is a good idea to take photos of the facility before major events to monitor damage, or walk through the facility with the hirer before the event.

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