Special Conditions of Hire

Fees and Charges:

Community Facilities

To support community groups and small business get back on their feet, the City will not be charging existing regular hirers in the community for hall hire or storage (if applicable) from 25 May to 30 June 2020 for re-confirmed bookings by the City. Charges will apply from 1 July 2020 as per the current fees and charges schedule. Fees will not increase in the 2020/21 financial year.

Sporting Clubs

As it has not been clear on the resumption of the 2020 Winter Season (1 April to 18 September) for sporting clubs, the City will not  be charging existing clubs fees for ground hire, clubroom and kitchen, and toilet and changeroom access for the 2020 Winter Season. Sporting Clubs will be charged for sports floodlighting usage as per regular fees and charges.

Regular Hire – Community Facilities Special Conditions of Usage (COVID-19)

To mitigate the risks of contracting and spreading COVID-19, all regular hirers using the City’s Community Facilities must conduct their activities within the following Special Conditions in addition to the City of Cockburn’s Terms and Conditions of Hire until otherwise advised.

Usage
  • Until further advised, only allow one group of 20 or less at a time (including leader) to participate in non-contact activities.

  • Should the hireable space be less than 80m2 in total, only allow 1 person per 4 square metres to access the hireable space.

  • Ensure physical distancing is implemented of 1.5 metres between participants.

  • Maintain and keep a Participant Log for each group session (date and time) that includes the participant full name, phone number, email address and home address. A copy of the Log must be sent to the City within 48 hours of your hire. The Log will not be used for marketing purposes, rather it will assist relevant authorities should participants need to be contacted if it was possible they have come in contact with someone who has COVID-19.

  • Playgrounds cannot be used by any groups at any time until further advised.
Cleaning
  • Adopt the City’s Cleaning Protocol for Frequently Touched Surfaces & Equipment and complete the cleaning log as provided by the City.

  • Active Recreation groups are required to adopt the abovementioned cleaning protocol for shared equipment; Active Recreation groups are strongly discouraged from sharing equipment.

  • General surfaces and fittings must be cleaned in the hired area when they are visibly soiled and immediately after any spillage

Hygiene
  • Hand sanitiser must be made available to participants prior to, during and post session and participants should be encouraged to utilise prior and post group session.
  • Ensure no sharing of water bottles, towels and/or mats by participants.
  • Minimal sharing of equipment is encouraged. Participants are encouraged to bring their own equipment where possible.
  • Communicate the following to participants: 

The signs and symptoms of COVID-19 (poster supplied by the City).
a. Not to attend the session if they feel unwell and to seek medical advice.
b. No physical contact.
c. Where applicable, come ready to participate as participants are encouraged not to use the City’s toilets to change. Participants should have a ‘get in and get out’ attitude.
d. Participants where possible should be encouraged to have a full body shower with soap prior to and after the session.
e. Spectators should not be encouraged. Parent and caregivers may attend however must maintain at least 1.5m physical distance. Parent and caregivers should be encouraged to both ‘drop off and pick up’ or stay in their car during the session.

Education
  • Maintain a copy of the City’s provided COVID-19 Safety Plan.

  • Communicate and encourage the appropriate behaviours to participants.

Incident Response
  • If a person is showing serious symptoms of COVID-19 (eg difficulty breathing) contact 000 for urgent medical attention.

  • Any member who appears unwell should be requested to leave or to isolate from the group. That person should contact the COVID-19 Hotline 24/7 on 1800 020 080. If they are under 18, request the parent or caregiver contact the COVID-19 Hotline 24/7.

  • Ensure the person has safe transport home and/or to a location they can isolate, or a medical facility for testing.

  • Close off the affected areas and do not let others use or enter them.

  • If you are aware that someone in your group has been in contact with other participants and has had a case of COVID-19:

a. Ring the COVID-19 Hotline 24/7 – 1800 020 080.
b.. Contact the City immediately for advice on progressing activities.

Industry Advice or Guidance

The City of Cockburn’s Special Conditions of Usage supersede other Industry Advice or Guidance; however should the other Industry Advice or Guidance take a more risk averse approach to any of the above, the Industry Advice or Guidance should be implemented.

Sports Club Bookings - Special Conditions of Usage (COVID-19) 

To mitigate the risks of contracting and spreading COVID-19, all sport and recreation clubs using the City’s Sports Grounds must conduct their activities within the following Special Conditions in addition to the City of Cockburn’s Sports Ground Conditions of Hire until otherwise advised.

Usage
  • All training must be non-contact.

  • Implement a training zone for 20 people or less (including coach/leader) to be used at one time. Each training zone should allow 4sqm per person (minimum of 80m2).

  • Implement a clearance zone between groups to prevent one group encroaching on another group.

  • Acceptable training zones include:

i. Two groups of 20 people or less on one full size outdoor AFL Oval or grassed rectangular pitch sport.
ii. One group of 20 people per less on one full size outdoor Diamond, Netball, Basketball or Tennis Court.
iii. Where Netball, Basketball or Tennis Courts are concerned, there should be one full court between groups.

  • As part of the return of this signed document, supply a layout map of your proposed training zones and clear information on how participants will access and egress their zone to not interact with other participants.

  • Implement at least a 10 min gap between training groups and consider staggering times to minimise contact between groups.

  • Maintain and keep participant log for each training session (date and time) that includes the participant full name, phone number, email address and home address.

  • Do not mix training groups.

  • Ensure coaches and/or leaders implement physical distancing of 1.5 metres between participants.

  • Access only toilets and storerooms within the facility they are normally granted.

Cleaning
  • Adopt the City’s cleaning protocol for Frequently Touched Surfaces for the toilets and storeroom and keep a cleaning log as guided by the template provided by the City.

  • Adopt the City’s cleaning protocol for Managing Cleaning Equipment, Products and PPE.

  • Adopt the City’s cleaning protocol for shared equipment and keep a cleaning log as guided by the template provided by the City.

  • General surfaces and fittings still must be cleaned in the toilets and storeroom when they are visibly soiled, immediately after any spillage and should be cleaned at least weekly.

Hygiene
  • Hand sanitiser must be made available to participants prior to, during and post training and participants should be encouraged to utilise prior and post training.

b. Ensure no sharing of water bottles and towels by participants.
c. Communicate the following with participants:

  • The City of Cockburn Covid-19 Coronavirus Poster (poster supplied by email)

  • Not to attend training if they fell unwell and to seek medical advice.

  • No contact – this includes but is not limited to high fives, hugs etc

  • Spitting and clearing of nasal or respiratory secretions is strongly discouraged.

  • Come ready to train as no changerooms are available. Participants should have a ‘get in and get out’ attitude.

  • Participants where possible should be encouraged to have a full body shower with soap prior to and after the training session.

  • Spectators should not be encouraged. Parent and caregivers may attend however must maintain at least 1.5m physical distance. Parent and caregivers should be encouraged to either ‘drop off and pick up’ or stay in their car during the training session.

Education
  • Maintain a copy on premises in a visible location of the City’s provided COVID Safety Plan.

  • Encourage the Australian Government’s COVID-19 Infection Control Training to all coaches, group leaders and those in a first aid role within the club.

  • Display the City of Cockburn Covid-19 Coronavirus Poster in prominent positions of accessible areas (toilets and storerooms)

Incident Response
  • If you are aware that someone in your club who has been in contact with other participants has had a case of COVID-19 ring the COVID-19 Hotline 24/7 on 1800 020 080.

  • If a person is showing serious symptoms of COVID-19 (ie difficulty breathing) contact 000 for urgent medical attention.

  • Any member who appears unwell should be requested to leave or to isolate from the group and have that person contact the COVID-19 Hotline 24/7 on 1800 020 080. If they are under 18, request the parent or caregiver contact the COVID-19 Hotline 24/7.

  • Ensure the person has safe transport home and/or to a location they can isolate, or a medical facility for testing.

  • Close off the affected areas and do not let others use or enter them.

  • Contact the City for advice on progressing activities in the affected area.

National or State Sporting Association
  • Fees and ChargesPrior to recommencement your National or State Sporting Association must have either:

i. Developed detailed guidelines on how activities should resume which are available for
viewing on their respective website.
ii. Provide written correspondence (email or letter) directly to your club or association
authorising recommencement of activities.

  • The City of Cockburn’s Special Conditions of Usage supersede National or State Sporting Association guidance; however should the National or State Sporting Association guidance take a more risk averse approach to any of the above, the National or State Sporting Association guidance should be implemented.

Frequently Asked Questions – Regular Hire

There is a lot of information out there regarding the reopening of facilities. What is correct and where is the City basing their decisions on with their re-opening structure?

The Premier announced on Sunday 10th May that Community Centres could re-open from Monday 18th May. However, the City needs at least two weeks to implement procedures, protocols and maintenance activities to ensure a safe environment can be achieved for all patrons in line with State Government guidelines. As such, the City will re-confirm bookings with existing hirers from 18th May for them to commence activities from Monday 25th May.

When can we start back at the community centres?

Activities can recommence from 25th May, however due to the current restrictions your booking will be re-confirmed by our Bookings Team. There may be amended times and duration to accommodate the current restrictions in place.

You must also read, sign and return the Regular Hire - Special Conditions of Usage before you are granted access to the facility; this is part of the COVID-19 Safety Plan for the Community Centre.

Can we have more than 20 people in our group?

No. State Government guidelines state that no more than 20 people are allowed to participate in activities indoors at one time.

State Government guidelines and directions state that if there are multiple areas, it’s possible to have 20 people in each area. Why do we need to only have 20 people per facility?

There are two key reasons. Firstly, this applies for different types of use in each of those areas (e.g. swimming pool and basketball court). Secondly, the community centres for hire are not staffed, therefore access cannot be managed and the City deemed this too high of a risk for users.

Why do I have to complete a participant register?

It is a requirement under legislation that contact details of patrons will be collected, maintained and kept available for inspection. Should there be an unfortunate situation of a person contracting COVID-19, all participants can be contacted by relevant health authorities.

What if I don’t want to complete the participant register?

It is a requirement under legislation and the Special Conditions of Hire. Should the City request a copy and it is not presented, the City may cancel your future bookings and remove access from the facility.

Why do I have to clean?

This is to ensure user safety by minimising the contracting and transmission of COVID-19. The City is requesting that after use, you wipe down frequently touched surfaces (light switches, kitchen taps, table tops, chairs and door handles etc) with an appropriate disinfectant on top of your usual cleaning requirements.

What will happen if I don’t clean?

The City will first investigate the matter. Should it be found if the venue has not been cleaned, the City may cancel your future bookings and remove access from the facility.

Will cleaning equipment be provided by the City?

The City will provide the standard cleaning equipment already provided at each facility. Each hirer will be required to provide their own cleaning products and disinfectants to clean frequently touched surfaces and equipment. Please see Cleaning Protocol – Frequently Touched Surfaces & Equipment for further reference. Each hirer is also required to provide hand sanitizer for all participants.

Can parents watch their children during class?

The State Government is encouraging to adopt a ‘get in and get out’ philosophy, discouraging spectators unless required (i.e. parent, carer). These people must be included in your 20 person count. It is advised they wait outside and practice physical distancing or wait in their car.

What if attend the facility and another hirer is still using the facility and it is my booking time?

Please do not enter the room and contact the Community Facility Booking Office during business hours on 9411 3444 or 1300 CO SAFE after hours.
The City has amended booking times to allow for a buffer window between groups. It is extremely important groups adhere to the times allocated to them.

Is Co-Safe still available if needed to access the facility?

Yes, Co-Safe is still operating and if you require assistance you can call the Co-Safe number. Please note; all call-out fees will be charged to the hirer. Fees will not be charged if there is an emergency or there is a conflict with booking times.

Is the City charging for usage?

No. Up until 30th June 2020 the City is not charging existing hirers with existing bookings for usage. Any additional bookings, the City will charge fees for, unless the reason is to accommodate State Government restrictions.

Frequently Asked Questions – Sporting Clubs

What can we have access to?

Clubs will be permitted access to the grounds they have booked, floodlights, external storerooms and external toilets.

Some facilities do not have external store rooms or external toilets. For these facilities club are permitted to get internal access however it should only be for the purposes of going to the store room or toilet.

Although access to storerooms and toilets is permitted the City strongly advises Clubs to try and avoid it to prevent having to clean them.

When can we access the Active Reserves?

From the 18th of May clubs that have a booking with the City can access their grounds subject to them signing and returning the City’s COVID-19 Special Conditions of Hire, providing a layout map that identifies training zones at their confirmed venue. Clubs can only access their venue for activities once a confirmation has been received that approves their layout plan and they have been issued with a COVID Safety Plan.

The restrictions are based on up to 20 people, does that include volunteers/coaches leading the group?

Yes, all coaches are to be included in the 20 person limit until further advice is received

Can we have more than one group training at the same time on separate ovals?

Yes. The City is supportive of clubs setting up and managing zones that are guided by the following:

  • Two groups per full size outdoor AFL Oval

  • Two Groups per full size outdoor Rectangular Pitch

  • One group every two outdoor courts (allowing one court between groups)

Clubs must identify adequate space between zones within their layout plan and ensure group participants do not interact and can safely leave their zone upon the commencement of the training session.

What time frame do we need to allow for between groups?

A ten minute gap is required between groups using the same zone for training. This allows one team to move away from the area prior to the following group commencing.

Our Active Reserve does not have external toilets, how do we manage that?

Some facilities do not have external store rooms or external toilets. For these facilities club are permitted to get internal access however it should only be for the purposes of going to the store room or toilet. Should there be Frequently Touched Surfaces on the path to these toilets, it is recommended that these areas are cleaned and disinfected frequently.

Can we have committee meetings inside clubrooms if it’s less than 20 people?

Clubroom access is not permitted at this time.

Will the City be providing us with cleaning equipment to clean facilities?

No, clubs will be required to provide their own cleaning equipment.

Can we engage a cleaning contractor to clean for us? Is there funding for that?

Yes, you can as long as they meet the protocols developed by the City. Clubs will bear the cost of the cleaners. Costs associated with professional cleaners cannot be claimed via the City’s Sports Club COVID-19 Support Grant.

Will the Club have to provide hand sanitiser to participants?

Yes. It is important that hand sanitiser is available and given to members prior to and after training. Hand sanitiser should also be readily available for groups during training.

Can we share equipment and how do we manage that?

Shared equipment is not encouraged but where it is required, it must be cleaned and disinfected after training. Equipment should not be shared among groups unless it has been cleaned and disinfected appropriately. Please review the City’s cleaning protocol.

Will we be granted access to clean equipment initially before training starts again?

Clubs will be allowed back to get their equipment from 8am Monday 18th of May. Equipment should be stored in designated external storage areas.

Why do we have to do these templates?

To help clubs manage facilities and ensure they are mitigating the risk of contracting and spreading COVID-19. The intent is to provide the safest possible environment for club members to participate in sport and recreation activities. Furthermore, these measures must be implemented as they have been identified within the venues COVID Safety Plan

Who will be checking all these templates are completed?

The City of Cockburn Staff will check the templates. They may be requested by email or checked on-site.

Can we train on weekends?
Yes, training on weekends is permitted.
Can we book a ground which was not included in our original application?
Yes, there are number of active reserves which were not booked. Please complete the COVID-19 Booking Application Form to hire an additional reserve.
Will we be charged for ground hire this season?

No. The City, as part of its overall recovery package to the community, will not be charging ground hire, clubroom and kitchen/kiosk or toilet and change room fees for the winter 2020 season given the impact COVID-19 has had on clubs and the winter season. Clubs will be responsible to pay for usage of lights in line with the current fee schedule and processes.

How long will this be in place for?

These measures will be in place until the City advises otherwise. Please note: further restrictions may come into place depending on the situation at the time. However, the intent is that restrictions will continue to relax should the State Government suggest proceeding to Stage 3 in the Roadmap to Recovery

More Information and Contact

Please contact the Recreation Services Department for more information on 08 9411 3444 or at customer@cockburn.wa.gov.au

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