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 1 person per 2 square metres to access the booked space (including spectators).

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

  • Where possible, it is encouraged that hirers and their participants utilise external doors that provide direct access to the area booked.

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. Parent and caregivers may attend however must maintain at least 1.5m physical distance. Parent and caregivers are considered as spectators and must be included in your overall participant count.

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.

Definitions

The following definitions have been developed for the application of this document.

Outdoor Venue: allocated defined space for outdoor sporting activities that includes natural (grass) and synthetic (court, pitch) surfaces. Examples of an ‘Outdoor Venues’ include Atwell Reserve (two ovals), Success Reserve (grass rugby pitches), Success Netball Courts (20 netball courts), Lakelands Synthetic Hockey Pitch, Beale Park (all soccer pitches).

Indoor Venue: an indoor space occupied by sporting clubs for social activities which normally is restricted by an occupancy permit. Examples of ‘Indoor Venues’ include Atwell Clubrooms, Lakelands Sporting and Hockey Facility, Santich Park Clubrooms, Beale Park Clubrooms.    

Combined Place: the collective area that may include an indoor and outdoor venue. Examples of ‘Places’ include Atwell Reserve and Clubrooms, Beale Park and Beale Park Clubrooms, Success Regional Sporting Complex (including Netball Courts, Rugby Fields and Success Regional Sports Facility).

Food Business: an organisation (club) who operates a canteen and prepares food for consumption of patrons.

Licensed Premise: an organisation (club) who has a license to sell or supply alcohol under the Liquor Control Act 1988 (WA).

Takeaway food: food served from a Food Business not consumed at the indoor or outdoor venue and/or combined place.

Usage - Outdoor Venues
  • Encourage coaches and/or leaders to implement physical distancing of 1.5 metres between participants where practicable during training and/or competition.

  • Encourage and communicate to spectators and patrons to implement physical distancing of 1.5 metres.

  • Manage participant, patron and spectator numbers to ensure that no more than 1 person per 2m2 accesses the outdoor venue at any one time.

Usage - Indoor Venues
  • Only allow 1 person per 2 square metres to access the indoor venue at once.

  • Encourage patrons implement physical distancing of 1.5m.

  • Consider access and egress points of the indoor venue to maintain physical distancing and minimise congestion.

  • Should the indoor venue be serving alcohol as a Licenced Premise and/or be operating as a Food Business they will need to complete a “Phase 4” Covid Safety Plan (Food and Licensed Venues) and supply a copy to the City for endorsement before operating under these Special Conditions. A copy of the Plan must be held on-site at the indoor venue and be available for inspection by an authorised officer.  A copy of the Plan’s Certificate must be on display in a visible location for patrons at all times.

  • Should the indoor venue not be serving alcohol as a Licensed Premise and/or be operating as a Food Business, however will be utilising the indoor venue, they will be required to complete a “Phase 4” Covid Safety Plan (Sport and Recreation) and supply a copy to the City for endorsement before operating under these Special Conditions. A copy of the Plan must be held on-site at the indoor venue and be available for inspection by an authorised officer.  A copy of the Plan’s Certificate must be on display in a visible location for patrons at all times.          

  • Should the indoor venue be serving alcohol as a Licenced Premise and/or be operating as a Food Business for food being consumed on the premise, staff or volunteers who are serving are required to complete the Australian Hotels Association and Tourism COVID-19 Hygiene Course.

  • Should the indoor venue be operating as a Food Business but food is being served from a canteen, staff or volunteers who are serving are encouraged to complete the Australian Hotels Association and Tourism COVID-19 Hygiene Course.

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 should be made available to participants at indoor and outdoor venues prior to, during and post training or competition and participants should be encouraged to utilise prior and post training or competition.

  • Ensure no sharing of water bottles and towels by participants.

  • Where applicable, encourage the use of ‘cashless’ payments for food and beverages.

  • Any Food Business is strongly encouraged to undertake the FoodSafe® Food Handler Training Program.

  • Food handlers and those involved in serving food or beverage should:

  • Wash their hands frequently when preparing foods, after going to the bathroom, after handling money, managing waste and after touching the face or hair by handwashing with soap under warm running water for 20 seconds.

  • Thoroughly dry hands and use a single use towel to reduce transfer of pathogens to the hand and subsequently to the food or equipment.

  • Avoid touching the eyes, mouth and nose.

  • Avoid touching areas that have been in direct contact with a customer and wash their hands after touching areas/items that patrons have had contact with.

Communicate the following with patrons, participants, staff and/or volunteers:

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

  • Not to attend an indoor or outdoor venue if they fell unwell and to seek medical advice.

  •  Undertake contact only where necessary (as required by the sport).

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

  • Come ready to train or compete, 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 at home.

  • 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 as they are included in the overall patron count of the indoor or outdoor venue.

Education
  • Maintain a copy on premises of the relevant endorsed Covid Safety Plan(s) to be available for inspection by an authorised officer.

  • ​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 a copy of the relevant Covid Safety Plan Certificate(s) in a visible location for patrons accessing the indoor or outdoor venue.

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

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

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.
Prior to recommencement your National or State Sporting Association must have either:

  • Developed detailed guidelines on how activities should resume which are available for viewing on their respective website.

  • 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 – Community Facility 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 10 May that Community Centres could re-open from 18 May under Phase 2 restrictions. Following this, the Premier announced on Friday 29 May that Community Centres could operate under Phase 3 restrictions from Saturday 6 June 2020. As a result, the City has been contacting existing hirers from Thursday, 4 June to re-confirm bookings that were placed on hold due to various restrictions. The City is working through over 150 individual groups with bookings in date order across 14 community centres.

When can we start back at the community centres?

Activities can commence after being 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 Community Facility - 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.

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.

How long do I have to keep the participant register?

Current State Government legislation outlines that they must be kept for 28 days after the State Government revokes the State of Emergency. As such, the City advises to hold on to participant registers in a safe and secure location and the City will advise when the registers can be deleted.

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) with an appropriate disinfectant on top of your usual cleaning requirements.

Why do I have to complete a cleaning register?

This is an action identified in the COVID Safety Plan to manage possible risks. The City will provide cleaning registers in each venue within the Kitchen area and this must be completed at the conclusion of your hire

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 food be consumed at the facility?

Yes. State Government advice is their currently is no evidence that COVID-19 is transmitted through food or prepared food products; and there is a low likelihood of catching COVID-19 from food packaging that has been moved, travelled and exposed to different conditions and temperatures.

However, the City recommends that food is consumed while seated, buffets are discouraged and if where there may be high traffic areas of people gathering food, that these are considered as ‘Frequently Touched Surfaces’ and as a result are cleaned and disinfected appropriately.

Can parents watch their children during class?

The State Government is still encouraging to adopt a ‘get in and get out’ philosophy. Discourage spectators unless required (i.e. parent, carer). These people are included in the overall person count for the booked space. 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?

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?

Up until 30 June 2020 the City is not charging existing Regular Hirers with existing bookings for usage. Any additional bookings, the City will charge fees for, unless the reason is to accommodate State Government restrictions.

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 Phase 4 in the WA Roadmap to Recovery.

Frequently Asked Questions – Sporting Clubs

When can we undertake contact training or training under State Government Phase 3 restrictions?

Contact training can be undertaken at the City’s sports grounds from Saturday 6 June 2020 subject to the sporting club organising the activities:

What can we have access to?

Clubs will be permitted access to the grounds they have booked and all facilities/amenities subject to completing and returning to the City:

Should your club not wish to utilise the clubrooms/facilities; they are not required to complete a Phase 3 COVID Safety Plan Food and Licensed Premises.

There is a lot of documentation to be completed; do we need to do it all at once?

No. Should clubs wish to focus on outdoor training activities in the immediate future, it is recommended they complete a Phase 3 COVID Safety Plan Sport and Recreation for the outdoor venue and seek endorsement from the City.

If clubs wish to utilise clubrooms/facilities at a later date, they can submit a Phase 3 COVID Safety Plan Food and Licensed Premises for approval prior to re-activating that aspect of the club.

When can we access the Active Reserves?

From the 18th of May clubs that have a booking with the City were able access their grounds subject to them signing and returning the City’s COVID-19 Special Conditions of Hire (under Phase 2), providing a layout map that identifies training zones at their confirmed venue. Clubs who were granted access under these Special Conditions can continue to do so under those Special Conditions. Clubs who wish to operate under the revised Special Conditions (Phase 3) may do so following the development and endorsement of a Phase 3 COVID Safety Plan Sport and Recreation and returning a signed copy of the City’s Special Conditions of Usage – COVID 19 Phase 3.

The restrictions are based on up to 100/300 people, does that include volunteers/coaches leading the group?

Instructors, trainers, coaches and general venue staff are not included in the 100/300 patron count.

Players, customers, participants, parents or children at the venue or spectators are included in the 100/300 patron count.

Can we have more than one group training/competing at the same time at the same outdoor venue?

Yes. The City is supportive of clubs setting up and managing spaces that are guided by having 2m2 per person and ensuring that no more than 100 people access that space. Should the outdoor venue allow, multiple spaces will be approved with a total of 300 people at the venue at once.

Clubs must identify adequate space between training/competition spaces within their layout plan to ensure contact is minimised between groups, they can safely access and egress their space, and/or allows sufficient room to clean and disinfect shared equipment between groups.

As we have an indoor and outdoor venue, can we have more than 300 people?

No, the indoor and outdoor venue is considered as one ‘combined place’. As a result, clubs are required to manage numbers whereby people will be using both the indoor and outdoor venue. This needs to be identified in the relevant COVID Safety Plans developed by the club and endorsed by the City.

Is there a way of having more people at our venue?

Exemptions can be applied for. Please contact the City in the first instance to discuss this as the City would need to apply to the WA Chief Health Officer to have the exemption granted.

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

A minimum of a ten minute gap is suggested between groups using the same space for training/competition. This allows one group to move away from the area prior to the following group commencing.

Can we train on weekends?
Yes, training on weekends is permitted.
Training and competition days may be managed differently (more spectators and fewer participants on the field); how does the City propose Clubs identify the different areas on the layout plan?

The City understands different participant age groups and/or competitions may lead to a difference in areas for the 100/300 rule. As a result, the City suggests Clubs submit additional layout plans (as required) to explain how they will manage the space.

Why do we need State or National Sporting Association permission?

Given the specific nature of individual sports, State and National Sporting Associations need to provide permission to commence certain activities within current government restrictions based on the sport’s current insurance policies.

Our Sporting Ground does not have external toilets, how do we manage that?

Some facilities do not have external store rooms or external toilets.  For these facilities clubs are permitted to get internal access (prior to developing a COVID Safety Plan for the indoor venue), 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?

Yes, once a COVID Safety Plan for the indoor venue has been completed and endorsed by the City.

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 be required to cover the cost of the cleaners.
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.

Must we use the COVID Safety Plan templates?

Yes. This is a requirement by State Government that the indoor/outdoor venue complete the relevant COVID Safety Plan (ie. Sport and Recreation or Food and Licensed Premises). The COVID Safety Plan Certificate must be located in a prominent position visible for patrons and a copy of the COVID Safety Plan must be available for inspection by an Authorised Officer when required.

Why do I have to complete two COVID Safety Plans for the same place?

You have to complete two separate plans should you be operating:

  1. Sporting Activities; and

  2. Food Business and/or Licensed Premises

As the nature of these activities is quite different, there is varying legislation and directions in place that each specific COVID Safety Plan templates allow for.

The COVID Safety Plan templates are restrictive; can I use a different template?

The templates have been provided by the State Government and must be used. Should you need to add further information, the City suggests attaching separate pages to the COVID Safety Plan to explain answers to each item/question.

Why do we have to do these logs and registers?

Clubs can use their own log and register templates. Templates have been provided to assist 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.

Who will be checking the registers and logs are completed?

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

How long do I need to keep a participant log for?

Participant logs must be retained for 28 days after the day on which revocation of the State of Emergency has effect.

Why do we need to complete the AHA Hospitality & Tourism COVID-19 Hygiene Course?

People serving in food businesses and licensed premised under the Liquor Control Act, must complete the training course. This is a mandatory requirement by the State Government.

Why is ‘get in and get out’ encouraged?
The contraction and transmission of COVID-19 is still a risk in the community. As such, it is recommended that participants ‘get in and get out’ to reduce the risk, while also reducing the cleaning requirements on the club.

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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Spearwood 6163

PO Box 1215, Bibra Lake DC,
Western Australia, 6965

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Cockburn Nyungar moort Beeliar boodja-k kaadadjiny. Koora, yeyi, benang baalap nidja boodja-k kaaradjiny.
Ngalak kaadatj dayin boodja, kep wer malayin. Ngalak kaadatj koora koora wer yeyi ngalang birdiya.

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We acknowledge a continuing connection to land, waters and culture and pay our respects to the Elders, past, present and emerging.