Community Meeting Rooms and Kitchen Conditions of Hire

Application to Use Meeting Rooms

Each application for use of the rooms must be made by: 

The applicant must be 18 years or over. All applicants will be known as the ‘Hirer’. Bookings need to be made with at least one week notice.  A booking shall only be considered confirmed once the Hirer is notified.   

Access to buildings 

Most meeting rooms are available for booking from 7am until late evening, Monday to Sunday. 

The Traralgon Community Meeting Room, located within the Traralgon Library, is available from 8.30am to 5.15pm Monday to Friday and Saturday from 9am to 12noon. 

A swipe card will be issued to access meeting rooms after hours. All Hirers are required to have a mobile phone on site after hours in case of any emergency.  

Phone 1300 367 700 or email commbook@latrobe.vic.gov.au to arrange a time to complete the induction and collect a security swipe card. 

All swipe cards must be returned within 24 hours following the completion of the meeting room and/or Community Kitchen booking. Swipe cards can also be placed in the Library’s after hours return chute at each location at the completion of the booking.  

Fees and charges 

The booking of the meeting rooms is free of charge for community and non-profit use. Rates apply for commercial organisations as per the current Latrobe City Council fees and charges. 

Commercial: 

  • Per hour $35.00 
  • 5 hours or more/full day $169.00* 

*If Moe Library and Service Centre Meeting Room 4 and Meeting Room 5 are booked together to create one large meeting space, the one fee of $169.00 will still apply.  

For commercial bookings, fees must be paid on the day, or an invoice will be forwarded to the Hirer.  Fees are subject to annual review by Council, and new fees may apply from 1 July each financial year.  

Application to Use Community Kitchen (Moe Library and Service Centre Only) 

The Community Kitchen is available for booking by individuals, community groups, non-profit organisations and commercial bookings. Bookings will only be accepted by: 

  • submitting the online Community Meeting Room Request
  • email  commbook@latrobe.vic.gov.au 
  • in person at the Moe Service Centre to check availability and tentatively book.  

Fees and charges 

The community kitchen is free of charge for community and non-profit use. Rates apply for commercial organisations. 
 
Commercial: 

  • Per hour $35.00 
  • 5 hours or more/full day $169.00* 

Should a cleaner be required to be arranged to clean up following the use of the kitchen, the individual Hirer or group will be invoiced by Latrobe City Council the recovery cost of the contracted cleaning fees at a minimum of two hours.  

Food safety 

Any groups or individuals using the kitchen will need to be registered with Council’s Health Services team if the food that is being prepared in the community kitchen is to be sold. A Food Safety Supervisor is not required, however basic certification for food handling is recommended. Free online food safety training for community groups can be found here: https://dofoodsafely.health.vic.gov.au/index.php/en/  

The registration application and further information for community groups using the kitchen can be obtained from Council’s Health Services team. 

If the Hirer of the kitchen is planning a community group food fundraiser, they will need to know what to do.  

Cooking Classes do not require registration or Food Safety Supervisor requirements pursuant to the Food Act 1984, however basic certification for food handling is recommended. 

Commercial businesses using the Community Kitchen for their manufacturing/food production must ensure they hold Food Act registration. Please note that caterers attending private functions are exempt from notifying Council of the event however all caterers must hold current Food Act registration with their Council.  

Tea and coffee making facilities 

Traralgon Library and Service Centre - located in the kitchenette of the Traralgon Community Meeting Room and Macfarlane Burnet Meeting Room.  

Moe Library and Service Centre - located in the breakout area within the foyer space for Hirers of the meeting rooms.    

Alcohol 

Latrobe City Council is committed to providing a safe and healthy workplace and takes all reasonable and practicable steps to protect the health and safety of employees, contractors and visitors in the workplace. 

Latrobe City Council employees, contractors or visitors must not consume alcohol anywhere in the workplace.  Request for exemption must be made in writing at least three weeks prior to any event at which alcohol will be available for consideration for approval by General Manager or Chief Executive Officer. Where appropriate, liquor licences must be obtained by hirers for the serving of alcohol.  

Cancellation of bookings 

Meeting rooms and community kitchen 

By Council 

Council reserves the right to cancel any booking with 72 hours’ notice to the Hirer. Should it be necessary for Council to cancel any bookings, any fees paid in respect thereof will be refunded. 

By Hirer 

Should the Hirer cancel a booking, Council will not be liable to refund the fees paid unless notified at least 72 hours prior to the scheduled booking. 

Cleaning and hirer responsibilities 

At the close of activities, the Hirer must leave the meeting room or community kitchen in a clean and tidy condition, including; 

Return all chairs and tables into the original position in which they were found. No chairs, tables or other furniture or fittings shall be removed from the meeting rooms without prior approval of Latrobe City Council.           

All decorative material and any broken materials shall be removed. Any spillage must be cleaned up; and rubbish or any other substances must be removed from tables, chairs, walls or floors and must be placed in the bins provided. 

Kitchen - All surfaces are to be cleaned and all cooking items, including crockery, pots, pans and utensils are to be cleaned, dried and put away. 

Should additional cleaning be required to the meeting room facilities, other than that which is normally expected to be carried out by Council’s cleaning contractor, the Hirer will be expected to pay the recovery cost of the contracted cleaning fees at a minimum of two hours.  

Alterations or damage to property 

The Hirer shall be responsible for the full cost of repairing all damage to the building, fixtures, fittings and contents (fair wear and tear accepted) incurred during the use of the room.  

The floors, walls, curtains or any other part of the building or any fittings or furniture, shall not be broken, pierced by nails or screws or in any way damaged.  

No notices, signs, advertisements or fittings of any kind shall be erected in the building or attached or affixed to the walls, doors or any other portion of the building’s fittings or furniture without prior consent. If consent is granted, such notices, signs etc. shall be removed from the building on termination of the hiring.  

Refusal to Hire 

Latrobe City Council reserves the right to refuse the hire of any room based on: 

  • any prior damage caused to Latrobe City Council assets; or 
  • a prior history of unreasonable conduct. 

Unreasonable conduct 

Latrobe City Council is responsible for the peace, order and good government of the municipality. It is committed to ensuring that services and facilities provided by Council are accessible and equitable and that its resources are used efficiently and effectively. 

Hirers of Latrobe City Council facilities will be managed in accordance with Council’s Customer Behaviour Policy. 

Obstruction 

The Hirer shall comply in every respect with regulations under the Health Acts with regard to public buildings for the prevention of overcrowding and obstruction of corridors or any other part of the building. Any person causing an offence against such regulations shall be removed from the building. 

Building security 

Neither Latrobe City Council, nor its officers shall be liable for any theft, loss or damage sustained by the Hirer or their guests 

The Hirer is responsible for ensuring the building has been secured at the completion of the booking: 

  • switch off all internal lights; 
  • switch of all electrical equipment; 
  • secure all doors and windows before leaving the premises. 

Insurance 

The Hirer shall not do or neglect to do or permit to be done or permit to be left undone anything which will affect the Council’s insurance policy or policies relative to fire or public risk in connection with the Service Centres and Library’s Meeting Rooms; and the Hirer hereby agrees to indemnify the Council to the extent that such policies are affected through any such act of commission or omission. 

The Public Liability Policy shall cover such risks and be subject only to such conditions and exclusions as are approved by the Council and shall extend to cover the Council in respect to claims for personal injury or property damage arising out of the negligence of the Hirer. 

Smoke-free environment 

Council is committed to providing and maintaining a safe and healthy workplace therefore all Latrobe City workplaces, including vehicles, offices, depots, early learning and care centres, maternal and child health centres, libraries and recreation/leisure facilities are to operate as a Smoke Free Environment as per the Smoking in the Workplace Policy. 

Smoking is not permitted within a minimum distance of 20 metres from an opening window, air circulation vent or doorway of a council building. 

Disputes 

In the event of any dispute or difference arising as to the interpretation of these conditions, or any matter or thing contained therein, the decision of the Manager Active Communities & Partnerships shall be final and conclusive. 

Related Documents 

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