Community facilities lease, licence and seasonal agreements

Council has a standard Community Facilities lease and licence agreement, which is offered to a variety of Not for Profit community organisations that provide a service to the Maroondah Community.

This page provides required schedules, policies and forms to maintain these agreements as well as providing a Tenant’s explanatory guide.

Maintenance schedule for facilities

Community organisations who occupy Council facilities under a lease or licence agreement are required to operate to a standard maintenance agreement schedule. 

This maintenance schedule outlines the responsibilities of the tenant and Council. 

Maintenance Schedule(PDF, 439KB)

Maintenance Schedule(DOCX, 82KB)

Key Policy

The Key Policy is designed to maintain the security of Council buildings by ensuring that the person who accepts a Council key understands their responsibilities. 

Key Policy(PDF, 130KB)

Key Policy(DOC, 92KB)

Request to carry out alterations

By submitting this form an organisation leasing a Council community facility  can ensure that all work on the premises is done with Council’s prior knowledge and approval. 

Process for a Tenant to carry out any alterations or works(PDF, 70KB)

Process for a Tenant to carry out any alterations or works(DOC, 34KB)

Community facilities lease - Annual Requirement Form

Community organisations who have a lease or licence on a facility have a number of mandatory reporting obligations, which are required to be provided to Council 1 November - 1 February annually.

The Annual Requirement form outlines the information required to be provided to Council to fulfil these lease or licence reporting obligations.

Annual Requirement Form(PDF, 115KB)

Annual Requirement Form(DOCX, 430KB)

For tenants authorised to hire out Council facilities

Council’s seasonal and community facility occupancy agreements enable the occupier to hire the facility to local community organisations, groups and individuals during their allocated hours of use. 

A Guide to tenant obligations

Community Facilities Leases and Licences - Tenants Guide(PDF, 358KB)

Community Facilities Hire Policy

The Community Facilities Hire policy is in place to ensure that a consistent agreement is in place for the hire of Council facilities. 

See Community Facilities Hire Policy

Tenants authorised to hire out Council facilities must to use the Hire Agreement Proforma to ensure consistency of basic terms and conditions of hire across Council facilities.

Certification process

Tenants on a seasonal or lease agreement with Council can only sublet their facility if they have completed Council's Community Facilities Hire certification process.  

Groups receive certification by having the following:

  • nominated bookings officer who is required to undertake biannual training
  • approved emergency processes
  • approved booking documentation and processes.

Hire agreement proforma

Council has developed a hire agreement proforma, which organisations must use to form their hire agreement documentation and add information and conditions of hire specific to the venue.

An applicant needs to meet the following to use a facility:

  • Facility requirements
  • Council requirements
  • Relevant terms, conditions and legislation. 

See the Community Facilities Hire Handbook(DOCX, 113KB)