While Council remains the asset owner, the S355 committee is responsible for the daily operation and maintenance of the community venue and must operate the venue in line with Councils Asset Management Policy.

To ensure the venue remains financially viable for the community, the S355 committee is responsible for all outgoings including electricity, inspections/audits, operating costs, building maintenance and external gardening.

The S355 committees are required to maintain the facility in line with an Asset Management Plan, as approved by Council.

Any upgrades, repairs and alterations to the venue must be approved by Council. No structural work in or about the erection or alteration of any building managed by the S355 committee will be carried out until Council has first given all necessary statutory consent and approval for the work.

If urgent works is required, Council may carry out the work on the S355 committees behalf (at the S355 committees cost) with four weeks notice.

In caring for and maintaining the building the S355 committee is responsible for WHS management, as per the WHS Act 2011, for the venue including engagement of any staff, volunteer or contractors for any work at the venue.

While the S355 committee looks after day-to-day operation and maintenance of the venue, Council is responsible for delivering capital improvements or service changes in line with the Community Venues Strategy in consultation with the S355 committee and the local community.

To ensure the health, safety and wellbeing of all hirers, contractors and works at Council facilities, we require all contractors to have:

  • Appropriate qualifications related to their trade (eg licenced plumber or electrician)
  • Public Liability Insurance – $20million indemnity insurance coverage
  • Workers Compensations Coverage/Personal Injury Insurance
  • Safe Work Method Statement or a safety procedure outlining how works will be carried out within required safety requirements.

In lines with Council's safety standards, the committee is responsible for siting all documentation prior to engaging a contractor or approving any work.

If the committee nominates a contractor from Councils preferred supplier list, Council will have already vetted the contractor and sited their essential documentation.

The committee may use the following means to carry out works:

  • Private Contractor - Committees may arrange work through approved contractor and in accordance with Councils Procurement Policy and Contractor Management Guidelines. Committees are invited to use Council’s preferred suppliers list to comply with mandatory contractor licencing, insurance and safety requirements.
  • Voluntary Labour - these works must be executed by or be under the supervision of a suitably licensed or registered person. Again Council must be advised in advance of details of the proposed works and methodology prior to commencement.
  • Council – at the committees cost, Council may assign its staff and contractors to carry out approved works.

To ensure the community’s and Council’s interests are protected, we may require that any works arranged as above be subject to inspection and approval prior to any payment being made.

This procedure is designed to protect the interests of the committee should any litigation arise in respect of the works.

The committee will ensure appropriate annual service plans are included in the maintenance of the venues , including but not limited to:

  • Pest Control inspections and Treatment
  • Fire Fighting equipment inspections and testing
  • Security Alarm maintenance (where alarm is fitted).
  • Board of Fire Commissioners
  • Inspection and repair of children’s play equipment
  • Statutory inspections associated with specific equipment installed at the premises or associated with the particular usage of the premises