Management and Scheduling Guidelines for
Facility User Groups
Cairns Regional Council 119-145 Spence Street, Cairns PO Box 359 Cairns QLD 4870 Australia Phone: (07) 4044 3044 www.cairns.qld.gov.au
Barlow Park Corner Scott and Severin Streets, Parramatta Park Phone: (07) 4044 3653 [email protected]
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1.0 PURPOSE This document details the guidelines for the management and scheduling of current and potential user groups of the Barlow Park Sporting Facility.
2.0 SCOPE
This following information is applicable to: - Staff responsible for managing the usage of Barlow Park - Established users - Casual Users
- Event Managers/Owners
3.0 REFERENCES
In this procedural instruction reference is made to the following documents: - Barlow Park Users Agreement (#2750008) - Conditions of Hire, Casual Bookings (#TBC) - Barlow Park Major Event Guidelines (#1710640) - Cairns Regional Council Schedule of Fees and Charges - All relevant Local Laws including but not limited to Local Law 1 (Administration) and 11
(Local Government Controlled Areas and Roads - The Land Act 1994 - The Local Government Act 2009
4.0 DEFINITIONS
“BUG” means the Barlow Park Users Group “Council” means Cairns Regional Council; “The Facility” means The Barlow Park Sporting Facility located over part of Lot 768 on NR 6238 and Lot 750 on CP912877 ”Seasonal Allocation” means the process of scheduling established User Groups within the facility “User Agreement” means the formal licence agreement for established users “User Group” means any current or potential user of the Barlow Park Sporting Facility “The Supervisor” means the Barlow Park Venue Supervisor or other person nominated by Council to manage the facility
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5.0 PROCEDURES The scheduling and management of User Groups within the Barlow Park Sporting Facility will be made through the following arrangements:
- Barlow Park User Agreement - Seasonal Allocation - Major Events Agreement; - Conditions of Hire (Casual Bookings)
5.1 Barlow Park User Agreement The Barlow Park Sporting Facility (‘The Facility’) is a true multi purpose facility providing opportunities for a variety of sport and recreational pursuits. This is reflected in the diverse user groups and organisations it services each year. Many of these groups have established themselves as long term users of the facility. In order to provide a more structured and coordinated approach to management and scheduling, Council has designed a User Agreement and Seasonal Allocation Process to:
a) Clearly identify Council’s requirements and responsibilities
b) Clearly identify the responsibilities of User Groups
c) Outline the process for the annual scheduling of User Groups
d) Provide a framework that is both open and easily administered It is a requirement that all seasonal users of the facility sign and adhere to the provisions of the User Agreement – Barlow Park Sports Facility.
5.2 Seasonal Allocation
Inline with the provisions above Council will manage the scheduling of User Groups within the facility according to a ‘Seasonal Allocation’. This process shall be provided in accordance with the following methodology: Seasonal requests for the use of the facility will be coordinated in December/January to fall in line with the facilities upcoming peak season. No annual or seasonal arrangements will be confirmed prior to this time; however individual bookings can be made at any time during the year to accommodate one off events or casual bookings to the extent that it does not conflict with the seasonal allocation process. The relevant Barlow Park Booking Enquiry Form must be completed and submitted by the end of January and approvals will be confirmed by Council in writing prior the end of February.
Hierarchy of Users In allocating usage of the facility, Council has developed a hierarchy of events and User Groups based on the following considerations:
- History of the event/ User Group within the facility; - Size, nature and scope of the proposed event/proposed use; - User Group’s previous record eg: fees paid on time, support of Council objectives,
record with respect to cleanliness and care of the facility; and - Information required having been received by the due date.
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In accordance with the above, the following list provides the hierarchy of User Groups within the facility:
1) Major Events Such as: Cairns Show, Relay for Life, NRL and QRU Games, Australian Championships, National and International Events
2) State Events: Such as: QLD Cup (Northern Pride) Fixtures, National Premier League (FNQ Heat) Fixtures, QLD Championships and other State Level Events
3) District and Regional Events
Such as: CDRL Finals, Cairns Athletics Carnivals, CDRU Finals and Peninsula Sport Regional Athletics Carnivals
4) Local Events:
Club:
School:
Commercial:
Such as: CDRL Home games, Cairns Athletics Club Meets, CDRU Home Games.
Local School Carnivals
OZTAG
5) Training Activities
Including Personal Trainers
It is noted that major events may arise from time to time that warrant reconsideration of the seasonal allocation. In this respect, Council reserves the right to revoke any approval with reasonable notice to the applicant. Every effort will be made to negotiate an appropriate arrangement between the parties that balances Council’s requirement to support major events of economic significance to the region and its community service obligations.
If at any time there is conflict in scheduling between User Groups, the Barlow Park Venue Supervisor will hold discussions with the parties in good faith and in the interests of achieving a satisfactory outcome. In the absence of an agreed resolution then the matter will be referred to the relevant Manager of the facility whose decision shall be final.
Seasonal Allocation Process Step One: The User Group should ensure they understand the information presented in this document and their User Agreement so as to be aware of all the requirements and responsibilities of holding an activity at the facility. Step Two: Complete the Barlow Park Booking Enquiry Form and submit to the Barlow Park Venue Supervisor by the end of January
Step Three: Council to consider and process the application. Allocations will generally be confirmed in writing by the end of February.
Further information may be required from the User Group which may affect the time taken to assess applications. Step Four: Council to confirm in writing the outcome of the User Groups application. It is noted that should the application be successful then the conditions for use of the facility shall be provided within the relevant User Agreement and in accordance with the details included on the application form.
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5.3 Casual Bookings
Barlow Park’s facilities may be booked for use by individuals or organisations on a casual basis (subject to availability). The following process applies:
Step One: The User Group should ensure they understand the information presented in this document and the Conditions of Hire (Causal Bookings) so as to be aware of all the requirements and responsibilities of holding an activity at the facility.
Step Two: Complete the Application to Conduct Activities Form and submit to the Barlow Park Venue Supervisor. The application form should be complete with all information required by Council including insurance, bond etc and be received by the Supervisor no later than fourteen (14) working days before the date of use.
This form can be accessed via Council’s Website:
http://www.cairns.qld.gov.au/facilities-and-recreation/parks/sport-parks/barlow-park
Step Three: Council to consider and process the application. Further information maybe required from the User Group which will affect lead time however applications are usually processed within five (5) working days.
Step Four: Council to confirm in writing notification of the outcome of the User’s application. Again it is noted that should the application be successful, then the conditions for use of the facility shall be provided within the: - The details included on the application form and - Conditions of Hire (Causal Bookings).
5.4 Major Events
Barlow Park is recognised as an iconic and key strategic venue within the regions sporting landscape capable of staging major state, national and international events.
As a means of achieving best practice and operational consistency in the delivery major events, a set of guidelines have been developed that must be strictly adhered to by event owners/managers. These supplementary guidelines should form part of the overall event planning.
Step One: The Event Owner/Manager should ensure they understand the information presented in this document and the Barlow Park Major Event Guidelines so as to be aware of all the requirements and responsibilities of holding an activity at the facility.
Step Two: Complete the Application to Conduct Activities Form and submit to the Barlow Park Venue Supervisor. The application form should be completed with all information required by Council including insurance, bond etc and be received by the Supervisor no later than fourteen (14) working days before the date of use. This form can be accessed via Council’s Website: http://www.cairns.qld.gov.au/facilities-and-recreation/parks/sport-parks/barlow-park
Step Three: Upon receipt to the application Council may request a meeting with the Event Owner/Manager to discuss the nature of the event and determine the operational considerations for the Facility. Step Four: Council to consider and process the application. Further information maybe required from the Event Owner/Manager which will affect lead time however applications are usually processed within five (5) working days.
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Step Five: Council to confirm in writing notification of the outcome of the application. Again it is noted that should the application be successful, then the conditions for use for the facility shall be provided within the:
- Details included on the application form and - The Barlow Park Major Event Operational Guidelines
5.5 Corporate Room
Barlow Park offers a range of corporate and hospitality spaces to cater for almost any event. These facilities are available on request and subject to availability according to the casual hire process listed above. All enquiries should be made through the Barlow Park Venue Supervisor on (07) 4044 3082.
6.0 FEES AND CHARGES
A charging and pricing structure has been developed for Barlow Park which addresses the following criteria:
To ensure the pricing category is appropriate for the type of User Group;
To ensure fees and charges reflect the standard of the facilities being provided;
To allow Council to recover a proportion of the facility costs from users (subsidy);
To remain competitive against other similar facilities in the market;
To encourage efficient and effective use of the facility &
To promote positive user attitudes and take responsibility for the facility. Barlow Park’s fees and charges reflect the current market expectations of similar venues and are reviewed on an annual basis by Cairns Regional Council.
A schedule of Council’s Fees and Charges is available on Council’s website (www.cairns.qld.gov.au) or by contacting the facility supervisor.
7.0 FACILITY BOND
A security bond may be required for users. The amount of this bond will be dependent on each individual event, the proposed usage and group. Please refer to your relevant agreement documentation.
8.0 RELATED DOCUMENTATION
The following documents are available on Council’s Website and by request from the Facility Supervisor:
Application to Conduct Activities Form
Conditions of Hire (Causal Bookings)
Barlow Park Major Event Guidelines
Council’s Schedule of Fees and Charges
Barlow Park User Agreement
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9.0 BARLOW PARK VENUE LAYOUT
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10.0 LEGEND
