Community leasing

Council has a wide range of facilities which are made available for not-for-profit community and sporting organisations to occupy through a range of tenure agreements.

New agreements

The Community leasing policy(PDF, 300KB) guides the terms and conditions of tenure offered to community organisations which occupy council owned or controlled land, for conducting activities that benefit the community, whilst recognising the importance of the role played by these organisations.

All tenure agreements are prepared in accordance with the Policy.  The policy document provides information on key tenure matters including eligibility, types of tenure offered, maintenance responsibilities, outgoings, ownership of assets and insurances.

Several fact sheets have been prepared to provide additional information for community organisations which occupy or are interested in occupying Council facilities.

Community organisations wishing to obtain tenure of a facility must complete the Request for tenure on Council land application(PDF, 139KB).

Agreements under previous policy

Many organisations had existing tenure agreements with Council at the time the Community leasing policy was adopted. Most organisations decided to transition to a new tenure agreement in accordance with the new policy, however some organisations elected to remain on their existing tenure agreements.

These existing tenure agreements will remain in place until expired, at which point, the community organisation will be required to transition to a tenure agreement under the Community leasing policy if ongoing access is requested.

Agreement renewals

The tenure agreements are for a set period outlined in the agreement. Council will contact community organisations prior to their agreements expiration, and if they want ongoing access they will need to complete the supplied renewal application and submit with the required paperwork.

Current tenants

As a tenant of a Council facility, approval is required before:

  • entering into a sub-lease agreement with a third party
  • making improvements or alterations to the leased facility
  • assigning the lease to a third party
  • applying for a liquor and/or gaming licence
  • applying to mortgage the lease.

Refer to your tenure agreement to confirm your organisation’s maintenance responsibilities.  If maintenance is required which is Council’s responsibility.

Lodge maintenance request

Improvements and alterations

Tenants of a leased facility must submit an Improvement works application to obtain Council approval for any proposed improvements within the lease, licence or permit area e.g. new building work, building extensions, air conditioning, solar panels, signage, etc. Council may approve, approve with conditions or refuse applications for approval at its discretion.

Failure to obtain Council approval prior to undertaking any work may result in Council requiring the tenant to remove, or order the immediate non-use, of the item at the expense of the tenant.

Submit an online Improvement works application

Apply now

Time frame for assessment

The assessment can take up to four weeks to allow officers time to consult with your local Councillor, as well as several stakeholders, about the proposed works. This time frame should be taken into consideration when planning any works or applying for grants. In some cases, further approvals may be required from Council as the local authority e.g. development approval and building approval.

Locks and keys

Keys and locks for Council infrastructure are restricted, therefore Council approval is required prior to locksmiths making copies. Tenants are generally responsible for the cost of replacement and additional keys.

If additional keys or locks are required, complete the online key and local request application.

Apply now

Sports field permits

Organisations wishing to use Council’s sports fields for training and fixtures will be required to hold a sports field permit which will stipulate the days and times of use for each organisation.

Organisations will need to apply online and request the days and times that they require access to the fields. Council will access applications, allocate times and prepare tenure documents for signing.

Note - If your organisation also has access to a clubhouse and/or other buildings, tenure for these facilities will be provided by way of a separate agreement.

Complete a Sports field permit application.

Inspections

Council officers, contractors and trades persons will need to be able to enter any lease, licence or permit area at all reasonable times to inspect or make repairs and alterations as Council deems necessary for the safety, preservation and improvement of the facility. Council will make every effort to provide appropriate notice where access to a facility is required.

Updating contact details

Your organisation is required to advise Council of any changes to committee members and contact details to ensure that Council has up to date information to assist in the management of your tenure agreement.

To update your organisations details, contact Council.

Prospective tenants

To be eligible to obtain a lease, licence or permit of a Council facility, your community organisation must meet the following criteria:

  • an association whose primary purpose is cultural, sporting, recreational, educational or community service and whose constitution or rules provide that its income, profits and assets may only be applied to the promotion of its objects and may not be applied to the payment of dividends or distributions to members
  • be able to demonstrate its ability to meet the financial obligations under the form of tenure sought
  • propose to use the land for sporting, recreational, cultural, educational or other community service purposes.

Submit an application to be notified when expressions of interest are sought for community lease.

Sport field permits

Organisations wishing to use Council’s sports fields for training and fixtures will be required to hold a sports field permit which will stipulate the days and times of use for each organisation.

Organisations will need to apply online and request the days and times that they require access to the fields.  Council will access applications, allocate times and prepare tenure documents for signing.

Complete an online sports field permit application

Establishing a new facility

If your community organisation is in a position to fund the establishment of a new facility, and you have identified a property which you believe may be suitable for the proposed use, complete the online Request of Council land application.

The completion of this application does not guarantee the allocation of Council land.

Apply now

Council officers will assess your application to determine if the proposed use is suitable and it meets an identified need of the community.