Leases for community organisations

As a tenant of a Council facility, we need written consent 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 the policy for details on tenants' ongoing maintenance responsibilities.

Council maintenance request

For maintenance that is Council's responsibility, lodge a maintenance request.

Council approval for improvements and alterations

Before doing any improvements within or associated with the leased land or facility, you must have Council approval. Tenants must submit an Improvement Works Application (IWA) to get Council's written consent. This applies to sub-tenants and co-tenants. Council may consent with conditions or refuse applications at its discretion.

Failure to get Council's written consent before doing any work may result in:

• requiring the tenant to remove these work items
• order the immediate non-use of these work items
• securing the work items at the tenant's expense.

A Council Officer must review any proposed major works, such as a new building or an extension. This is to identify any site constraints that may need consideration when planning the project.

Once approved by Council, tenants can apply.

Preparing your application

You'll need to supply supporting documents to assist your application. It's important to attach your supporting documents during the application process.

If any information is missing from the application, Council will consider it incomplete, and it will not progress. To progress the application, supply all remaining information.

The required information and attachments may include:

• Site plan or aerial plan. This can be hand-drawn. It should identify all existing structures and the location of the proposed works. It should also identify site boundaries, trees, vegetation and water courses near the works.
• Quotation for the proposed works. This includes supply, installation and certification (where applicable).
• Plans for the proposed works. Include details such as dimensions, materials, colours, water/sewer/electrical infrastructure, floor plans, make/model, slab/footings design and elevations.
• A copy of the organisation's certificate of currency for public liability insurance.
• Any extra information to support your application and assist assessment.

For sub-tenants and co-tenants, Council needs a letter of support for your proposed project from the head-lessee or co-tenant. The letter of support should include details of the project and proposed scope of works.

Assessment time frame

Once Council receives the application, the assessment period can take up to six weeks to complete. This allows Council time to consult with relevant stakeholders about the proposed works. You should take this time frame into account when planning any work or applying for grants. In some cases, you may need to supply further approvals from other local or state government authorities such as development approvals.

Submit an online IWA

For more information about the requirements, refer to the IWA factsheet(PDF, 155KB).

Locks and keys

You need approval before making copies of locks and keys. Tenants are responsible for the cost of replacement and extra keys.

For approval of a replacement or extra set of locks or keys, submit a request.

Sports field permits

Organisations that use Council-owned sports fields for training and fixtures need to hold a sports field permit. These permits stipulate the days and times of use for each organisation.

If your organisation has access to the clubhouse and/or other buildings, tenure for these facilities is by way of a separate agreement.

Updating contact details

Contact details must be up to date to assist in the management of your tenure agreement.

To update your contact details, submit a request.

Council-owned land and facilities may not always be available. Community organisations should consider alternative venues for conducting activities.  

To be eligible for a lease, permit to occupy or any other tenure arrangement, you must: 

• be a community organisation whose primary purpose is cultural, sporting, recreational or educational.  
• use the organisation’s income, profits, and assets only to support its goals. They cannot be paid out to members as dividends or distributions.
• show your organisation's ability to meet the financial obligations of the tenure agreement. 
• use the land for cultural, sporting, recreational or educational purposes. 

For more information about holding tenure over Council-owned land and facilities, contact Council. 

Establishing a new facility

If your organisation can fund a new facility or you've found Council land that could suit your proposal, contact Council. 

Identifying possible Council land doesn't guarantee a facility will be built or that tenure will be allocated. 

Under the Community Leasing Policy, Council-owned land can be used for social, affordable, and crisis housing developments. This is achieved through partnerships with community housing providers and specialist homelessness services. These partnerships help deliver safe and accessible housing options for people in need.

To stay up to date about possible future applications, contact Council.