Lease boundaries comprise the area granted exclusively to a lessee; usually the footprint of a building. This includes access ramps and external staircases.
Lease boundaries include special purpose playing areas (e.g. tennis courts, bowling greens and synthetic surfaces). Those areas must only be used for purposes permitted under the lease.
Amenity buildings that are locked and used by members and/or guests of a lessee are included in lease areas.
Lessees are responsible for the maintenance, renewal and upgrade of all assets within the leased area. This is part of the standard lease terms and conditions. On occasions, lessees will need owners consent to carry out maintenance works, alterations or additions.
The City is committed to helping community lessees manage their ongoing maintenance responsibilities. City will conduct periodic facility inspections including structural building and electrical inspections. Inspection reports will help identify future maintenance requirements. They will guide the development of the lessee’s asset management and renewal plans. Officials may need to access leased premises to undertake necessary inspections or repairs. We will do our best to provide the lessee reasonable notice.
Below is an indication of maintenance works which require City approval.
|Maintenance that doesn’t require City approval
||Maintenance or improvements that do require City approval
||Maintenance performed by City of Gold Coast
- General painting
- Removing graffiti
- Test and tagging electrical equipment
- Regular operational maintenance – changing light globes, cleaning and removal of rubbish
- Inspections of smoke detectors
- Pest management
- Field line marking
- Basic plumbing maintenance – leaking taps
- Servicing grease traps
- Hard surface cleaning
- General garden maintenance
- Painting at heights above two metres
- Structural maintenance works
- Alternations or renovations to building(s)
- Demolitions works
- Installation of new assets:
- public address system
- solar panels
- player dug outs
- shade sails
- Electrical – switch board inspection and RCD testing
- Structural building inspections
- Sport field maintenance
Before undertaking any improvements or works to City-owned premises, the organisation must complete a Recreation services project proposal to apply for City approval.
As a part of the application, the organisation must supply the following documents:
- professional drawings/plans of proposed work
- location map including any vehicular access into the park
- site plan
- copy of written quotes or Quantity Surveyor estimate
- project budget including 10 per cent contingency and evidence of funding
- copy of Public Liability Insurance Certificate of Currency.
Work must not commence until the City provides written consent as landlord. In certain cases, further approvals may be required from the City as local authority (e.g. development approval etc). Assessment of application can take up to 20 days and should be included in the organisations schedule of works.
Complete a Recreation services project proposal
For further information relating to your organisation’s maintenance responsibilities or approvals please contact:
Sport and Active Lifestyle Team
Parks & Recreational Service
Phone: 07 5581 6863
Before your tenure arrangement expires, City officers will review the feasibility of a further arrangement being offered. The officers will either recommend the lease be renewed or discuss the future of your organisation at that facility.
Under the Maintenance and Renewal Program, the City conducts an inspection as part of the new lease, or lease renewal, process. Following the inspection, a Maintenance/Renewal Agreement is developed and issued as part of the lease.
Complete an Application to Lease form to request a renewal or extension of your current lease agreement. Please contact our Parks and Recreational Services team if you require a copy of this form.
The Club Health Check is an online self-assessment tool aimed at helping clubs examine how they are operating. The checklist looks at a number of different factors that are crucial to success at club level. Together these factors are used to build an overall picture of the way your club carries out its operations.
The tool is designed to help your club identify your strengths and areas that need improvement. It's also a great way in which the City can gain a better understanding of areas that we can help you with moving forward.
Complete a Club Health Check
City provides leases at a concessional rate to benefit of the community.
- Non-licensed organisations - $200 per annum (excluding GST) to be increased by five per cent for each subsequent rental period effective from 12 December 2008. The current fee is approximately $360/year.
- Licensed organisations - minimum $1000 per annum or two per cent of gross liquor purchases (excluding GST), whichever is the greater. Lessees are to provide evidence of annual liquor purchases as requested.
- All costs relating to the registration of a lease, including the costs of survey plan preparation, are at the Lessee’s expense unless otherwise determined by Council.
- Lessees are responsible for the payment of rates and charges assessed against a lease, based on applicable Council policies.
Costs associated with community leasing
In addition to the above fees and charges, the lessee is responsible for other costs which may include but are not limited to:
- electricity (including field lighting)
- water rates
- annual rent
- Right of Use fees
- public liability insurance
- building and contents insurance
- annual safety testing (RCD, fire equipment test and tag)
- trade waste (permit and collection fees)
- any licencing requirements (liquor, food etc.)
The lessee must maintain all fixtures and fittings in good working order and condition with allowance for fair wear and tear. As lessee, your club should arrange for all repairs, maintenance, upgrades and renewals within the leased area.
To assist lessee’s with maintenance of facilities, the City undertakes a building inspection program of all leased buildings.
The City’s program involves the assessment of all aspects of the buildings, including:
- structural elements such as building foundations, walls, roof and stairs
- legislative requirements such as electrical testing (annual)
- general maintenance such as building interior/exterior, flooring, plumbing, vegetation, fences and other items that are included within the leased area.
Tenants are provided a copy of the inspection report accompanied by an action letter which includes due dates for rectification works. The report will be discussed and agreement made between the clubs representatives and Recreational Services. All inspections should be used to:
- identify and address any immediate maintenance needed
- ensure all regular checks are up-to-date
- plan for any future maintenance or capital works in accordance with the City’s process.
The building inspection report will highlight key issues, prioritising health and safety risks.
The City will provide appropriate notice to tenants when we require access to your leased facility.
Tenants should keep a copy of the latest building inspection report and address it at each committee meeting (standing agenda item). The building assessment report should be accessible for all club committee members and relevant maintenance staff. Tenants should use the report to develop a:
The City’s Community Leasing Policy has been developed to ensure an equitable and consistent approach in providing tenure arrangements to community groups. The policy promotes optimal use of community facilities and the adoption of responsible and sustainable practices through the provision of land to community groups.