The Role of the a Parks Committee
The Parks Committee whose delegation and constitution falls under Section 355 of the Local Government Act (1993) is responsible for the care, control and management of designated parks and / or sports grounds.
As a part of their care, control and management role the Park Committee is responsible for booking all activities and events within the relevant park and / or sports ground i.e. events of both a sporting and non-sporting nature.
All initial enquiries for bookings within parks that are administered by a Section 355 Park Committee should be referred to the Park Committee. The Park Committee will undertake an assessment with regards to whether or not the event should be referred to Councils Events Liaison Officer to assume the event management role and / or seek further advice from Council. An activity or event should be referred to Council’s Events Liaison Officer if: -
Where there is income relating to an admission fee or commercial use fee for use of the park, this income will be paid to the Park Committee. Should Council assume the event management role, this payment will not include the administration fee and any other fees associated with e.g. road closures etc. Payment to the Park Committee is subject to the organizer making payment to Council, and is only payable to Section 355 Care, Control and Management Committees not Section 377 Advisory Committees.
In the instances where a Park Committee is administering an event the Park Committee must ensure: -
_
As a part of their care, control and management role the Park Committee is responsible for booking all activities and events within the relevant park and / or sports ground i.e. events of both a sporting and non-sporting nature.
All initial enquiries for bookings within parks that are administered by a Section 355 Park Committee should be referred to the Park Committee. The Park Committee will undertake an assessment with regards to whether or not the event should be referred to Councils Events Liaison Officer to assume the event management role and / or seek further advice from Council. An activity or event should be referred to Council’s Events Liaison Officer if: -
- The event management skills required are beyond the capabilities of the Park Committee; and / or
- The event requires more than the standard ‘General Conditions’, including use of amplified sound, electricity, amusement devices, food, temporary structures and pyrotechnics, and / or
- The event has regional significance.
Where there is income relating to an admission fee or commercial use fee for use of the park, this income will be paid to the Park Committee. Should Council assume the event management role, this payment will not include the administration fee and any other fees associated with e.g. road closures etc. Payment to the Park Committee is subject to the organizer making payment to Council, and is only payable to Section 355 Care, Control and Management Committees not Section 377 Advisory Committees.
In the instances where a Park Committee is administering an event the Park Committee must ensure: -
- They receive a completed Application to Stage an Event Form from the applicant with all relevant sections completed,
- The Application to Stage an Event Form is received in line with the stipulated timelines,
- Council is indemnified for $10 million against any claims for liability connected with the hirers use and control of the area. A copy of the Public Liability Insurance Policy noting Newcastle City Council Interests is to be forwarded to the Park Committee prior to the event. A copy of this Policy is to be forwarded, prior to approval of the event, to Councils Administrative Services Section who can be contacted by phone on 02 4974 6129 or fax on 4974 6196
- The event is referred to the Parks and Recreation Section to undertake public notification if this is required. Where public notification is required the application must be referred to Council at least four (4) months prior to the event. Applications made less than four (4) months prior to the event that require Ministerial approval cannot be guaranteed to be approved in time for the event.
- The Parks Coordinator is notified of the event not less than ten (10) days prior to the event to ensure any required maintenance can be undertaken
- A licence with conditions of use is produced and signed by a member of the Executive of the Park Committee. This licence is to be received by the applicant no later than one (1) week prior to the start of the event to ensure that conditions can be met and adhered to
- Where considered appropriate checks are undertaken to ensure the users are abiding by the conditions of use
- An invoice for the use of the facility as per Council’s Fees and Charges Schedule is issued by the Park Committee and paid by the applicant, and
- The administration and decision making process reflects the Newcastle City Council Park Booking’s Policy.
_
