Community halls fees policy

Provisions of the policy

5.1 Setting the levels of fees

Each room available for hire in each hall has been categorised (A, B or C) according to size, range of facilities available, condition of facilities, operating costs, available use and other amenities such as car parking and security. The category of the room determines the level of fee. The unit of charging is per hour. (A schedule of fees is attached as Appendix A). There is a minimum booking charge of $15 for casual hirers. There is no minimum charge for regular hirers who are charged monthly or quarterly by a predetermined dollar value.

This level of fees for halls provides a 61:39 split between rates subsidy and user pays. This assumes that the current level of income from users is maintained. The 61:39 ratio for halls will be used as a performance indicator for income received as a percentage of operating costs and as a benchmark when reviewing fees.

Decisions on the level of fees will also take account of current information on community needs and social factors.

5.2 Criteria and procedure for giving discounts

5.2.1 Community activities

A 25% or 50% discount is available to community groups who book halls for activities that are of community benefit. The definition of a "community group" adopted for the Community Group Assistance Policy is attached as Appendix B. Discounts will be assessed on the purpose of the activity or event for which the booking is being made and the nature and financial status of the group or organisation.

A discount will be given to groups who meet the following criteria:

Criteria (A) Organisation � must be met

a non-profit community group or organisation

Criteria (B) Purpose of Activity � at least one must be met

the activity will benefit the wider community and not just members of the group
the activity is carried out by volunteers and provides a service to the community
the booking is for neighbourhood or special interests groups to meet but is not a social function
fundraising for community benefit or for own community group
the activity commemorates a significant cultural, national or civic event or anniversary

Criteria (C) Financial Status

must be met
- the group has negligible or limited resources and funding (evidence of this must be included with the application eg set of audited accounts to prove limited funds)
at least one must be met to receive a 25% discount
and both must be met to receive a 50% discount
- the group does not receive a significant grant or income or subsidy from another agency or source
- there is no or minimal cost (maximum $6) to participants.

Discounts will not be given for:

business and commercial activities
hire for private profit ( in contrast to fundraising for community benefit)
private social functions

Application for a discount must be made on the standard form.

Charges will only be waived for ANZAC day and other significant special events at the discretion of the Manager, Recreation and Community Services.

5.2.2 Special concessions

To recognise the value of higher utilisation of space, there is a special concession (to a maximum of 20% for the entire booking fee) for:

bookings of two or more consecutive days for the total hall hire
bookings of two or more consecutive days for each additional room hired (applies to multi-room halls only)

These concessions which are at the discretion of the Manager, Recreation and Community Services, are available to community groups and other organisations. These concessions are for ad hoc or specific activities only. However, regular users may apply for an additional discount for a specific event.

5.3 Fees for additional services

The Client Liaison Officers can arrange the following additional services for hall users at full cost recovery.

security (a condition of social function is that Auckland City will engage a security guard and oncharge costs to hirer)
equipment, for example, audio-visual
liquor licence
setting up and taking down chairs and equipment

5.4 Bonds

All hirers must pay a bond to be held against any costs to Council caused when a hirer does not fulfil the Conditions of Hire eg. damage to the facility or additional cleaning. The following conditions apply to bonds:

only one bond per group will be paid, irrespective of frequency of use of facilities across the City at the discretion of the Manager, Recreation and Community Services. (The bond fees are set out in Appendix C).
there will be a 50% discount for community groups that meet the criteria for receiving a discount on the hireage fee, set out in 5.2.1.
a 75% discount on the bond will be given for one-off small meetings or where risk of damage is minimal at discretion of Manager, Recreation and Community Services.
the circumstances under which part or whole of a bond will be withheld and levels of bonds are set out in the Conditions of Hire.
the circumstances in which refunds or credits will be given are contained in the Conditions of Hire and are at the discretion of the Manager, Recreation and Community Services.

5.5 Block bookings

In order to ensure there is a fair balance in access between regular and casual users of halls the following conditions will apply:

no block bookings will be taken for Friday and Saturday nights.
block bookings will be taken no more than one year in advance.
users who have a regular block booking may be asked to make way for a casual booking up to four times per year. One month�s notice will be given and assistance to find an alternative venue. Agreement to this requirement will be a condition of being given a block booking.
regular bookings will be reviewed every two years. It may be fairer for some groups that have grown in size and resources to:
1. find alternative premises
2. renegotiate their booking schedule
3. be put in contact with other like users and encouraged to make an application for multi-purpose occupation of an existing leased facility, in accordance with Auckland City�s leasing policy

Published August 2002