Self-managed meeting spaces for hire; for community activities, meetings and training. Not available for parties, markets, sales events, counselling / mediation. Priority to local community/ not-for-profit groups.

Rooms for Hire:Community Room (Capacity 30 people)

Kitchenette Overhead projector and screen 2 kettles and a microwave

Tea/Coffee/Milo/Sugar and Milk Water-jug and mugs and cups Garden outlook Size: 90 m2

Training Room (Capacity 25 people)

Overhead projector and screen 2 kettles and a microwave Tea/Coffee/Milo/Sugar and Milk

Water-jug and mugs and cups Size: 96 m2

Milpara Room (Capacity 30 people)

Adjoins the Commercial Kitchen (additional fee applies).

Overhead projector and screen 2 kettles and a microwave

Tea/Coffee/Milo/Sugar and Milk Water-jug and mugs and cups Size: 90 m2

Commercial Kitchen

Full Commercial Kitchen Cool room 2 ovens with two stove tops Commercial Dishwasher Bain-marie and Serving Area

Pots and pans Size: 45.5 m2 Please view the Commercial Kitchen

before use. Entry is via Milpara Room.

Small Meeting Room (Capacity 4 people)

Off foyer area Tea/Coffee/Milo/Sugar and Milk

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Ebdale Community Hub and Learning CentreRoom Hire Guidelines

Whiteboard Jug and mugs and cups and a kettle

The Lounge (Capacity 20 people)

Lounge area with kitchen Oven, stove, kettles and a microwave 2 large tables with chairs Tea/Coffee/Milo/Sugar and Milk Water-jug and mugs Overhead projector and screen 2 x Couches Size: 118 m2

During the DAY, this is a shared space for permanent tenants and staff to utilities. Day bookings are available, however if accepted Room Hirers must be aware that this is a shared space and is not available for exclusive use.

At NIGHT, The Lounge becomes a private space for Room Hirers.

The Board Room (Capacity 8 people)

A small room with a boardroom size table, 8 chairs a whiteboard and an air conditioner.

Room Hirers – need to know Ebdale Hub will not and does not accept deliveries for Room Hirers. If you are using one of the projectors you will need to Bring Your Own (BYO) laptop. Please

Note: that all of the projectors have both a HDMI and VGA port ONLY. Please note: If you have any problems please call Frankston City Council on:

o 1300 322 322 (anytime).

Cooking RulesNo cooking is to take place anywhere (except Commercial Kitchen and The Lounge). Please ensure that the exhaust fan is used. Equipment is to be cleaned put away and rubbish is to be placed in the bin. Ensure food safety requirements under the Health Act are met. Room Hirers are to have a current food handler’s certificate. If this is not done, Frankston City Council reserves the right to charge the Room Hirer for any extra costs incurred, as a result. Any food stored in Ebdale Hub must be placed in a sealed container. There is a fridge in the Lounge – Room 20 as well as all of the meeting rooms.

Room Hirers Responsibilities - All Rooms - Upon arrival all meeting Rooms If you are at Ebdale Hub outside of business hours, ‘hold’ your swipe card to the black panel

on the left at the main door and the door will automatically open.

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Mark the meeting room you have hired as ‘IN’ on the IN/ OUT Board in Reception. Check the alarm, to see if you need to unarm the building, and then act accordingly. Hold’ your swipe card to the swipe access point (black panel) on the right of the meeting room

door and the door will UNLOCK. You will hear a beep. The light on the swipe access point will turn from RED to GREEN. Then push the door, and it will OPEN.

If you are at Ebdale Hub outside of business hours, you will need to let all of your patrons into the building. This can be done by ‘pressing’ the GREEN button on the left of the door (inside the entrance). Patrons can let you know they have arrived by ‘pressing’ the doorbell at the left of the main entrance.

Room Hirers Responsibilities - All Rooms - Upon departure Leave the meeting rooms in a clean condition / Place all rubbish in bins/ Place dirty cups in the

dirty cup bucket (second shelf of the black trolley). We will clean the dirty dishes. Any spillages are to be cleaned up from tables, chairs, walls and floors. Return furniture and equipment to the location as indicated on the diagram (near the door). Turn off heating / air-conditioning, lights and the projector before departure. Please check that external doors are closed. CLOSE the meeting room door, behind you when

you leave. ‘Hold’ your swipe card to the swipe access point (black panel) on the right of the meeting room door and the door will LOCK. You will hear a beep. The light on the swipe access point will turn from GREEN to RED.

Mark the meeting room as ‘OUT’ on the IN/ OUT Board in Reception, when leaving the building.

Check the alarm, to see if you need to unarm the building, and then act accordingly. If you are the last to leave the building:

- Check ALL other rooms and the toilets are empty- Check ALL lights are off- Check ALL internal and external doors are closed- Ensure the alarm is turned on- ‘Press’ the GREEN button to exit the building and the door will automatically lock behind

you.

Application to UseApplication(s) to use Ebdale Hub meeting rooms must be made in writing using the Ebdale Hub Room Hire Application Form. The Application Form can be found: on Frankston City Council’s website www.frankston.vic.gov.au/EbdaleHub

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or you can request a form by emailing ebdale@frankston.vic.gov.au

Hours of OperationStandard operating hours are 9:00am – 5:00pm. A staff member/ volunteer may not be onsite. Bookings outside business hours will require the Room Hirer to be provided with a swipe card/ code.

Room Hire outside Business Hours - Alarm and Swipe CardsEach Room Hirer is given their own alarm code (kept confidential). All Room Hirers will be allocated swipe cards. Swipe cards are registered to a particular person, so MUST NOT is swapped around.

In the event that a swipe card is lost or stolen, the Room Hirer may be charged for a replacement card. Please notify the below, if a swipe card is lost or stolen: ebdale@frankston.vic.gov.au, please copy in: kristen.ettridge@frankston.vic.gov.au. Please allow at least two business days for the set-up of a new swipe card.

Requests for additional keys and/or swipe cards can be made via email: ebdale@frankston.vic.gov.au, please copy in: kristen.ettridge@frankston.vic.gov.au

In the request please include:

The individuals full name Their work hours and

The role of the person for whom the key and/or swipe is required for.

Please allow at least two business days for the set-up of a new swipe card.

When a staff member finishes at Ebdale Hub, their key and swipe card should be returned to Ebdale Hub staff / volunteers (in person). New swipe cards will be allocated to any replacement staff/volunteers.

Room Hire Fees (GST inclusive)Length of Hire (circle) Community / Not for Profit

Groups / FCC RateCorporate/Business Fee

Half Day (4 hours or LESS) $63.00 $100.00Full Day (4 Hours or MORE) $89.00 $154.00

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Room Hire fees are invoiced monthly and are sent via email. Fees are reviewed by Frankston City Council and may increase as of 1st July each year.

Set up / clean up timeWhen booking a meeting room; the booking must include time for set up and clean up; as Ebdale Hub allows back to back bookings.

Cancellation of BookingsBy Room Hirer: Should a Room Hirer cancel, Ebdale Hub will not be liable to refund the Room Hire fees, unless notified in email at least seven (7) days prior to the booking date.

By Ebdale Hub: We reserves the right to cancel any booking; if necessary fees will be refunded.

ParkingLimited parking is available on-site for tenants, Room Hirers and community members who are attending Ebdale Hub. An Ebdale Hub Parking Permit (Yearly or Daily Permits) is required if parking for longer than 4 hours in the main car park. Frankston City Council Officers may patrol the car park on a regular basis, and parking infringement notices may be issued to vehicles not displaying an Ebdale Hub Parking Permit.

Main car park (4 hour limit only without a permit)

Displaying a Daily Permit (for visitors) allows for all day parking for the date of issue only. If you require a Daily Permit for multiple days, you will need to collect a new Daily Permit from Reception, each day. The Daily Permit can be collected from the permit holder at Reception.

Displaying a Yearly Permit (for permanent staff and volunteers) allows for all day parking every day until the date of expiry. Yearly Permits will be issued to those who are regularly present (at least three days or more) at Ebdale Hub for 4 hours or more, between 8am – 6pm Monday to Friday. The Yearly Permit must be attached to the bottom of the left hand side of your windscreen, clearly visible from the outside window. A Yearly Permit needs to be signed for, as this is registered to an individual.

4 Hour parking (near Reception) The two short term parking spaces allow patrons to park for a maximum of four hours ONLY. This is not ALL day parking (Daily or Yearly Permit does not apply in this area).

20 minute parking bays The two 20 minute parking spaces allow for 20 minute parking ONLY. These spaces are located close to the Ebdale Hub entrance and are to be used for 20 minute

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parking only (Daily or Yearly Permit does not apply in this area).

TrafficEntry is via 20 Ebdale Street. Entry from Dandenong Road West is strictly prohibited. Ebdale Lane is a one way shared pedestrian/vehicle access way. Always drive carefully and be aware that this is a shared access way which is frequently used by pedestrians. When exiting from the main carpark, please exit via Ebdale Street. Please refrain from using Ebdale Lane whenever possible. No Parking signed area outside the skip bin compound must be adhered to.

Frankston City Council’s Right of EntryFrankston City Council representatives (including contractors) may need to enter the any room at any time for housekeeping and or maintenance purposes.

Maintenance or OH&S issuesKristen Ettridge is the OH&S Liaison for Ebdale Hub. Please report ALL OH&S and maintenances issues via email: kristen.ettridge@frankston.vic.gov.au.If the issue is urgent, please notify the Ebdale Hub staff and volunteers in person or via phone on 9293 7102.

Injuries / Near missesAny injuries / near misses must be reported via email, ASAP with all detail including (type of incident, details of incident, date, time, location in the building, equipment and causation factors, facilitator and injured party’s contact details). This will enable Frankston City Council staff to lodge an Incident and Hazard Report. Please email: ebdale@frankston.vic.gov.au

SecurityThe automatic front entrance door at Reception is open:

8.45am – 5.00pm Monday to Friday and 10am – 4.00pm Saturday.

DamageAny damage must be reported via email, as soon as possible. Please email: ebdale@frankston.vic.gov.au. The Room Hirer may be responsible for the costs of repairing any damage to the building, contents (fair wear and tear accepted).

Noise

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Amplified music should not be played in Ebdale Hub. Please consider our neighbours when leaving and depart quickly and quietly.

Alcohol and Smoking Alcohol and smoking are NOT permitted, including in the gardens, internal courtyard and within 20 metres of the main Reception entrance (both sides) of the building. Cigarette butts are to be disposed of in the cigarette butt bin once they are stubbed out (the cigarette butt bin is located past the main entrance at the edge of Ebdale Hub as you travel down Ebdale Lane).

InsuranceAll Room Hirers are required to have their own insurance cover.  Frankston City Council’s Insurance policy does not automatically provide cover for any group /organisation when hiring a meeting room at Ebdale Hub. Frankston City Council may be able to provide Public Liability Insurance for your room booking for a fee of $15.00 (per Session). Frequent users and Commercial Hirers are responsible for arranging any necessary insurance.

Indemnity and Public Liability The Room Hirer shall be the holder of a current public liability policy of insurance in respect of the activities specified herein in the name of the Hirer providing coverage for a minimum sum of $10M (or more).The public liability insurance policy shall cover such risks and be subject only to such conditions and exclusions as are approved by Frankston City Council and shall extend to cover Frankston City Council in respect to claims for personal injury or property damage arising out of the negligence of the Hirer. Groups without public liability insurance may purchase public liability insurance with their booking (charged per occasion). Unincorporated bodies may arrange this through the Frankston City Council or seek their own cover privately, which may be available through personal home and contents insurance policies.

Storage of Equipment No personal property may be left in Ebdale Hub. Frankston City Council shall not be liable for any loss or damage to a Room Hirer’s equipment. We do not have any storage space on-site.

BehaviourAll people within Ebdale Hub are to be treated with dignity and respect. Disrespectful, Offensive or abusive language and behaviour will not be tolerated. An individual may be required to leave as a result of abusive or threating behaviour/ language. Children must be adequately supervised at Ebdale Hub at all times. Ebdale Hub asks that you be mindful of others in the building.

First Aid Room Hirers must provide their own First Aid Kit.

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Safety Room Hirers and patrons must follow the instructions of Wardens in the event of an emergency. If Ebdale Hub is not staffed and a fire alarm is activated, Room Hirers and patrons must exit the building via the main entrance if possible (please refer to Emergency Evacuation Diagram located in each meeting room for exits in case of an emergency). An Emergency Evacuation Diagram along with some safety information will be provided to you (via email) once your booking has been confirmed. You will also receive a Room Number / Tenant Map, a Door Map, and an Evacuation Assembly Point Map.

It is a requirement that Room Hirers make sure that the meeting room door is secured at the end of your Room Hire /session. Failure to secure the meeting room may result in a fee/fine being issued.

Contact Us Ebdale Community Hub and Learning Centre (Ebdale Hub)A. 20 Ebdale Street Frankston VIC 3199P. 03 9293 7102

E. ebdale@frankston.vic.gov.au W. frankston.vic.gov.au/EbdaleHub

OR

Contact Us Frankston City CouncilA. 30 Davey Street Frankston VIC 3199 P. 1300 322 322

E. info@frankston.vic.gov.au W. frankston.vic.gov.au

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