Special Conditions of Hire

• All current government guidelines, health directives, restrictions and/or mandates are to be adhered to whilst in the venue. For the latest updates visit the WA State Government COVID-19 information page COVID-19 coronavirus (www.wa.gov.au)
• Ensure all participants in their hire group scan the respective facilities QR code using the SafeWA/ServiceWA mobile phone app upon entry. Should users not scan the QR code, the hire group organiser must complete a paper based Contact Register after each individual booking and return the Contact Register to the City via email within 24 hours of their completed booking to [email protected]        
• Hire group organisers must keep the Contact Register for at least 28 days post booking.
• Participant details on paper-based Contact Register’s must be kept privately by the hire group organiser and they must be collected in a way that protects them from disclosure from other participants. Participant details must be provided to the City or Department of Health immediately upon request and not be used for any other purpose (e.g. marketing).
• Adhere to room capacity requirements which are listed on the City of Cockburn website and displayed on the community room door.
• Where possible, it is encouraged that hirers and their participants utilise external doors that provide direct access to the area booked.

• Adopt the City’s Cleaning Protocol for Frequently Touched Surfaces & Equipment and complete the cleaning log as provided by the City.
• Active Recreation groups are required to adopt the abovementioned cleaning protocol for shared equipment.
• Where practicable, Active Recreation groups are discouraged from sharing equipment.
• General surfaces and fittings must be cleaned in the hired area when they are visibly soiled and immediately after any spillage.

• Hand sanitiser is recommended to be made available to participants prior to, during and post session and participants should be encouraged to utilise prior and post group session.
• Ensure no sharing of water bottles, towels and/or mats by participants.
• Minimal sharing of equipment is encouraged. Participants are encouraged to bring their own equipment where possible.
• Communicate the following to participants:

1. Not to attend the session if they feel unwell and to seek medical advice.
2. Limit physical contact where possible.
3. Where applicable, come ready to participate as participants are encouraged not to use the City’s toilets to change. Participants should have a ‘get in and get out’ attitude.
4. Participants where possible should be encouraged to have a full body shower with soap prior to and after the session at home.

• Communicate and encourage the appropriate behaviours to participants.

• If a person is showing serious symptoms of COVID-19 (eg difficulty breathing) contact 000 for urgent medical attention.
• Any member who appears unwell should be requested to leave immediately and seek medical advice from their General Practitioner or get tested.
• Close off the affected areas and do not let others use them or enter them until WA Health advice has been received and followed.
• If you are aware that someone in your group has been in contact with other participants and has had a case of COVID-19:
  • Ring the COVID-19 Hotline 24/7 – 1800 020 080.
  • Contact the City immediately for advice on progressing activities 08 9411 3444.

The City of Cockburn’s Special Conditions of Usage supersede other Industry Advice or Guidance; however should the other Industry Advice or Guidance take a more risk averse approach to any of the above, the Industry Advice or Guidance should be implemented.

The following definitions have been developed for the application of this document.

Outdoor Venue: allocated defined space for outdoor sporting activities that includes natural (grass) and synthetic (court, pitch) surfaces. Examples of an ‘Outdoor Venues’ include Atwell Reserve (two ovals), Success Reserve (grass rugby pitches), Success Netball Courts (20 netball courts), Lakelands Synthetic Hockey Pitch, Beale Park (all soccer pitches).

Indoor Venue: an indoor space occupied by sporting clubs for social activities which normally is restricted by an occupancy permit. Examples of ‘Indoor Venues’ include Atwell Clubrooms, Lakelands Sporting and Hockey Facility, Santich Park Clubrooms, Beale Park Clubrooms.   

Food Business: an organisation (club) who operates a canteen and prepares food for consumption of patrons.

Licensed Premise: an organisation (club) who has a license to sell or supply alcohol under the Liquor Control Act 1988 (WA).

Takeaway food: food served from a Food Business not consumed at the indoor or outdoor venue and/or combined place.
 

• Encourage coaches and/or leaders to implement physical distancing of 1.5 metres between participants where practicable during training and/or competition.
• Encourage spectators and patrons to implement physical distancing of 1.5 metres.
•  

• Display the QR Code for the respective venue (provided by the City) at all external entry doors into the venue (toilets excluded).
• Ensure all patrons who enter the indoor venue scan the respective venues QR Code using the SafeWA mobile phone app upon entry.  Should users not scan the QR code, the club must keep and have patrons complete a paper-based Contact Register. The Contact Register must be kept by the club for a minimum of 28 days and a copy emailed to the City weekly to [email protected]
• Patron details on paper-based Contact Register’s must be kept privately by the club and be collected in a way that protects them from disclosure from other patrons. Patron details must be provided to the City or Department of Health immediately upon request and not be used for any other purpose (e.g. marketing).
• Follow all State Governement directions on capacity limits within indoor venues. 
• Encourage patrons implement physical distancing of 1.5m. 
• Consider access and egress points of the indoor venue to maintain physical distancing and minimise congestion.
• Should the indoor venue be serving alcohol as a Licenced Premise and/or be operating as a Food Business for food being consumed on the premise they will need to complete a “Phase 4” Covid Safety Plan (Food and Licensed Venues) and supply a copy to the City for endorsement before operating under these Special Conditions. A copy of the Plan must be held on-site at the indoor venue and be available for inspection by an authorised officer.  A copy of the Plan’s Certificate must be on display in a visible location for patrons at all times.
• Should the indoor venue not be serving alcohol as a Licensed Premise and/or be operating as a Food Business, however will be utilising the indoor venue, they will be required to complete a “Phase 4” Covid Safety Plan (Sport and Recreation) and supply a copy to the City for endorsement before operating under these Special Conditions. A copy of the Plan must be held on-site at the indoor venue and be available for inspection by an authorised officer.  A copy of the Plan’s Certificate must be on display in a visible location for patrons at all times.
• Should the indoor venue be serving alcohol as a Licenced Premise and/or be operating as a Food Business for food being consumed on the premise, staff or volunteers who are serving are strongly encouraged to complete the Australian Hotels Association and Tourism COVID-19 Hygiene Course.
• Should the indoor venue be operating as a Food Business but food is being served from a canteen, staff or volunteers who are serving are encouraged to complete the Australian Hotels Association and Tourism COVID-19 Hygiene Course.

• Adopt the City’s cleaning protocol for Frequently Touched Surfaces for all areas (toilets, changerooms, kitchen, bar, foyers etc) within the Indoor Venue. It is encouraged to keep a cleaning log as guided by the template provided by the City.
• Adopt the City’s cleaning protocol for Managing Cleaning Equipment, Products and PPE. 
• Adopt the City’s cleaning protocol for Shared Equipment. It is encouraged to keep a cleaning log as guided by the template provided by the City.
• General surfaces and fittings still must be cleaned for all areas (toilets, changerooms, kitchen, bar, foyers etc) within the Indoor Venue when they are visibly soiled, immediately after any spillage and should be cleaned at least weekly.

• Hand sanitiser should be made available to participants at indoor and outdoor venues prior to, during and post training or competition and participants should be encouraged to utilise prior and post training or competition.
• Ensure no sharing of water bottles and towels by participants.
• Where applicable, encourage the use of ‘cashless’ payments for food and beverages.
• Any Food Business is strongly encouraged to undertake the FoodSafe® Food Handler Training Program.
• Food handlers and those involved in serving food or beverage should:
  • Wash their hands frequently when preparing foods, after going to the bathroom, after handling money, managing waste and after touching the face or hair by handwashing with soap under warm running water for 20 seconds.
  • Thoroughly dry hands and use a single use towel to reduce transfer of pathogens to the hand and subsequently to the food or equipment.
  • Avoid touching the eyes, mouth and nose.
  • Avoid touching areas that have been in direct contact with a customer and wash their hands after touching areas/items that patrons have had contact with.

Communicate the following with patrons, participants, staff and/or volunteers:

• The City of Cockburn Covid-19 Coronavirus Poster (poster supplied by email).
• Not to attend an indoor or outdoor venue if they fell unwell and to seek medical advice.
• Undertake contact only where necessary (as required by the sport).
• Spitting and clearing of nasal or respiratory secretions is strongly discouraged.
• Come ready to train or compete, participants should have a ‘get in and get out’ attitude.
• Participants where possible should be encouraged to have a full body shower with soap prior to and after the training session at home.
• Parent and caregivers may attend however must maintain at least 1.5m physical distance. Parent and caregivers should be encouraged to either ‘drop off and pick up’ or stay in their car during the training session as they are included in the overall patron count of the indoor or outdoor venue.

• Maintain a copy on premises of the relevant endorsed “Phase 4” Covid Safety Plan(s) to be available for inspection by an authorised officer.
• Encourage the Australian Government’s COVID-19 Infection Control Training to all coaches, group leaders and those in a first aid role within the club.
• Display a copy of the relevant “Phase 4” Covid Safety Plan Certificate(s) in a visible location for patrons accessing the indoor or outdoor venue.
• Display the City of Cockburn Covid-19 Coronavirus Poster in prominent positions of accessible areas (e.g. toilets and changerooms).

• If you are aware that someone in your club who has been in contact with other participants has had a case of COVID-19 ring the COVID-19 Hotline 24/7 on 1800 020 080.
• If a person is showing serious symptoms of COVID-19 (ie difficulty breathing) contact 000 for urgent medical attention.
• Any member who appears unwell should be requested to leave or to isolate from the group and have that person contact the COVID-19 Hotline 24/7 on 1800 020 080. If they are under 18, request the parent or caregiver contact the COVID-19 Hotline 24/7.
• Ensure the person has safe transport home and/or to a location they can isolate, or a medical facility for testing.
• Close off the affected areas and do not let others use or enter them.
• Contact the City for advice on progressing activities in the affected area.

• Prior to undertaking training or competition your National or State Sporting Association must have either:
  • Developed detailed guidelines on how activities should resume which are available for viewing on their respective website.
  • Provide written correspondence (email or letter) directly to your club or association authorising recommencement of activities.
• The City of Cockburn’s Special Conditions of Usage supersede National or State Sporting Association guidance; however should the National or State Sporting Association guidance take a more risk averse approach to any of the above, the National or State Sporting Association guidance should be implemented.
   

Normal capacity limits currently apply.

Yes – from Saturday 5 December 2020 it is mandatory in all community facilities and halls. Contact registers help to protect the community by assisting with faster and more complete contact tracing. The register will help the WA Health contact tracing team quickly identify and assist anyone that may have been exposed to COVID-19.

Users will need to scan the respective facilities QR code through the SafeWA app upon entry to complete an online contact register. If users do not scan the QR code, it will be up to the group organiser to collect required details via the paper-based contact register for each booking and send a copy to the City 24 hours post booking via email to [email protected]
 

Current State Government legislation outlines that they must be kept for 28 days. As such, the City advises to hold on to paper based contact registers in a safe and secure location and destroy them after 28 days (e.g. shred)

The required personal information is directly sent to the Department of Health and stored in a secure location which is destroyed after 28 days. The City or any other stakeholder has access to the information. Information will only be used should there be an outbreak of Covid-19 and contact tracing is required.

It’s a legal requirement by the WA State Government for organisations to keep a contact register and individuals to provide their details. If not completed correctly, the State Government may infringe an individual up to $50,000 or $250,000 for an organisation/body corporate or 12 months imprisonment.
Penalties may also apply to organisations/body corporates for:

• Not being able to produce contact records with the required information in the required time frame (three hours or as otherwise as reasonably practicable)
• Using details for other purposes other than contact tracing (e.g. marketing)

Individual patrons will also face penalties for providing false information in connection with provision of contact details.
In addition, the City may suspend or cancel a groups booking for not implementing the actions as per the City’s Special Conditions of Usage.

A QR code is just like a barcode, with information that can be read by a smartphone/tablet camera. The City will generate QR Codes through the SafeWA app for each facility and install them in the required locations.

The SafeWA app can be downloaded from the Apple App Store or the Google Play Store. Every person in WA should be encouraged to download the app if they have a smartphone.

As not everyone has a smartphone or may choose not to provide their details via the QR code. As such an alternative format must be kept by law.

Anyone who enters the facility, including staff, volunteers, visitors etc. The exception is if you are visiting the facility for only a short period of time (ie. To use the toilet only); however all persons are encouraged as a risk management measure.

There is no requirement for organisations/body corporates to validate the accuracy of information.

Contact tracing is one of the most effective measures in controlling the spread of COVID-19 if an outbreak occurs. Contract tracing involves identifying anyone who may have been exposed to an infectious case of COVID-19 and having these persons avoid contact with others until we can be sure they are not going to develop the disease. If they were to become infected while they are in quarantine, they can be promptly diagnosed and treated appropriately and because they are in quarantine the number of persons they themselves might infect is greatly reduced. This key contact tracing work ensures potential chains of transmission are interrupted.

The City has strict internal protocols where information sent to the City is stored securely and is accessed for approved purposes only in line with the City’s Privacy Statement and Records Management Policy.

Contact Registers through the SafeWA App are not accessible by the City. The app was created and is managed by the state government. Those with queries on the app should contact 13 COVID (26843).

Information is regularly placed on the City’s website. The State Government website is an important source of key up to date information

This is to ensure user safety by minimising the contracting and transmission of COVID-19. The City is requesting that after use, you wipe down frequently touched surfaces (light switches, kitchen taps, table tops, chairs and door handles) with an appropriate disinfectant on top of your usual cleaning requirements. These principles have been adopted by many places whereby people are in one place for more than 15 minutes at a time which increases the chances of transmission of COVID-19.

This is an action identified in the COVID Safety Plan to manage possible risks. The City will provide cleaning registers in each venue within the Kitchen area and this must be completed at the conclusion of your hire.
 

The City will first investigate the matter. Should it be found if the venue has not been cleaned, the City may cancel your future bookings and remove access from the facility
 

The City will provide the standard cleaning equipment already provided at each facility. Each hirer will be required to provide their own cleaning products and disinfectants to clean frequently touched surfaces and equipment. Please see Cleaning Protocol – Frequently Touched Surfaces & Equipment for further reference.
 

No, however it is recommended that you do. Good hygiene (along with physical distancing and increased cleaning of frequently touched surfaces) have been advised as the most effective measures to mitigate the contraction and transmission of Covid-19.
 

Yes. State Government advice is their currently is no evidence that COVID-19 is transmitted through food or prepared food products; and there is a low likelihood of catching COVID-19 from food packaging that has been moved, travelled and exposed to different conditions and temperatures.

However, the City recommends that food is consumed while seated, buffets are discouraged and if where there may be high traffic areas of people gathering food, that these are considered as ‘Frequently Touched Surfaces’ and as a result are cleaned and disinfected appropriately.
 

Yes, however these people are included in the overall person count for the booked space.
 

Please do not enter the room and contact the Community Facility Booking Office during business hours on 9411 3444 or 1300 CO SAFE after hours.

The City has amended booking times to allow for a buffer window between groups. It is extremely important groups adhere to the times allocated to them.
 

Co-Safe is still operating and if you require assistance you can call the Co-Safe number. Please note all call-out fees will be charged to the hirer. Fees will not be charged if there is an emergency or there is a conflict with booking times.
 

These measures will be in place until the City advises otherwise. Please note: further restrictions may come into place depending on the situation at the time. However, the intent is that restrictions will continue to relax should the State Government suggest proceeding to Phase 5 in the WA Roadmap to Recovery.
 

Contact training can be undertaken at the City’s sports grounds from Saturday 6 June 2020 subject to the sporting club organising the activities:

• Developing a Phase 4 COVID Safety Plan Sport and Recreation and obtaining endorsement from the City.
• Signing and returning the City’s Special Conditions of Usage – COVID 19 Phase 4 – only if Special Conditions of Usage were not returned as part of Phase 3.

Clubs will be permitted access to the grounds they have booked and all facilities/amenities subject to completing and returning to the City:

• Phase 4 COVID Safety Plan Sport and Recreation for the grounds/courts (outdoor venue)
• Phase 4 COVID Safety Plan Food and Licensed Premises for the clubrooms/facility (indoor venue) – including a seating map.
• Adopt the City’s Special Conditions of Usage - COVID 19 Phase 4 by signing and returning to the City (only if Special Conditions of Usage were not returned as part of Phase 3).

Should your club not wish to utilise the clubrooms/facilities; they are not required to complete a Phase 4 COVID Safety Plan Food and Licensed Premises, however must complete a Phase 4 COVID Safety Plan Sport and Recreation for the grounds/courts (outdoor venue)

Yes – from Saturday 5 December 2020 it is mandatory in all indoor sporting facilities (clubrooms and community facilities). Contact registers help to protect the community by assisting with faster and more complete contact tracing. The register will help the WA Health contact tracing team quickly identify and assist anyone that may have been exposed to COVID-19.

Patrons will need to scan the respective facilities QR code through the SafeWA app upon entry to complete an online contact register. If users do not scan the QR code, it will be up to the club organiser to collect required details via the paper-based contact register for each booking and send a copy to the City each week via email to [email protected]
 

Current State Government legislation outlines that they must be kept for 28 days. As such, the City advises clubs to hold on to paper based contact registers in a safe and secure location and destroy them after 28 days (e.g. shred).
 

The required personal information is directly sent to the Department of Health and stored in a secure location which is destroyed after 28 days. The City or any other stakeholder has access to the information. Information will only be used should there be an outbreak of Covid-19 and contact tracing is required.

It’s a legal requirement by the WA State Government for organisations to keep a contact register and individuals to provide their details. If not completed correctly, the State Government may infringe an individual up to $50,000 or $250,000 for an organisation/body corporate or 12 months imprisonment.
Penalties may also apply to organisations/body corporates for:

• Not being able to produce contact records with the required information in the required time frame (three hours or as otherwise as reasonably practicable)
• Using details for other purposes other than contact tracing (e.g. marketing)

Individual patrons will also face penalties for providing false information in connection with provision of contact details.
In addition, the City may suspend or cancel a clubs booking for not implementing the actions as per the City’s Special Conditions of Usage.

A QR code is just like a barcode, with information that can be read by a smartphone/tablet camera. The City will generate QR Codes through the SafeWA app for each facility and provide them to the club to install them in the required locations.

The SafeWA app can be downloaded from the Apple App Store or the Google Play Store. Every person in WA should be encouraged to download the app if they have a smartphone.

Not everyone has a smartphone or may choose not to provide their details via the QR code. As such an alternative format must be kept by law.

Anyone who enters the facility, including staff, volunteers, visitors etc. The exception is if you are visiting the facility for only a short period of time (ie. To use the toilet only); however all persons are encouraged as a risk management measure.

There is no requirement for organisations/body corporates to validate the accuracy of information.

The City has strict internal protocols where information sent to the City is stored securely and is accessed for approved purposes only in line with the City’s Privacy Statement and Records Management Policy.

Contact Registers through the SafeWA App are not accessible by the City. The app was created and is managed by the state government. Those with queries on the app should contact 13 COVID (26843).

Contact tracing is one of the most effective measures in controlling the spread of COVID-19 if an outbreak occurs. Contract tracing involves identifying anyone who may have been exposed to an infectious case of COVID-19 and having these persons avoid contact with others until we can be sure they are not going to develop the disease. If they were to become infected while they are in quarantine, they can be promptly diagnosed and treated appropriately and because they are in quarantine the number of persons they themselves might infect is greatly reduced. This key contact tracing work ensures potential chains of transmission are interrupted.

Information is regularly placed on the City’s website. The State Government website is an important source of key up to date information.

No. The only requirement is that the club manages 1 person per 2m2 across the venue.

Yes

Yes, training on weekends is permitted.

Given the specific nature of individual sports, State and National Sporting Associations need to provide permission to commence certain activities within current government restrictions based on the sport’s current insurance policies.

Some facilities do not have external store rooms or external toilets. For these facilities clubs are permitted to get internal access (prior to developing a COVID Safety Plan for the indoor venue), however it should only be for the purposes of going to the store room or toilet. Should there be Frequently Touched Surfaces on the path to these toilets, it is recommended that these areas are cleaned and disinfected frequently.

Yes, once a COVID Safety Plan for the indoor venue has been completed and endorsed by the City.

No, clubs will be required to provide their own cleaning equipment.

Yes, you can as long as they meet the protocols developed by the City. Clubs will be required to cover the cost of the cleaners.

Yes. It is important that hand sanitiser is available and given to members prior to and after training. Hand sanitiser should also be readily available for groups during training.

Shared equipment is not encouraged but where it is required, it must be cleaned and disinfected after training. Equipment should not be shared among groups unless it has been cleaned and disinfected appropriately. Please review the City’s cleaning protocol.

Yes. This is a requirement by State Government that the indoor/outdoor venue complete the relevant Phase 4 COVID Safety Plan (ie. Sport and Recreation or Food and Licensed Premises). The COVID Safety Plan Certificate must be located in a prominent position visible for patrons and a copy of the COVID Safety Plan must be available for inspection by an Authorised Officer when required.

The templates have been provided by the State Government and must be used. Should you need to add further information, the City suggests attaching separate pages to the COVID Safety Plan to explain answers to each item/question.
 

No, however it is strongly encouraged. Clubs can use their own log templates. Templates have been provided to assist clubs manage facilities and ensure they are undertaking best practice to mitigate the risk of contracting and spreading COVID-19. The intent is to provide the safest possible environment for club members to participate in sport and recreation activities.
 

Recent advice from the Minister for Seniors and Ageing, Volunteering and Sport and Recreation has suggested people serving in food businesses and licensed premised under the Liquor Control Act in a sporting and recreation setting do not need to complete the training course. However, as the training course is free (provided by the State Government) it is strongly encouraged.
 

The contraction and transmission of COVID-19 is still a risk in the community. As such, it is recommended that participants ‘get in and get out’ to reduce the risk, while also reducing the cleaning requirements on the club.
 

Under Phase 4 restrictions from 27 June, yes they can. Regular Liquor License boundaries still apply.
 

These measures will be in place until the City advises otherwise. Please note: further restrictions may come into place depending on the situation at the time. However, the intent is that restrictions will continue to relax should the State Government suggest proceeding to Phase 5 in the WA Roadmap to Recovery.