Take enquiries regarding court costs and availability
Take bookings - ensure phone number is taken in case key is not returned, distribute and collect court keys and money
Bank money as required
In relation to tennis court hire when people request to hire keys it's possible to leave them in your letter box for collection. Request that money be paid with the return of the key (suggest they put key and money under the door mat).
Tennis Casual Memberships
Take enquiries re membership and cost
Collect membership and key bond money, obtain additional tennis keys from office if necessary, give client a cash receipt.
Monitor expiry dates and chase up and collect keys if client doesn't wish to renew membership
Take up any issues about maintenance with P and C President and Principal
Facilities (Building) Hire
Casual Facilities Hire
Take enquiries for availability and costs. Arrange for viewing of facility if warranted.
*Take bookings and keep appropriate records. *Check with Marianne Garden for fundraising events to ensure a clash does not occur.Check with school secretary that the teachers have not made a prior booking. The secretary will write any bookings in the staffroom book.
Distribute hire agreement forms and have Principal sign to authorise. Keep copy on file.( For x years)
Collect bond and hire money
Arrange collection and return of keys
Ensure appropriate people are informed e.g. if activities building let Susie know and Pam (cleaner- who may need to change the time she cleans); if hall, Debra Jackson.
Ensure appropriate provision for garbage is made- see Susie re bin emptying days, ask Principal to get cleaners to leave out additional bins if necessary, and find out most appropriate way to dispose of garbage(can't leave out due to bird/cats)-
After day of hire, liaise with either school(Debra Jackson) or OSHC (Susie Berkitt) to ensure no damage and that bond cheque is not required.I.e. Unless returned as explicitly requested, then just rip up the cheque. Do not accept the bond in cash. ( To be discouraged would be to take credit card details for any bond to be charged after the event using OSHC facilities.
Various people from the school will call to book in dates for school and P and C use. It is also regularly hired by members of the wider community e.g. car club, S.O.W.N. workshop,teaching seminars etc.
Permanent Facilities Hire
Take enquiries for availability and costs. Arrange for viewing of facility if warranted.
Take bookings and keep appropriate records
Distribute hire agreement forms and have Principal sign to authorise. Keep copy on file.
Collect venue bond plus key bond. Liaise with Debra Jackson re arrangements for collection of the keys.
Ensure appropriate people are informed of hire.
At the end of each term,raise appropriate invoices, collect and bank money. Bank once a month approximately. Ensure that copies of the invoices are emailed to the P & C book keeper (Tanya Alcock).
Invoices
Small House of Dance
Kidz n' Co Talent
Rhee Taekwondo
Other monies to be collected Friday playgroup -collect money from office once per term
Keyboardzdotcom - agreement is $1.50 per student (increased from $1 Jan 2005) Tracey sends cheque and documentation at end of each term
Christadelphians - agreement is a donation of $60 per term - Andrea McClure usually drops off money to the office each term. Other Duties
Complete monthly excel spreadsheet to show revenue breakup between the different venues and the tennis courts. Email to P & C book keeper each month.
Keep key and bond register up-to date , and at year end, agree total with P & C bookkeeper( she will contact you re this)
Take up any issues with maintenance with P & C President and Principal
Any problems, liaise between school and clients to remedy
Each term place articles in school newsletter to raise awareness of facilities available. Send emails with articles to the office the Friday before for inclusion in the next tuesday's edition.
Hold bond cheques (never cash) Ask for key to be returned on their way home. Verify with school the next school day that nothing was damaged.
Restrictions on Hiring
The P&C at it discretion reserves the right to refuse to hire the facilities. Special attention is paid to groups that satisfy the criteria to be classed as a sect, covering a number of practices including, but not limited to, coercive behaviour, etc.
A policy defining these criteria is under development.
