The purpose of this document is to identify the responsibilities of the Tenant / Licensee and Council in regard to maintenance. It should be read in conjunction with the conditions in the Lease/Licence.
For the purposes of this Maintenance Schedule, misuse means damage caused to the Leased/Licensed area, including but not limited to, the interior or exterior of the building, by the Tenant/Licensee and/or their employees, agents, invitees, contractors and any other entity the Tenant/Licensee, Sub-lessee/Sub-licensee/Hires the building to.
Building alterations
Submitting written requests to Council for approval prior to commencement of all works. Request for works
All alterations need to be approved by Council.
Building maintenance - internal
Maintenance issues to be identified and reported to Council.
Responsible for repair/replacement costs as a result of damage due to misuse.
Council will respond to maintenance requests as they arise.
Building maintenance - external
Cafe/bistro blinds and screens
Regular cleaning, maintenance, and repair as a result of damage due to misuse.
Full responsibility for Tenant/Licensee installation
Submitting written requests to Council for approval prior to commencement of all works.
Structural maintenance Replacement at end of useful life.
Coaches box
Full responsibility
No responsibility
Curtains and blinds
Regular cleaning and repair and replacement
Cleaning
Includes provision of equipment and consumables.
Dishwashers and appliances
Full responsibility for council installations
Electrical wiring and fittings
Report all faults to Council.
Responsible for all issues from main supply to and including the switchboard, power points, switches and light fittings, if damage is due to fair wear and tear, or if the wiring/fitting is determined to be beyond its economic life.
Emergency evacuation procedure
Responsible for developing and ensuring users understand the procedure.
Council will provide an Evacuation Plan and ensure this plan is installed in a suitable location and checked on annual inspection.
Essential safety measures
Report all concerns to Council.
Ensure all exits and paths of travel to exits and Essential Safety Measures are kept readily accessible, functional and clear of obstructions.
Includes Fire Protection Systems, Emergency & Exit lighting, Lifts, Electrical Switchboards and sub-boards, HVAC systems and all other Essential Safety Measures.
Council is responsible for scheduled inspection, servicing, replacing/repairing if damage is due to fair wear and tear.
External paths
Responsible for notifying Council of any trip hazards on the pathways. Upgrades or redesigning of pathways/landscaping subject to approval from Council.
Council will address path issues if deemed trip hazards outside of egress and ingress (Paths of Travel) Council will consider any request for upgrades of pathways.
Fences/gates
Council will coordinate the replacement and repair due to fair wear and tear and will address any regulatory changes as required.
Flag poles
Fully Responsibility if tenant installation.
Responsible for replacing flags.
Responsible for notifying Council of damaged, broken, or vandalised flag poles.
Council responsible for replacement and repair due to fair wear and tear or vandalism of previously authorised or approved poles.
Floor surfaces and coverings
Responsible for all necessary cleaning, repair, and replacement costs as a result of damage due to misuse.
Gain approval from Council prior to any change.
Keep all floors and insert mats in good and safe condition.
Council will repair/replace or resurface/reseal flooring due to fair wear and tear and replace recessed mats when existing become worn or unsafe.
Food handling
Responsible for ensuring that services within kitchen offered comply with Food Handling and Health and Local Laws.
No responsibility.
Garbage collection
Responsible for site rubbish and ensuring that bins are available for collection as required.
Responsible for the process and cost of removal of all hard waste.
Provision of bins in cages and for curbside collection.
Glass/mirrors - internal
Report all damage to the Councils.
Council responsible for repair or replacement due to fair wear and tear.
Graffiti and vandalism
Responsible for the cost of removal of all internal graffiti as well as costs for repair due to internal vandalism.
Responsible for notifying the Council Facilities Maintenance Unit of external building graffiti.
Council responsible for removal of external building graffiti and repairs due to external vandalism.
Grease traps
All ongoing fees and regular cleaning including Trade Waste Permit and on goings.
Initial registration with Yarra Valley Water when installed, but no ongoing maintenance.
Grey water/sewage
Council have full responsibility.
Heating and cooling
Cost of installation of additional heating and cooling subject to approval from Council.
Full responsibility for council installations, replacement of equipment at end of economic life, servicing and maintenance of fixed heating/cooling systems.
Council will give consideration to requests for additional heating and cooling.
Hot water
Insurance - contents, building and public liability
Responsible for contents insurance and public liability associated with the programs and the premises with Nillumbik Shire Council as joint named insured.
Responsible for the building insurance and Nillumbik Shire Council owned equipment/fixtures.
Keys and locks (also see 'Security')
Costs associated with replacement/repair due to misuse.
No locks are to be changed without Council approval.
Maintain a register of those people who have access to the building (key holders, those with access codes, swipes, fobs, etc) and notify Council of loss of keys, swipes, etc.
Request additional key cutting through Council and pay associated costs.
Keys must be returned from discontinued users and if they are not returned the Tenant/Licensee will be responsible for costs associated with re-keying that area if deemed necessary by the Council.
Council will repair or replace due to faults or fair wear and tear. This includes replacement of door closers and locks at the end of their economic life, maintenance of all doors and fittings including closers and realignment of internal doors.
Landscaping, gardening, lawns and outside maintenance, including redesign (exc. trees)
Keep gardens and general areas clear of rubbish.
Full responsibility for outdoor garden maintenance and any costs associated with redesign of outdoor area.
Light globes/fittings - external
Report faults of lighting attached to the building to Council.
Responsible for the costs to repair/replace as a result of damage due to misuse.
Council responsible for coordinating repair or replacement of, including security lighting
Light globes/fittings - internal
Replacement of globes at economical life.
Council will coordinate repair of faulty fittings or those at the end of their economic life.
Murals
Must request permission from Council. Removal and maintenance of any murals during and prior to end of Licence or as alternatively agreed with Nillumbik Shire Council.
Council will consider requests case by case.
Nature strips
Responsibility of Tenant/Licensee to maintain, in accordance with necessary standards/regulations including weeding, mowing, and edging turf.
No responsibility, unless nature strip falls within a Nillumbik Shire Council Recreation reserve or bus stop.
Non-fixed equipment purchase and replacement (building chattels)
Responsibility of Tenant/Licensee, in accordance with necessary standards/regulations.
All electrical equipment must be tested and tagged by a registered electrician.
Ovens
Responsible for cleaning and maintenance.
Responsible for replacement at the end of usable life if installed by the Tenant/Licensee.
Approval to upgrade any existing oven to be approved by Council.
Council responsible for repairs, maintenance and replacement at the end of usable life if council installation.
Painting - internal and external
May conduct works on buildings with written requests to Council and approval prior to commencement of all works.
As needed and determined by Council.
Pest control
Responsible for keeping all areas clean and free of all rodents, ants and pests etc.
Council is responsible for internal and external Pest Control as requested or deemed necessary.
Playgrounds
No responsibility. Report all faults to Council.
Responsible for fixed playground equipment. Council will coordinate monthly monitoring of playgrounds and formal annual external audits of playgrounds.
Council will consider requests and provide guidance on appropriate playground development if approved.
Plumbing
Report all issues to Council
Responsible for the costs associated with clearing blockages to sewerage system and repair/replace fittings due to misuse.
Responsible for the costs to repair/replace the taps, cisterns, toilet pans and seals due to damage caused by misuse.
Responsible for the costs to repair/replace the fixtures such as garden hoses and sprinklers due to damaged caused by misuse
Necessary cleaning costs associated with cleaning of grease traps as determined by Yarra Valley Water.
Council responsible for the repair/replacement of all plumbing fixtures including washers and taps due to fair
wear and tear.
Consideration of requests for upgrades.
Roofing
Full responsibility.
Sanitary disposal units
Responsible for costs associated with the servicing of sanitary disposal units.
Responsible for arranging the servicing of the sanitary disposal units.
Security/alarm system (see also 'Keys and locks')
Full responsibility if installed by the Tenant/Licensee. Tenant/Licensee responsible for all call out costs incurred due to misuse, error, or negligence.
Responsible for servicing and maintenance if installed by Council.
Septic tanks
Responsible for the costs of any maintenance and repair due to misuse.
Responsible for maintenance of the septic system.
Shade structures
Sheds
Services - power, water, gas, telephone etc
Responsible for all costs associated with the usage of the services to the building, including but not limited to payment of all usage accounts.
In the case of shared facilities, committees must abide by their responsibilities and proportional costs as stated in formal agreement.
Responsible for approving upgrades or new connections.
Signage
Maintain all internal and external signage, (i.e. toilet signs, directional signs, and program signs).
Council will maintain Nillumbik Shire Council specific signs, e.g. Plinth/Hoop signs.
Council will consider requests for signage upgrade if National Construction Code or Australian Standard compliance issues arise.
Social space
Solar panels
Full responsibility if tenant installation
Full responsibility if council installation
Sports lights
Responsible for the cost of globe replacement.
Responsible for maintenance, installation and replacement of lighting infrastructure including LED luminaires.
Storm water
Trees
Report issues relating to existing trees, i.e. tree damage, request tree removal, pruning.
Planting of new trees must first be approved by Council.
Regular tree inspections and maintenance.
Provide advice on appropriate tree species and ensure that tree issues are responded to.
Wall finishes and ceiling linings
Maintain, repair or replace as required due to structural damage or storm damage.
Windows
Responsible for repair/replacement costs as a result of damage due to misuse. If keys are lost to lockable windows the Tenant/Licensee required to fund replacement keys or total replacement of locks if deemed necessary by Council.
Maintain all operation and locking mechanisms of windows.
Responsible for repairing damaged windows to the building as a result of fair wear and tear.