Renew or amend a facility lease or licence. Apply for a seasonal licence. Get approval for works at leased premises.
Before you apply to renew your lease or licence, confirm that your organisation and activities still meet the eligibility criteria.
You will need to provide copies of the following:
certificate of incorporation
constitution (if it has changed)
most recent audited financial statements
certificate of currency for $20 million public liability insurance
certificate of currency for building insurance (if applicable)
current liquor/gaming licences (if applicable).
To request a renewal, log into the Community Leasing Information Portal (CLIP) and complete the ‘Tenure renewal (lease or licence)' form.
You’ll be asked to provide details and to upload your documents.
We'll check your application to make sure it's correct and includes all the supporting documents.
When we receive your application, a member of our team will arrange to meet you on the premises to:
After the onsite meeting, Council will assess your application. We may ask you to submit more information to support your application.
After assessing your application, we’ll prepare a submission for approval.
If the premises are on land managed in trust by Council, ministerial approval may also be required. We'll apply for this on your behalf.
If your application was successful, our submission will recommend that your lease or licence is renewed.
After approval, you'll receive a Council letter containing the terms and conditions of your renewal. You can use this letter as evidence of tenure for funding applications.
Your formal lease/licence documents will be prepared by City Legal (Council's legal services provider). You'll be given contact details for the person preparing your lease/licence.
City Legal will send the lease/licence documents to your organisation to execute. Your organisation will need to:
You must return your documents to City Legal and pay City Legal professional fees and lease registration fees.
City Legal will arrange for Council to execute the documents. Leases are also lodged with the Department of Resources for registration.
City Legal will send your organisation an executed, registered copy of your lease or licence.
A seasonal licence allows an organisation to use a site during specific dates and times during a sports season.
We don’t provide recurring seasonal licences, so you need to reapply before the start of each season.
The season closing date is also the deadline for applying.
The summer season is from 1 October to 31 March inclusive.
Applications for the summer season close on 31 July.
You'll be notified of the outcome of your application by 31 August.
The winter season is from 1 April to 30 September inclusive.
Applications for the winter season close on 31 January.
You'll be notified of the outcome of your application by 28 February.
Before you apply for a seasonal licence, confirm that your organisation and activities meet the eligibility criteria.
You will need to provide copies of your organisation’s:
Complete the online application form.
You'll need Council consent to amend the conditions of your lease.
Many community lease conditions are standard, meaning you cannot change them.
If Council approves the amendment, City Legal (Council's legal services provider) will prepare the relevant documents to record the amendment.
All parties must execute these documents. If you have a registered lease, the amendment must be registered with the Department of Resources.
To seek Council's consent to amend the conditions of the lease, send a letter from your organisation to Lease.Management@brisbane.qld.gov.au
The letter must be on your official letterhead and detail the reasons for the amendment.
You must have Council approval to make changes or undertake works at your leased or licensed premises.
Works requiring written approval from Council include:
installing closed-circuit television (CCTV)
erecting fencing
moving soil, filling/earthworks and drainage
new building work or extensions/refurbishments to an existing building (including re-painting)
new lighting or replacement of existing lighting, including sports field/court lighting
new or refurbishment of sports fields/courts
installing play equipment
installing signage or signage infrastructure
sports field irrigation/bores
tree or vegetation works
installing water tanks.
You can discuss your project with a Council officer to identify any site constraints you may need to consider.
If your project includes master planning, or new buildings/fields/courts/lights, it's essential you discuss your proposal with an officer from the outset.
You should also check your current condition audit for maintenance work that should be done prior to any new works.
To request advice on works or to access your condition audit, log into the Community Leasing Information Portal (CLIP) or phone Council on 07 3403 8888.
Project planning will help your works to run smoothly and achieve your desired outcomes in the required timeframe.
Your plan should define your approach and the process you will use to manage the project. It should include:
what you are hoping to achieve and the deliverables
costs and deadlines
if you intend to apply for a grant to fund the work (If so, you should submit your application for works well in advance of submitting a grant application.)
the scope of works
any strategic plans, facility/asset management plans or condition audits that should be referred to
other approvals that may be required (e.g. building approval, advertising sign licence)
any plans, drawings or sketch designs, including site plans and existing and proposed floor plans for building work
an estimated project budget, including items such as design and site costs, construction and demolition costs, approval fees, fit-out and contingencies.
Documents you may need to include with your application include:
aerial photography or maps with any relevant mark-ups
quotes
project plans
letter of support from head tenant (if applicable)
any lighting plans.
Your documents can be submitted as Word, PDF or JPG files.
If you don't provide all the relevant attachments, your application will be considered incomplete and take longer to process.
Log into the Community Leasing Information Portal (CLIP) and complete the online application, including your supporting documents.
You will be able to save your application for up to 90 days.
If you have difficulty accessing or using the form, phone Council on 07 3403 8888.
After we receive your application, we'll consult with the local Councillor about the works and any relevant Council teams.
The assessment and response process can take up to one month.
Applications that are considered complex may take longer to assess. Council will advise you of the expected timeframe for response throughout the process.
Council has the right to:
Council has the responsibility to:
You may be able to establish a new facility on existing Council land. To enquire, phone Council on 07 3403 8888.
The difference between a lease and a license is that a lease is an interest in land granted by a landowner to another person, which gives a right to the land for a fixed time.
Alternatively, a license is a right to occupy land without the land being exclusively granted.
