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Sporting Facilities User Guide

1. Grass cutting Full responsibility as per regular maintenance cycles Car parks sealed amp unsealed Full responsibility including car park lighting Sports training lights coaches boxes interchange boxes batting cages dugouts sight screens synthetic wickets Sports ground training lights batting cages dugouts sight screens synthetic wickets Coaches boxes interchange boxes and scoreboards Cleaning upkeep of surrounding area including litter removal Full responsibility from activities Normal maintenance program September 2012 Page 51 Sporting Facilities User Guide K aroondah City Council ITEM OCCUPIER COUNCIL Drainage pits car park amp Full responsibility surrounds Dump master bins Full responsibility including the removal of illegally dumped waste within or around the bin 1 Cyclic maintenance this includes 6 monthly services on all units Council may request a copy of the certificate of compliance and therefore recommend clubs keep a copy on file 2 Cyclic maintenance this includes 6 monthly services on all units Council may request a copy of the certificate of compliance and therefore recommend clubs keep a copy on file It is a requirement by Maroondah City Council that an inspection be carried out at seasonal change over relating to the condition of all items above refer to Section 2 3 5 4 2 Process of reporting mai
2. Healthy grass exhibiting vigour and capable of withstanding match play Mowing Pitch grass on match days to be between 4 6mm Surrounding wicket table 20 30mm Grass management To Council s program Litter control Remove all visible litter at time of mowing Surface finish Repair all visible ruts depressions gt 5mm on prepared pitches Repair all visible ruts depressions gt 20mm on wicket tables This maintenance schedule does not apply to Jubilee 2 Proclamation Park and HE Parker wickets as these are maintained by the user groups 5 5 8 Covering and uncovering of concrete and synthetic wickets Council is responsible for the covering of concrete and synthetic cricket wickets on sports grounds This will be undertaken during the period between the end of the Summer fixtured season and the commencement of the Winter season approximately March User groups are responsible for uncovering concrete and synthetic wickets User groups must contact Councils Sport and Community Liaison Officer prior to uncovering any wickets to ensure there is no further winter use booked on the sports field When uncovering wickets plastic tarps are to be rolled up and left at the fenceline for collection by Council In some instances some user groups may have site specific agreements with Council for uncovering cricket wicket covers This is particularly the case for synthetic turf mats September 2012 Page 56
3. Category A Ground Category B Ground Category C Ground PRIMARY SCHOOLS 2014 15 011 12 2012 13 Type of Use 2014 15 011 12 201243 2013 14 2014 15 Maroondah Prim Schools No charge Casual use SECONDARY SCHOOLS 2013 14 2012413 2013 14 No charge No charge Maroondah Sec Schools 66 71 82 88 41 49 55 66 27 30 33 36 Casual use and limited use Maroondah Sec Schools 137 151 165 178 Weekly term bookings Maroondah Interschool 55 60 66 71 Tournaments All day use multiple schools EXTERNAL PRIMARY AND SECONDARY SCHOOLS External Schools outside of 55 60 66 71 the municipality No round robins tournaments permitted for schools outside the municipality 5 5 Commercial and Private Use of Sports Grounds The commercial and private use of sports grounds is subject to the application process and conditions outlined in the Sporting Facilities User Guide Commercial and private users wishing to use a sports ground will need to complete an Application to Use Council Facilities Casual Use form This form can be downloaded from Council s website www maroondah vic gov au For the purpose of hiring sports facilities in Maroondah a commercial user or private user is considered to be an organisation including incorporated body co operative society partnership or sol
4. September 2012 Page 65 Sporting Facilities User Guide K aroondah City Council T CLUB DEVELOPMENT Maroondah City Council is committed to working in partnership with community organisations to develop and sustain a wide range of quality sporting recreational cultural social and community support programs that service the needs of the Maroondah community To support this a number of resources and opportunities exist to help clubs with their operations These are outlined in this Section 7 1 Funding assistance for community groups 7 1 1 Committee of management support scheme The Committee of Management Support Scheme provides a resource program to assist and support Council s Special Committees of Management established under Section 86 of the Local Government Act Funding is provided for capital improvements or facility planning for the specific reserves or facilities Council s contribution to projects will not exceed 6 600 and must meet the eligibility criteria as well as having a clearly identifiable target and need Projects must e Meet a demonstrated need within the facility e Complement or improve existing facilities e Provide long term benefit for the facility or its environment e Meet the cost of reserve master plans Grant opportunities for this funding scheme are advertised late January with applications closing in mid April Committees of Management are notified in July For further information please contact
5. Sporting Facilities User Guide K aroondah City Council Even if finals positions are not clear until the last week of fixtured matches it is still the responsibility of clubs that will potentially be in the finals to contact Council regarding wicket requirements User groups requiring the use of grounds for cricket finals must firstly apply to Council refer Section 1 4 9 If such application is not made there is a risk that Council will arrange covering of the wicket should this occur the full cost to perform these works a second time will be charged to the club with no guarantee that the pitch will be ready for intended play 5 54 Line marking The marking of lines for sports competition is the responsibility of user groups Line marking must be carried out using a suitable marking paint Lime Roundup or any other substances that kills grass or may present public health or environmental safety issues MUST NOT BE USED Should a club use a prohibited substance for line marking it will be responsible for the full cost of restoration works to the affected area Such action may also jeopardise the club s use of the facility and no alternative ground will be made available to the group if its actions have made the ground unfit for use The painting of logos on sports grounds is not permitted 5 6 Goals The maintenance installation and removal of goals used in the conduct of competition for all seasonal sports
6. b put in place and maintain the insurance arrangements required by Council for the whole period of use in accordance with section 2 2 of the Sporting Facilities User Guide and Council s letter of acceptance and C promptly pay all Fees and Charges and bond monies in accordance with section 3 of the Sporting Facilities User Guide and to otherwise pay on demand and any additional money properly claimed by Council under the Seasonal and Casual Pricing Schedule 8 Privacy Collection Statement Council is collecting the information on this form for the purpose of registering and administering your application The information may also be used to send you Council newsletters details of Council activities to ascertain your satisfaction with Council services and to release information to the public for enquiries about your club e g new membership etc Your information will automatically by used in the manner described above unless you specifically indicated NO by checking the box a Council activities receipt of information L No b Release of information to public L No The information will not otherwise be disclosed except as required by law In particular the information will not be disclosed to others for marketing purposes If you fail to provide this information e information on the application form your application may not be processed In making this Application certify that hold the office of within the organisa
7. full responsibility ensure lines are maintained if a security system is installed as Council will not take responsibility for damage caused if the building is not alarmed due to the non payment of bills DRAINAGE amp PLUMBING September 2012 Page 48 Sporting Facilities User Guide ITEM Storm water amp general drainage OCCUPIER All damages and blockages in waste pipes caused by user activities J aroondah City Council COUNCIL Blockages due to tree roots and subsidence Replacement repair due to fair wear amp tear Guttering including down pipes All damages caused by users Programmed cleaning and replacement repair due to fair wear amp tear Internal blockages sinks toilets etc Full responsibility must be kept clear of foreign objects mud and debris by users Roof plumbing including skylights All damages by users Replacement repair due to structural failure storm damage or fair wear amp tear Plumbing fixtures All damages by users and blockages in waste pipes caused by user activities Replacement amp Repairs due to malfunction or fair wear amp tear eg washers and leaking cisterns Gas heating incl screen flue gas plumbing amp hot water service All damages by user amp cyclical maintenance incl ensuring pilot lights remain lit Replacement repair due to malfunction or fair wear amp tear ELECTRICAL
8. y dah City Council Sporting Facilities User Guide September 2012 Sporting Facilities User Guide K aroondah City Council TABLE OF CONTENTS TABLE OF CONTEN TS ee l ASAN EE Eee A E te euni 1 1 COMMUNITY USE OF SPORT AND RECREATION FACILITIES sssssecccecccccsssssseceeseccseesssesseeeeeeeeeeess 2 1 1 INTRODUCTION 22555 teet i RERO ER HE DE es eh sae ER Le pi erbe adh vetet erede ats 2 1 1 1 PUI POS Tp S E EE E EE 2 1 1 2 Background s e RE er E iv ie tele qe EUS Ee E hen Ea eR 2 14 3 Using this Document eie eseetee eno eo aeterne eno enixe eed asena F e per ehdee audeo pod een ep eroe A 3 1 1 4 Legal ARo lT AoA EEEE er terr vede er mt roe derive tea e aed R PEE ei ER 3 1 1 5 Currency of Document rean oen d e aet eet ete erede einig 4 1 1 6 Deu c 4 1 2 OBJECTIVES ton Acca test otis esa RIAM LIO E oi ec Acta a eeraa es c d hn E e dba heroe f 5 1 3 GUIDELINES FOR THE USE AND MANAGEMENT OF COUNCIL SPORTS FACILITIES seeeeee eee eene 5 1 4 APPLICATION FOR THE USE OF SPORTS FACILITIES sseeesseeeeee eene nnne enne nennen nen nntnnnne sese nnne nnnnens serene nnn nnnn eis 7 14L1 JSeasonakuse applications 3 xe tee cedo tance via oS eee deka e ine qe lock siete obs eap ede Vos dene Woo E AT 8 1412 Casual se applications toe ico eee beares kh eror tren a Per eese ea ebd Paare Detur Poo e eden ae Ev ed 9 1 4 3 Sch
9. and e As alast resort competition matches will be relocated In these instances Council s Sport and Community Liaison Officer will notify the user group s within 24 hours of the decision Council will work with the affected user group s and user group s to find the best possible alternative so as competition is not compromised User groups are encouraged as often as possible to consider alternative methods of training so that sporting grounds are not overused and have the ability to rest and regenerate Council expects that sporting clubs self regulate the use of their allocated grounds Where a user group can see their allocated sports ground is starting to deteriorate minimising use will assist in the sporting ground recovery September 2012 Page 46 Sporting Facilities User Guide K aroondah City Council 5 3 Withdrawal of grounds With the objective of ensuring as many sporting grounds as possible are acceptable for match play Council may place limitations on the level of use of sporting grounds for training where the conditions of the playing surface is deteriorating This may involve Council specifying the number of training hours per team per week or may involve Council restricting use of the ground The Team Leader of Sportsfield Maintenance on behalf of Council has the authority to withdraw the use of any ground for the following reasons e If it is necessary to protect and enhance the longer term viability of the facil
10. 4345 f aroondah City Council Sporting Facilities User Guide APPENDIX 3 Community Facilities Pricing Policy amp Seasonal and Casual Pricing Schedule September 2012 Page 74 aroondah Community Facilities City Council Pricing Policy Leisure Culture amp Youth Services Policy Number LCY 10 02 10 230676 1 Introduction Maroondah City Council Council owns or manages an extensive network of sports fields pavilions open space halls meeting rooms and other facilities on behalf of the community Council views the sustainable use of these facilities as integral to the Maroondah community having equitable access to a wide range of leisure cultural and educational opportunities and to enhancing the sense of community within Maroondah Council encourages the use of these facilities by supporting and subsidising the many groups that use them It is Council s intention that when it charges a user for the use of a community facility the charge will be reasonable transparent and equitable This Policy framework contains the rationale and principles that will underpin Council s pricing of community facilities 2 Purpose The Community Facilities Pricing Policy the Policy provides an overarching framework containing principles that guide the pricing of Council owned or managed community facilities and ensures a consistent and transparent approach to the pricing of such facilities It is the aim of the Policy that users of
11. 7 e ee oer aee ea eye Seve er eee d erue ver uode re aa esee eee eene ede eu 21 4 2 1 Noise and offensive DCHAVIOUN cccsscccccessccceesssccesssesesesseecsessscesesseccseseseesssecessssscsessseceeseseeeeas 21 4 2 2 ResidentipriVaCy aderire EN ea Seacassesdetidecsiacias iere Per aee rre E een AREE Pee Fe ET EA 22 4 2 3 Sport ground floodlighting sccccscccesscssssccessccsscssscessssssseceseecessesessecesssssssecessesessceeaseseaecssassesasensass 22 ADA Vehicles uode te eee eere eto eee eae de eee ehh eda sexu gt eye en sexa ehe cesa e ante dee Na 23 September 2012 Pagei Sporting Facilities User Guide K aroondah City Council 4 2 5 Access to Teserves o eee exter e ene tuere Crete a Reve de eua e ae Cue rene ende ae aea eut no don 23 42 67 D mage scusa du Annot MB inne M MT 24 4 3 SMOKINGIN COUNCIE FACILITIES ster ener no er e teet ee eevee E Ee reae e Ween Een 24 4 4 SELLING FOOD s oot Ene ee e ERR P ED Eee A e Mie rd e d E Ra wade dee 24 44 Permanent canteens 5 ete etc ee see rea eee e e eve a edese es eee eene eM eoa e aka nae ar euo Tao na Minen 24 4 4 2 Temporary registrations eir e E REPRE ves EY EC ada E aeu E a eitia 25 4 AB Catered events iiie e etae be eir e Seah eteeed eee esee veo a deste estes dae eee uve ve eda love 25 444 Commercidlfood operators iere tee eee e ML Ce eg eae eap doe PEE EA RENE CR HRS 25 4 5 LIQUOR LICENCE AND OR PERMITS sessccessesesseessseessscesseecssecessecessecesseces
12. Council Please Select one ORGANI SATION DETAILS Organisation Name Phone Number Fax Number Organisation Website Organisation email Is the Organisation incorporated LI Yes No Inc Number Does the Organisation have an ABN Number LI Yes No ABN Number Is the Organisation registered for GST L Yes No Does the organistion hold Public Liability Insurance Yes C No Expiry Date Does the organization hold a Liquor Licence C Yes C No Expiry Date Does the organization hold a Food Handling Licence _ Yes C No Expiry Date Copies of all Organisations Liquor and Foot Handling Licences and Certificate of Currency for Public Liability Insurance are required to be forward to Council with this application OFFICE BEARERS DETAILS Organisation Contact No 1 Contact Name Position Title Contact Name Organisation Contact No 2 Postal Address Position Title P C Telephone BH Mobile Email Postal Address P C Telephone Mobile Email Organisation PO Box Address please complete if this is the preferred address to send all correspondence amp invoices Postal Address P C J aroondah City Council GROUND USEAGE Please ensure that you complete this form for each grou
13. Council s Sports and Community Liaison Officer 7 1 2 Third Third Third funding Commonly known as the Third Third Third funding it provides funding to Maroondah organisations to improve existing Council facilities or to develop new facilities on Council owned or managed land One third of the cost of the project is provided by way of a Council September 2012 Page 66 Sporting Facilities User Guide K aroondah City Council grant one third as an upfront cash contribution from the user group and one third provided by way of a deferred contribution to be repaid to Council over a maximum 5 year period The eligibility criteria for the program are e The land on which the facility development is proposed must be either Council owned or managed e The development must broaden community access and increase opportunities for participation by Maroondah residents e The application must provide evidence of community support and identified needs Grant opportunities for this funding scheme are advertised in late January each year with applications closing mid April Successful applicants are announced in July and Council enter into a funding agreement with the successful organisation to undertake the project For further information please contact Council s Sports and Community Liaison Officer or visit www maroondah vic gov au 7 1 3 Community Grant Scheme The Community Grants Scheme offers financial assistance to incorporated n
14. Council PO Box 156 Ringwood 3134 Phone 9298 4328 All requests from user groups must detail e Their proposed location e The proposed licence or permit type e The proposed consumption hours see Section 4 5 2 for maximum consumption hours e The proposed licensee and e If applicable provide a copy of a letter of support from the reserve committee of management refer Section 1 4 4 for a list of the committees of management and contact details September 2012 Page 26 Sporting Facilities User Guide K aroondah City Council 45 2 Consumption hours Even if a Liquor Licence Permit is held alcohol can only be consumed on Council facilities during the following days and times Monday to Thursday 5 00pm to 10 00pm Friday 5 00pm to 12 Midnight Saturday 12 noon to 12 Midnight Sunday 11 00am to 8 00pm The following special consumption hours apply to Metropolitan Melbourne Public Holidays which include New Years Day Australia Day ANZAC Day Good Friday Easter Sunday Easter Monday Labour Day Queen s Birthday Melbourne Cup Day Christmas Day and Boxing Day Day Prior to Public Holiday Normal Day Commencement Time until 12 00 Midnight Day of Public Holiday 11 00am 8 00pm If Council s hours of consumption over a public holiday exceed those of Liquor Licensing then the requirements of Liquor Licensing provisions apply 45 3 Council requirements of liquor licence permit holders Council requires the follow
15. Council s Public Health Unit 9294 5603 for further details 45 Liquor Licence and or Permits User groups using Council facilities are not permitted to sell or consume liquor without first obtaining the appropriate licences required by statutory law Liquor Control Reform Act 1998 This includes bring your own BYO liquor 4 5 11 Application amendments process The type of liquor Licence or Permit your group requires will depend on the circumstances under which you operate and the commercial objective you are pursuing To determine the September 2012 Page 25 Sporting Facilities User Guide K aroondah City Council type of Licence or Permit and the relevant application process required under the Liquor Control Reform Act 1998 your group should contact Consumer Affairs Victoria Liquor Licensing 121 Exhibition Street Melbourne 3000 Phone 1300 55 81 81 User groups must contact Council seeking permission to sell and or consume liquor at a sporting facility prior to making any application After your group determines the Licence or Permit you require all groups using Council facilities that decide to apply vary or amend a Licence or Permit must seek written consent of both the Council and the Committee of Management for the Reserve if applicable prior to applying through Liquor Licensing User groups are required to request consent from Council in writing through Council s Enforcement Officer Maroondah City
16. ED Er ELE Rena ae ne hoa enseguida dye ka eon esae eed 53 5 4 5 Graffiti and vandalism aeree et einem ihe Ere dod vae aene festa uen rident 53 5 5 GROUND MAINTENANCE 5 75 eee EE EU HEURE EIE ROREM ERE GHS 53 5 5 1 Recurrent mainten nce ce ce tne a nau e basa una iia ie ia eia aiea ia iieii 53 5 52 TULF WICKES 3c c e oet see er D s tb e RR ed b cete Ped LA eds eR ERES 55 5 5 3 Covering and uncovering of concrete and synthetic wickets cscccccesssccesssccceesssccesssescesssseeesssssees 56 September 2012 Page ii Sporting Facilities User Guide K aroondah City Council 5 54 Jinegmarking s es ete RE eee rae AAE Me ene ed Te reed eae 57 5 6 GOALS egeo tet CE RARE UR ORE ERREUR E AO HEREIN ERI Eu ED 57 5 7 CAR PARKS ACCESS ROADS AND DRAINAGE eseeeeeenee eene eene eene een rnne sene tss en nnns sienne sen nns sienne seen rnn eene 58 5 8 PUBLIC TOILETS EL 58 5 9 Bde cO rr EC IM ET 58 6 FACILITY IMPROVEMENTS 5 eee eee so rene nuno ro oo eo naue anis eno n erae Frase aso eaa E eau Ea oo Deoa n ioios andidan 59 6 1 FACILITY INFRASTRUCTURE USER GROUPS ccccceeeeesseneeeeeeeeeeseaaeeeeeeseeeaaeeeeeeeseeeaaeeeeeeeeeeeaaeeeeseseeenaaaeeeeeeess 59 6 1 1 Siglitscreens iue ise reae prede re E hr Le p boe EE ERE HE ER e EFIE VERE EP MER 59 6 1 2 Gatekeeper s DOK 5 eade tudeittiet ie teteftetie tete Baiada be Dis T eta ote 8 Aoi Bea tgs 60 6 1 3 Coaches boxes and dugoUts ie er eet iere Ao
17. Fixtures i e stove exhaust fan quick boil urns etc All damages by users Replacement repair due to malfunction or fair wear amp tear Wiring amp fittings ie power points switches ceiling fans All damages by users All building wiring from main supply to and including the switchboard light fittings and emergency lighting Portable appliances i e kettle toaster fridge etc Full responsibility Cyclic testing amp tagging as per regulations legislation Lights i e globes bulbs starters tubes diffusers amp coverings All damages by users Replacement of globes starters and diffusers Replacement repair of fittings due to malfunction or fair wear amp tear INTERNAL Maintenance Painting throughout ceilings walls doors and internal frames Full responsibility Minimum 7 year cycle from date of occupancy or more frequently as required Insulation i e walls ceiling Full responsibility Ceiling All damages by users Replacement repair due to malfunction structural faults or fair wear amp tear Walls All damages by users Replacement repair due to including holes in plasterwork malfunction or fair wear amp tear Floor coverings i e tiles carpet etc All damages by users Replacement repair due to fair wear amp tear including amp if coverings become a trip hazard Exposed wooden and parquetry floor coverings All
18. Full responsibility Replacement repair due to fair Curtains and blinds Built in cupboards benches drawers amp doors All damages by users wear amp tear through Council s cyclical renewal program Coat pegs towel rails soap amp paper towel dispensers toilet roll holders partition Full responsibility walls mirrors amp toilet seats EXTERNAL Maintenance Replacement repair due to fair Exterior lights on buildings security lights floodlights excluding sports ground training lights General domestic globe replacement wear amp tear amp malfunction including replacement of external security globes Minor adjustment due to Windows frames amp door framework including glass fly screens blinds amp security screens All damages by users normal building movement shrinkage etc Painting staining of external wooden framework minimum 7 year cycle from date of occupancy external only Replacement repair due to fair wear amp tear Replacement repair due to fair Doors amp frames including locks amp glass All damages by users including full cost of re wear amp tear amp vandalism lost by user keying a facility if keys are September 2012 Page 50 Sporting Facilities User Guide ITEM Automatic Doors OCCUPIER Cost of maintenance Council will arrange J aroondah ati City Council COUNCIL Replacement repair due
19. Manson Reserve 2 Oval dog club side Manson Reserve 3 soccer pitches Mullum Mullum Reserve 1 Oval Mullum Mullum Reserve 2 Oval Nth Ringwood Reserve Peter Verges Reserve Proclamation Park Baseball 1 Field Proclamation Park Baseball 2 Field Proclamation Park Cricket 1 Field Proclamation Park Cricket 2 Field Quambee Reserve 1 Oval Quambee Reserve 2 Oval Quambee Reserve 3 Oval Richard Silcock Reserve northern Richard Silcock Reserve southern Springfield Park Gridiron Soccer Pitch Town Park Interior of Athletics Track Ringwood Soccer Pitch Jubilee Park SPORTING PAVILIONS Ainslie Park Barngeong Reserve Baseball Club Facility Barngeong Reserve Football Club Facility Belmont Park Cheong Park Croydon Park Dorset Soccer East Ringwood Reserve Eastfield Park Bensons Pavilion Eastfield Park Pony Club Facility Glen Park Griff Hunt HE Parker Pavilion HE Parker Netball Facility Heathmont Reserve AJ Lavis Hughes Park Pavilion Jubilee Park RO Spencer Jubilee Park 2 Manson Reserve Pavilion Mullum Mullum Reserve WO Pratt Nth Ringwood Reserve Proclamation Park Athletics Rooms Proclamation Park Baseball Rooms Quambee Reserve Silcock Reserve Soccer Cricket Silcock Reserve Dog Club Springfield Park Town Park Fred Geale Oval Pavilion Town Park Athletics Clubrooms Ringwood Soccer Pitch Jubilee Park TURF WICKETS maintained by C
20. Parks and Works Sport and Community Liaison Officer etc in The Guide means and includes both anyone acting in that position or other Council Officers nominated by Council to act for Council in the place of the Officer so named 1 2 Objectives The following objectives provide the framework for the establishment of an equitable and administratively efficient facility allocation system e Efficient and effective use of Council resources e Establishment of fair and equitable means for allocation of grounds and pavilions e Encouraging increased participation in sport e Ensuring the provision of match quality playing surfaces for community sporting competition e Promoting and encouraging positive user attitudes and a sense of responsibility towards facilities including the safe and effective management of associated risk issues e Provision of a range of quality accessible recreational and sporting facilities e Provision of a comprehensive and easy to understand seasonal and casual allocation process which incorporates and details the various responsibilities and processes of Council casual user groups and user groups 1 3 Guidelines for the use and management of Council sports facilities The following guiding principles for the allocation of sporting and recreational facilities have been adopted to assist Council in meeting the objectives of The Guide e Council s Role in Sport Council is committed towards ensuring the prov
21. acceptance and The Guide Council may apply specific conditions to the approved use these will be outlined in the letter of acceptance which the group will be required to sign Step Three Should an application for seasonal and or casual use of a Council facility be successful the user group is required to read The Guide this document and ensure they fully understand all obligations associated with usage Clarification should be sought from Council regarding any element that is not fully understood Any requirements for the use of facilities other than standard sports match usage ie fireworks community events will require special consideration to determine the impact of the proposed use on the condition of the facilities All exceptional uses will be considered by Council s Team Leader of Sportsfield Maintenance Events that could potentially have a detrimental impact on a grounds playing surface may not be approved 1 4 1 Seasonal use applications Allocation of Council Facilities to user groups will be conducted on a seasonal basis ie Winter and Summer each year operating within the following dates Summer Season 1st October 7 March or end of fixtured season Winter Season 1st April 7 September or end of fixtured season fixtured season does not include training for finals or finals matches Use of facilities outside of the above dates will be considered on a case by case basis for those sports that do not
22. align to these seasonal dates Applicants for seasonal use of facilities will only be considered from groups that are Incorporated under the Associations Incorporations Act or under the auspices of an Incorporated group refer Section 2 1 and provide proof of said Incorporation September 2012 Page 8 Sporting Facilities User Guide K aroondah City Council Any club or group making an application to Council for use of facilities may also be required to submit a copy of its previous seasons financial statements and information concerning the membership of the club including number of teams fielded This information provides Council with a broad understanding of the general operations and viability of the club and will be requested of new groups seeking the use of sports facilities 1 4 2 Casual use applications Casual or temporary usage of Council Facilities can be granted to individuals and groups for an agreed period of time between 9am and 4pm weekdays or on weekends outside the times allocated to user groups This applies to schools non commercial commercial and private users as well as other casual applicants a non commercial user is considered to be a person or organisation that puts the majority of the revenue back into the services it offers Approval will only be issued if an application is made in writing via the standard form Casual Application Form refer Appendix 2 at least ten working days prior to the proposed usage
23. and should be consulted In the absence of such a policy Council s Heatwave Plan can be used Contact Sports and Community Liaison Officer for assistance 4 9 6 Electrical Safety User groups are responsible for the following Ensuring that all electrical equipment purchased meets Australian Standards Ensuring that all electrical appliances in their facility are maintained as per Manufacturers recommendations and Australian Standards Ensuring that all contractors engaged by user groups and external users of electrical equipment on Council property only use equipment that meets Australian Standard and that has been tested and maintained according to standard Ensuring that all electrical appliances are tested and tagged by a qualified tester Ensuring that electrical appliances are set up correctly and used safely Visually inspecting electrical equipment appliances prior to use Checklist templates can be provided by Council upon request 4 9 7 Hazardous Substances and Dangerous Goods User groups are responsible for the following Ensuring that all Dangerous Goods and or Hazardous Substances stored in the facility are recorded in a central register Undertaking a hazard identification risk assessment and risk control of hazardous substances and dangerous goods under their control September 2012 Page 33 Sporting Facilities User Guide K aroondah City Council e Ensuring those who purchase use handle or store hazard
24. community facilities will understand what they are paying for why they are paying and are confident that other user groups in similar situations are also contributing in a consistent manner The Policy provides the basis and principles from which more detailed schedules have been developed Seasonal and Casual Pricing Schedule e Leases and Licences Pricing Schedule The specific detail about how fees for user groups will be determined is contained within these more detailed documents The Pricing Policy directly aligns with Council s Community Facilities Occupancy Policy All applications for use of a Council owned or managed facility are initially assessed against the Community Facilities Occupancy Policy for suitability type of arrangement and length of tenure then applications are referred to the Community Facilities Pricing Policy to determine the rate of rental Community Facilities Community Facilities Occupancy Policy Pricing Policy Assessment Leases amp Licences Seasonal amp Casual Process Pricing Schedule Pricing Schedule Standard User Resource Documents Manuals 3 Objectives The objectives of the Policy are To establish principles for the determination of fees and charges To determine subsidy levels for Leased Licensed and seasonal use of Council owned Community facilities To ensure accountability to the community through an equitable and transparent pricing structure 4 Strategic Context This
25. families and supporters For further information visit www goodsports com au or contact Council s Sports and Community Liaison Officer 4 6 Gambling No gambling or the installation of gaming equipment on Council owned or managed land is permitted unless prior permission has been obtained from Council Any user group seeking to install gaming equipment must seek the consent of Council before applying for any licence under the Gaming Machine Control Act 1991 or any amendment thereof Council may withhold its consent or give consent subject to terms and conditions 4 4 Advertising Signage 4 71 Signage at Council reserves Sponsorship signage may be displayed at the following Council recreation reserves in accordance with Maroondah Planning Scheme Amendment C65 Appendix 4 that provide a home ground for organised team sports including football cricket soccer lawn bowls and tennis No sponsorship signs to be visible from outside the demised premises Any proposed signage to the following reserves must comply with the Maroondah Planning Scheme Amendment C65 Appendix 4 September 2012 Page 28 Sporting Facilities User Guide Ainslie Park Croydon Park Barngeong Reserve Dorset Park Belmont Park East Ringwood Reserve Cheong Park Griff Hunt Reserve Croydon Bowls Club HE Parker Reserve Heathmont Reserve Hughes Park Jubilee Park Lipscombe Park North Ringwood Reserve J aroondah City Council Peter Vergers R
26. goalposts should be disassembled and stored undercover where possible One piece goalposts stored outside should be chained and locked together face to face and or secured to an immovable object on flat ground Netting should be removed and all portable soccer goalposts should be stored in an area where children cannot gain access and use or climb on them 6 1 9 Temporary shade structures The provision of temporary shade structures has the potential to cause personal injury to the general public as a result of unpredictable weather in particular during strong winds User groups that wish to provide temporary shade structures must ensure the structures are securely anchored to the ground at all times and not attached to buildings September 2012 Page 62 Sporting Facilities User Guide K aroondah City Council 6 2 Minor and major facility improvements User groups wishing to undertake works or alterations to facilities must firstly seek Council s written approval through submitting a proposal of the planned works this includes maintenance and new works No works however small are to occur at facilities without prior approval This applies to both internal pavilion works or external works including works to develop external structures and for the installation of new infrastructure such as heating cooling devices etc Should Council learn of any alterations or additions to facilities the responsible user group s may be asked to
27. goose aoreet ha co aera ete daa eo ud ra 60 61 4 Scoreboatrds oreste cone E e e ee ere Pa EE een E ree no den 60 6 1 5 Sport ground floodlighting cccccsccceessesecessccccssssseesessecceescsesesscceessesesensesceessseeeeessecesesascesssseceeaes 61 6 1 6 Cricket practice nets and baseball batting cages sessi esee eene rna nnns naan 61 6 1 7 Synthetic or specialised sports SULFOACES scccceessccceessscceesseccsesscecesssesccsssaeccessseecsessscceesesesetsssens 62 6 1 8 Portable SOCCEr GOCIPOSES BABERE 62 6 1 9 Temporary shade structures nio et ei cedectbtavesosueteaciaeloseuedeaceaasebesndwseiateeiontedtueets 62 6 2 MINOR AND MAJOR FACILITY IMPROVEMENTS cceseeeeenccceeeeeeeeenaeeeeeeeeesnaaceeeeeecesenaaaeeeeeeeeeseaaeeeeeeeseesnaaeeeeeeess 63 6 2 1 Club application process to undertake works eiiis esses eene enhn nennen ananas seen n aaa 63 6 2 2 Council s capital renewal program cssecccceesssccessescsesssecceessscssessecseessecesesssesessescsenssscesssseeeaas 65 Ts CLUB radkeiduid ag 66 7 1 FUNDING ASSISTANCE FOR COMMUNITY GROUPS sseecceceeeeeeeenaeeeeeeeeesenaneeeeeeceeeaaaeeeeeeeeeeaaaeeeeeeeseeenaaeeseeeess 66 7 1 1 Committee of management support SCHEME ccsscccceesecceessesessescecesesscccsssssecessscsecessceeesssesensaeees 66 7 4 2 Third sThird Third funding e epe ee tpe tete 66 7 1 3 Commu nity Grant Scheme oss sioe et eee e tec y M aee ted
28. order of priority 1 Clubs based in Maroondah 2 An applicant s previous history in using Council facilities 3 An applicant s previous dealings with Council ie fees paid on time cleanliness of pavilion care of the sports ground and support of Council objectives 4 An applicant s previous compliance with the terms of hire and 5 The suitability of the applicant s activity in relation to the requested facility September 2012 Page 13 Sporting Facilities User Guide KW aroondah City Council 2 FACILITY MANAGEMENT 2 1 Incorporation All user groups must be Incorporated under the Associations Incorporations Act or come under the auspices of an incorporated organisation Incorporation creates a legal identity for user groups separate from that of their members ie protects individuals from legal liability For more information on how to become incorporated groups should contact Consumer Affairs Victoria on 1300 55 81 81 or visit www consumer vic gov au Use of facilities will not be granted to applicants that are not Incorporated 2 2 Insurance 2 2 1 Property Insurance Buildings owned by Council are fully insured by Council unless otherwise stated Contents owned by Council are insured by Council Contents purchased or supplied by occupiers and not considered fixtures of the facility remain the property of the occupiers and are NOT insured by Council Council DOES NOT insure property which is owne
29. reinstate the works at their cost 6 2 1 Club application process to undertake works In reviewing proposals from user groups to undertake minor or major facility improvements Council will ensure compliance with relevant legislative and regulatory requirements such as the Building Code disability compliance as well as fit with current purpose of use justification of need size and scale these items should all be addressed in the proposal of the planned works as appropriate The following process has been developed as a guide to assist user groups in applying to undertake works at Council facilities 1 Initial Contact with Council Contact Council s Sports and Community Liaison Officer for advice and provide initial information on the proposed project including drawings site location initial quotes and proposed timeframes for the project Council can assist by providing aerial photos of the site existing building plans and service locations In some cases Council has set requirements for standard infrastructure items that can be provided to the user group eg coaches boxes 2 Contact with relevant Council Departments The user groups may be referred to other key Council Departments ie Building Planning Public Heath Engineering etc to ensure compliance with relevant statutory codes and regulations Clubs also need to ensure when building a structure that there will not be interference with any services ie sewer lines et
30. relationship will continue between Council and user groups By achieving optimal use of sports facilities in an efficient manner and provide a range of opportunities for residents to participate in sport and recreation 1 1 5 Currency of Document To ensure The Guide continues to be relevant for all users it is suggested that a comprehensive review be conducted of The Guide every three years Amendments may also be made as required and posted on Councils website to ensure adherence is maintained to relevant legal legislative and regulatory compliance standards and in accordance with advice from Council s insurer Any updated information will be provided to all relevant user groups 1 1 6 Definitions The following definitions apply throughout this document User groups any sporting club organisation association school or any other user of any sporting or recreational reserve playing field or other sporting facility on either an annual seasonal allocation lease license or casual basis September 2012 Page 4 Sporting Facilities User Guide K aroondah City Council Seasonal Use any sporting club or organisation which has been granted a permit to use a sports field and or pavilion over the duration of either a Summer or Winter sporting season Casual Use any club organisation individual or school which has been granted a permit for one off usage of a sports field Any reference to a Council Officer by title eg Manager
31. tas oe RU tees HR RE THERE 14 2 23 Indemnity and Hold Harmless Release csscccccessscessssseceessscceesscccesssecceessseccessscesessseeeessesesesesens 15 2 3 SEASONAUCHANGE OVER 1 1 terere ERR FUSE GR RRER ER ERN DER EE EROR T 15 2 4 SUB UETTING OF FACILITIES 27 ee sedes ene eee o seta e eee en eee evertere exe eene e deeds e teiaa EEEa 16 2 5 COMMUNICATION BETWEEN COUNCIL OFFICERS AND CLUBS sseeeeee enne nnn nnennnenen nenne nn nnns nennen nnne 16 2 6 ENVIRONMENTAL CONSIDERATIONS cceseeseeecceeeeeeeeeneeeeeeeeseeaaeeeeeeeseeeaaaeeeeeeseneaaaeeeeceeeseaaeeeeeeeseeenaaeeeeeeegs 17 2 7 WATER RESTRICTIONS 5 132181 ce eei RH RE ER EO RE RR RU T et Ap rte e E TR RR 17 2 7 1 Water conservation eite tte eti ehe ete ede aseo codices eed aree e aede eo dod pa aa ago aaa ai 17 2 7 2 Eco friendly Drod cts s nra i RU e e ERR Irt eee E e t A eee 18 2 73 Energy efficient appliances 3 eec et e Petite eed anke Ue reden idles nese fosa testes Pudens 18 CEREB ID Ter YN hvagdoeee MM 19 3 1 PAYMENI OE BEES 5e meet e nOD tied anseris tedbe treten E oe tr cub ssepe etre Is 19 3311 7 Utilities ni etel eren itenim ib e o E 20 4 OPERATING USING FACILITIES nere ooo roten eo ne eror non aon inea ea noon ee aae ua viii dinidiin 21 4 1 PAVILION USAGE HOURS 1 ERE ERREUR PERRO EUER ERE ur EM T E E EE IR HAE ERE tae eos 21 4 2 RESPONSIBLE USE OF FACILITIES ic
32. to malfunction or fair wear amp tear Painting All damages by users Cyclic maintenance minimum 7 years if Council owned on main sports pavilion Handrail steps ramps amp decking if attached to a Council Building All damages by users Replacement repair due to fair wear amp tear Fencing gates and sheds Full responsibility Building damage due to vandalism amp graffiti Full responsibility Infestation by birds animals insects amp spiders including termites Pest control services Replacement of damage caused Fixed sprinkler systems amp water services attached to the building e g taps excluding meter to building Full responsibility PLAYGROUNDS within demised premise Soft fall play equipment garden beds paving localised drainage amp surrounds Full responsibility SURROUNDS within demised premise Trees Full responsibility report dangerous trees i e fallen overhanging branches to Council Grass cutting Full responsibility Cleaning upkeep of surrounding area including litter removal Full responsibility Drainage pits car park amp surrounds Localised drainage pits Main drainage pits and car park Dump master bins Full responsibility SURROUNDS outside the demised premises Trees Full responsibility report dangerous trees i e fallen overhanging branches to Council
33. viewed by whom Photos taken and by whom PART 5 ACTION TAKEN Describe any immediate action taken by staff September 2012 Page 78 Sporting Facilities User Guide KW aroondah City Council ADDITIONAL COMMENTS Incident report completed by Signature Date PART 6 FORWARD To TEAM LEADER by next office business day Incident Report to Team Leader YES Date Copy of Incident Report to Risk Management YES Date Received by Risk Management Date September 2012 Page 79 Sporting Facilities User Guide PNervonaen GN c City Council APPENDIX 7 Sports ground maintenance request sheet GROUND sirsie ione re Iis esa daeina editas niir INSPECTED BY eian curdaaiastamencatadueusennseunwats DATE eter meno us COMMENTS ISSUES NOTED AREA GROUND CONDITIONS ISSUES ie sprinkler heads exposed pot holes on oval surface goal posts crooked etc FENCING ISSUES i e holes present exposed area etc SURROUNDS OTHER Location of Issue Soccer Pitch Football Cricket Oval North Day Time Contact Mobile Please fax this sheet to 9723 7009 by Midday Wednesday Sporting Facilities User Guide PMNervonaen JW 0 City Council APPENDIX 8 Sports grounds categories ratings chart Turf moe e a A ENNIUS RE RUE SNE Amb Reswe O Y BamgongReswesiOm C 1 CY BamngeongReseve 2O
34. 0 Midnight Saturdays 8 00 am 12 00 Midnight Sundays 9 00 am 11 30 pm With the exclusion of only Metropolitan Melbourne Public Holidays which include New Years Day Australia Day ANZAC Day Good Friday Easter Sunday Easter Monday Labour Day Queen s Birthday Melbourne Cup Day Christmas Day and Boxing Day where the following hours will apply Day Prior to Public Holiday Normal Day Commencement Time until 12 00 Midnight Day of Public Holiday 9 00am 11 30pm 4 2 Responsible use of facilities Users of Council facilities are required to comply with the requirements of Maroondah City Council s relevant Local Laws 4 21 Noise and offensive behaviour User groups must ensure that the level of sound coming from a sports ground or pavilion does not reach a level where it would interfere with the residents of surrounding properties Where a function is being held amplified music is not permitted by Council s Local Law within the following times e Mondays Thursdays before 7am or after 10pm e Fridays before 7am or after 11pm e Saturdays and Public Holidays before 9am or after 11pm September 2012 Page 21 Sporting Facilities User Guide K aroondah City Council e Sundays before 9am or after 10pm All user groups are requested to monitor the volume level of sirens public address systems starting guns etc for impact on surrounding users and residents It is requested that user groups do not make prolonged use of such
35. 53 Sporting Facilities User Guide J aroondah City Council Grounds maintenance works Category A Category B Category C Soil Maintain a high free Maintain a good Local topsoil placed management draining soil draining soil on playing field sub composition to a composition to a base which has been depth of 150mm depth of 150mm shaped to allow natural drainage of Programmed Programmed surface water replacement of top replacement of top 150mm soil every 15 100mm soil every 24 Reconstruction of years years playing surface every 50 years Grass Healthy grass year Healthy grass year Healthy grass year management round exhibiting round exhibiting round capable of vigour and capable of vigour and capable of withstanding sporting withstanding sporting withstanding sporting activities activities activities _Maintain 75 Maintain 95 Maintain 85 coverage coverage coverage De thatching of grass De thatching of grass every 2 years every 3 years Mowing Grass height for cricket Grass height Grass height Match days 20 Summer season Summer season 30mm 25 60mm 25 70mm Other 20 50mm Winter season 50 Winter season 50 Grass height for Pom somm football other Summer match days 20 35mm Summer other 30 50mm Winter match days 40 65mm Winter other 50 80mm Weeding Retain even quality Avoid weed spreading Avoid spreading over grass sward free
36. ART eene eene nennen nennen ennnn nnn 81 APPENDIX 9 PAVILION CATEGORIES RATINGS CHART cesse enne enne nnn nnne tnn sn etns seins estne sensa 83 APPENDIX 10 MAROONDAH KEY POLICY amp KEY ISSUE RESPONSIBILITY ACCEPTANCE FORM 2012 84 September 2012 Page iii Sporting Facilities User Guide Key contacts pm City Council Purpose Organisation Contact phone Emergency Victoria Police 000 Fire Metropolitan Fire Brigade 000 Accident injury Ambulance Victoria 000 Water supply Yarra Valley Water 132 762 After hours emergency assistance Maroondah City Council 1300 88 22 33 For assistance Council s Sports and Community Liaison Officer is the primary contact from the Maroondah City Council The Officer s full contact details are Phone 9294 5719 Email kirstie dench maroondah vic gov au August 2010 Page 1 Sporting Facilities User Guide K aroondah City Council T COMMUNITY USE OF SPORT AND RECREATION FACILITIES 1 1 Introduction 1 1 1 Purpose The purpose of the Sporting Facilities User Guide The Guide is to e Outline the processes undertaken by Maroondah City Council when allocating sports grounds and pavilions and to e Clearly nominate the roles and responsibilities required of users of these facilities to manage and maintain sports facilities in a manner which ensures a safe environment for sporting club participant
37. E Public land Use or development None specified Land Advertising Sign Category Ainslie Park Ainslie Park Road Croydon Barngeong Reserve Bambra Street Croydon Belmont Park Belmont Road East Croydon South Cheong Park Eastfield Road Croydon Croydon Bowls Club Civic Square Croydon Croydon Park Mt Dandenong Road Croydon Dorset Park Dorset Road Croydon East Ringwood Reserve Mt Dandenong Road Ringwood East Griff Hunt Reserve Lyons Road Croydon North H E Parker Reserve Heathmont Road Heathmont Heathmont Reserve Canterbury Road Heathmont Hughes Park Maroondah Highway Croydon North Jubilee Park Greenwood Avenue Ringwood Lipscombe Park Plymouth Road Croydon North Ringwood Reserve Oban Road Ringwood Peter Vergers Reserve Oban Road Ringwood Proclamation Park Sylvia Street Ringwood Quambee Reserve Wonga Road Ringwood North Silcock Reserve Surrey Road Croydon Town Park Norton Road Croydon Category 3 Category 3 Category 3 Category 3 Category 3 Category 3 Category 3 Category 3 Category 3 Category 3 Category 3 Category 3 Category 3 Category 3 Category 3 Category 3 Category 3 Category 3 Category 3 Category 3 PUBLIC PARK AND RECREATION ZONE SCHEDULE PAGE OF 1 f aroondah City Council Sporting Facilities User Guide APPENDIX 5 Temporary advertising sign application permit September 2012 Page 76 aroondah City Council APPLICATION FOR PERMIT Temporary Adve
38. EVIEW Facilities and sports ground categories are re assessed on an annual basis as the standard of a facility may be improved through Council s Capital Works Program Facilities that receive significant improvement works may be upgraded to a higher category Regular tenant groups of these facilities will be given advanced warning of an upgrade to allow them time to incorporate any fee increases into their seasonal budget and business planning Council also reserves the right to increase fees if required The overarching Community Facilities Pricing Policy and the Seasonal and Casual Pricing Schedule will be reviewed every four years and will be monitored in relation to priorities identified in the Council Plan Appendix 1 Sports Grounds and Categories in Maroondah Facility Cat A Cat B Cat C Turf Wickets AnsiePark ooo o o Barngeong Reserve 2 Oval Dorset Reserve east amp west ovals d East Ringwood Reserve 1 Ova v East Ringwood Reserve 2 Ova Eastfield Park Bensons Ova Fred Geale Ova v Glen Park oo l e GracedalePak GeenwodPak To Griff Hunt Reserve 1 Oval Rugby Pitch v Griff Hunt Reserve 2 Oval Rugby Pitch HEParerResevesiOval HE Parker Reserve 2 Oval ooo Heathmont Reserve Hughes Park a ERN Jubilee Park 1 Oval Lipscombe Park Jubilee Park 2 Oval Manson Reserve 1 Oval fenced v v v Manson Reserve 3 soccer pitch
39. K aroondah City Council e Develop sun protective uniforms or encourage the use of appropriate personal clothing and hats whilst taking part in activity e Encourage the use of sunscreen by players officials and spectators at all times e Provision of shade if erecting portable shade structures refer to Section 6 1 9 e Scheduling events where possible to avoid the peak ultraviolet radiation or UV periods of the day 4 9 Health and Safety User groups utilising Council facilities need to ensure that the safety of users and their guests is maintained at all times This includes ensuring that activities undertaken are not dangerous or likely to cause harm The following is provided as a guide to addressing the most common health and safety considerations 4 9 1 Emergency fire fighting equipment Council provides and maintains emergency equipment such as fire hoses and fire extinguishers at its facilities This equipment is checked and serviced twice yearly by Council contractors to ensure it is fit for use User groups should not interfere with this equipment and must ensure that fire extinguishers remain in their designated locations or on their stand at all times The cost for repair or replacement of such equipment caused by inappropriate use by the user group s shall be borne by the user group s If a fire occurs within a Council facility the Fire Brigade must be notified immediately and before anyone attempts to fight the fire
40. LOCAL PLANNING POLICIES CLAUSE 22 15 PAGE OF3 MAROONDAH PLANNING SCHEME Pole signs should not be used Reflective construction materials should not be used High wall signs should not be used Signage location Signage should be located so as to be visible only to persons attending the organised sports activities on the reserve Permanent or seasonal signage should not be visible from the surrounding roads streets or residential areas but match day signage may be visible if it meets signage design and type requirements Signage is displayed in a coordinated manner and should not detract from the reserve The protection of views into and within public areas should be maintained and enhanced Desirable locations for signage that meets other location requirements are shown in Plan 1 that forms part of this policy 22 15 4 Application requirements 11 12 2008 C65 The following information is to accompany an application for signage A description of the sign s and its purpose A statement of the impact that the proposed sign will have on the streetscape and amenity of the area One 1 A4 size plan showing the location of the signage generally in accordance with the requirements of Plan 1 Details of the proposed sign s including the dimensions colour content and lettering style of the proposed sign s A statement on whether the sign is match day seasonal or permanent Photographs show
41. Policy is aligned with and is supported by the following Council documents within the context of Council s Planning Resource Allocation amp Review Framework Community Facilities Occupancy Policy The Occupancy Policy directly aligns with the Community Facilities Pricing Policy and are utilised concurrently to assess requests for occupancy of Council Land The Occupancy Policy component determines whether the request is approved the type of agreement and length of tenure Council Plan 2009 2013 The Council Plan sets out strategies for the next four years and takes into account what Council needs to undertake in these four years to achieve the long term vision described in Maroondah 2025 A Community Planning Together The Council Plan is reviewed every year to ensure it reflects changing times and needs Leisure Services Strategic Plan 2009 2013 The Plan identifies key issues and considerations that have influenced or have the potential to influence the planning and provision of leisure within Maroondah Recommendations include the review and redevelopment of the Community Facilities Pricing Policy to ensure the fair and equitable allocation of resources Open Space Strategy 2005 The Open Space Strategy guides the planning development and management of public parks reserves and open space in Maroondah The strategy identifies core service levels for the function and catchment level of open space and outlines future development op
42. User groups should only attempt to fight a fire with the equipment provided and if it is safe to do so As a general guide if a fire cannot be extinguished with a single extinguisher within 30 seconds then evacuation is necessary User groups must notify Council as soon as possible if an emergency occurs Council should also be notified if fire fighting equipment is used particularly if an extinguisher requires refilling 49 2 Fire preparation Victoria has adopted the nationally agreed Fire Danger Rating scale to help communities understand information about fire danger This scale recognises the significant increase in September 2012 Page 30 Sporting Facilities User Guide K aroondah City Council severe bushfire conditions over the past decade and the subsequent greater level of danger to the community Fire Danger Ratings will be a feature of weather forecasts and alerts the community to actions that should be taken in preparation for and on days of high fire danger Warnings will be notified in newspapers broadcast on radio television and on websites All user groups of Council owned facilities should consider what plans they need to make to deal with these days when they occur It is the responsibility of the user groups to ensure that a Fire Plan is in place for the groups and their members participants and all associated visitors etc Some of the issues to consider when making a Fire Plan include e Contact and co or
43. ae E EXE Si sa e eua eara dein 67 7 1 4 Arts and Cultural Grants Scheme ccsscccccccssesssssccsecsssessnscesecssesenasessccsseeeaseessecsenenasseesccessesssasesscesens 68 74 1 5 Otherfunding sourc s o dero ce ges ae tibi itecto a Ox e arbem e Rr OM 69 7 2 COMMUNICATION OF INFORMATION TO USER GROUPS ccccceeeeseesnceeeeeeceeeenceeeeeeeseeeaaaeeeeesenenaeeeeeeeeeeeeeaaeees 69 7 3 BEHAVIOUR CODE OF CONDUCT 2 reor roter EIER RERO EE EARLIER AER Ue verear ER EESE eita 70 Piddd lel TERRE 71 APPENDIX 1 SEASONAL APPLICATION sssssccccccsssssscsssecscccnsccssssscesscossccssssccccsccssscesssecsssoosscecessscesscones 72 APPENDIX 2 CASUAL APPLICATION 5v eee eo eo Sena Pena n oor Seren nonse o eee n vaa ea doa eoa acea ono ooo Sea aene eaa E nEauS 73 APPENDIX 3 COMMUNITY FACILITIES PRICING POLICY amp SEASONAL AND CASUAL PRICING SCHEDULE 74 APPENDIX 4 TEMPORARY SIGNAGE ON COUNCIL RESERVES POLICY MAROONDAH PLANNING SCHEME AMENDMENT MM 75 APPENDIX 5 TEMPORARY ADVERTISING SIGN APPLICATION PERMIT e eeeeee eene eene nnn nnn 76 APPENDIX 6 INCIDENT REPORT FORM c eeeeeee eene eene eene nennen nnne ntes n teen etes etate esee tisse estre eese eerte eene nnns 77 APPENDIX 7 SPORTS GROUND MAINTENANCE REQUEST SHEET c eeeeeeeee eese e eene 80 APPENDIX 8 SPORTS GROUNDS CATEGORIES RATINGS CH
44. aintenance regime Refer Section 5 5 Refer Section 5 5 Refer Section 5 5 Note Grounds that meet the majority of the listed criteria will be placed within that category A Turf Maintenance Levy will also be applicable to sporting clubs who utilise turf cricket wicket facilities maintained by Council The nominated usage levels are the maximum hours of use for all users of the sporting grounds and include weekend matches and organised school use The usage hours have been determined based on e Current and prevailing weather conditions e Levels calculated over a two week period e Type and level of sport played e Time of year ie warmer in summer months e Surface condition cover grass type compaction etc e Current ground infrastructure e Current maintenance program e History of ground s wear and tear e Information provided by clubs or associations The recommended maximum usage for each ground is annexed to these guidelines and will be reviewed annually in accordance with the above criteria September 2012 Page 44 J aroondah City Council Sporting Facilities User Guide Appendix 8 provides the classification of each seasonal use facility according to the assessment criteria Classifications are reviewed annually to upgrade ratings for grounds that have undergone extensive renovations ie installation or significant upgrade of irrigation and drainage 5 1 2 Pavilion categori
45. arged the set fee for the allocated ground as detailed below or the previous fee charged for the same ground whichever is the greater Charges indicated below reflect the charge per season summer or winter including GST Category A Category B Category C Type of Use Ground Ground Ground 011412 22012413 2013 4 2014 15 2011 12 2012413 2013 14 2014 15 2011 12 2012 13 2013 14 2014 15 Full Seasonal Charge 1320 1430 1650 1760 825 990 1100 1320 550 605 660 715 Full use fee Juniors Different ground 660 715 825 880 412 495 550 660 275 302 330 357 to seniors 50 Fee reduction Veterans Older Adults 660 715 825 880 412 495 550 660 275 302 330 357 50 Fee reduction Disability Programs 660 715 825 880 412 495 550 660 275 302 330 357 50 Fee reduction Match or Training Only 660 715 825 880 412 495 550 660 275 302 330 357 50 Fee reduction Training Only Seasonal Charge This charge is for grounds or facilities used solely for training for a maximum of 2 training sessions up to 3 hours per session per week during a season Match Only Seasonal Charge This charge is for grounds used solely for games either on a Saturday only or a Sunday only i e one use per week NOTE In the event that Council reallocates a ground e g due to ground renovation being carried out the lower charge
46. b both clubs still need to register September 2012 Page 24 Sporting Facilities User Guide K aroondah City Council Environmental Health Officers can be contacted directly on 9294 5603 for details about premise requirements Food Safety Programs and Food Safety Supervisors training requirements 44 2 Temporary registrations User groups can apply for a Certificate of Temporary Registration for up to 12 special events per year such as a fundraising sausage sizzle or selling food and drinks to spectators These certificates are specifically dated and only allow groups to sell food on the nominated set dates Contact Maroondah City Council s Public Health Unit on 9294 5603 to obtain a copy of the Events Food Safety Program and the application form 44 3 Catered events Any catering groups brought in to provide food for a special event or function i e coffee vans must have a Certificate of Registration for the catering company issued by the local council the company is based in User groups should view proof of registration of this certification prior to the event to ensure the currency of the firm s registration A copy of the catering companies Public Liability Insurance Certificate of Currency should also be viewed 44 44 Commercial food operators Any commercial food vendors invited by a user group to sell food and drink must provide evidence of Registration to both the user group and Councils Public Health Unit Contact
47. by members of a club that are not specific club functions ie birthday celebrations must comply with the Hall Hire Public Liability Insurance for Council owned facilities 2 2 3 Indemnity and Hold Harmless Release All users of Council facilities whether on a seasonal or casual basis expressly agree to indemnify and to keep indemnified and to also release and hold harmless Maroondah City Council its Councillors staff servants and agents and each of them from and against all actions costs claims charges expenses and damages whatsoever which may be brought or made or claimed against them or any of them arising out of or in relation to the seasonal or casual use of a Council facilities and or in any other manner related to this User Guide 2 3 Seasonal change over To ensure a smooth change over from one season to another Councils Sport amp Community Liaison Officer will arrange a meeting between all user groups at the end of each season late September early October and late March early April The purpose of the meeting is to e Review the cleanliness and condition of the facilities before being occupied by the new user groups September 2012 Page 15 Sporting Facilities User Guide K aroondah City Council e Identify maintenance requirements caused and requiring rectification by the incumbent user groups e Ensure that all keys are accounted for and signed over to the incoming seasonal user group and to e Prov
48. c or that access to a reserve by Council will be compromised September 2012 Page 63 Sporting Facilities User Guide K aroondah City Council 3 Submission of relevant plans The proponent is required to submit a copy of all concept plans including relevant structural plans site maps and technical drawings where required and the proposed scope of works for their project for Council consideration 4 Site meeting For more complex projects a site meeting with relevant Council Officers may be required to provide further detail and input into the project and to ensure it will not adversely impact on a building reserve or surrounds and residences or other reserve infrastructure 5 Approval Process Council as the owner manager of the land will consider and formally approve or reject each project submission This process may also include gaining statutory approvals as some projects may require Building or Planning permits to be issued before they can commence Written approval must be gained from Council prior to any project commencing 6 Project Management Process and Timeframes A process for managing works and a timeframe in which they will occur must be submitted to Council as the proponent s project proposal Council also requires copies of all contractors Public Liability Insurance Certificates and JSA s Job Safety Analysis before a project can commence If electrical plumbing or glazing works are to be included
49. ccounts for assessment A written agreement for the repayment of the debt will then be drafted to which the user group must strictly adhered to Should the group fail to meet the stipulated repayment schedule the matter will formally be referred to a Debt Collection agency Groups with outstanding debts will not be eligible to apply for Council s Funding Assistance for Community Groups Third Third Third Grants refer Section 7 1 2 or gain support for any external funding opportunities ie Sport and Recreation Victoria funding programs September 2012 Page 19 f aroondah City Council Sporting Facilities User Guide 3 1 1 Utilities User groups are required to pay for their use of utilities telephone electricity water and gas for the seasonal allocation period These charges include the costs associated with floodlighting Where tenants share facilities each user group will be responsible for their portion of the utility charges The groups are required to coordinate the shared arrangement between them September 2012 Page 20 Sporting Facilities User Guide K aroondah City Council 4 OPERATING USING FACILITIES This Section outlines the expectations and guidelines for the use of facilities according to various elements of operation 4 1 Pavilion usage hours User groups that occupy Council pavilions must comply with the following times of use Monday Thursday 4 00 pm 10 00 pm Fridays 4 00 pm 12 0
50. cil may choose to rekey a building and reissue keys but not recover the cost of having to do so from the relevant User Group Key Issue Responsibility Acceptance Form This is a one page form that records which Council key has been issued to whom for what authorised uses and where relevant on behalf of which User Group It is attached to this policy It is the policy of Council not to issue any Council key to anyone who is not an employee of Council unless and until a Key Issue Responsibility Acceptance Form has been fully completed for that Council key or keys Exceptions can be made to this policy in times of emergency disaster or at the discretion of Council s Facilities Management Co ordinator End of policy Maroondah City Council Key Policy 2012 Version 3 Issued 31 August 2012 Authorised Manager Facilities amp Buildings Page 3 of 4 Zh roondah i City Council KEY ISSUE RESPONSIBILITY ACCEPANCE FORM Key System Please circle the following VY2500Q YV22600 YV300Q M77 P911 RM1 Cther Key Eg MMK3 16 OR 7 2R Issue Number Small number printed above key number First Name Surname Phone Number Mobile Number Email address Company Club Name i e User Group Department Purpose Key may be used for to be completed by Council Building associated with Key Date Key Taken Date Key Returned Declaration Acknowledgement have read and understand the Mar
51. cling bins at any time if it is suspected that gross contamination of the recycling matter is occurring on a regular basis For more information on scheduled rubbish collection days or rubbish bin requirements contact Council s Waste Management Unit on 9294 5600 during office hours September 2012 Page 42 Sporting Facilities User Guide K aroondah City Council 5 FACILITY STANDARDS AND MAINTENANCE This Section discusses the various elements pertaining to the maintenance and upkeep of facilities as they relate to user groups and Council 5 1 Sports facility standards and classification 5 1 1 Sports grounds categories and ratings Sports grounds are classified into one of three categories A B and C for the purposes of differentiating the standard of development and quality of facilities for the purposes of charging fees equitably and matching levels of use with standards of facilities Each category responds to a set charge for use as outlined in the Seasonal and Casual Pricing Schedule Class A grounds are rated the highest quality and therefore have a more intensive maintenance schedule and are consequently charged at the highest rate By contrast Class C grounds are the lowest standard and has a less intensive maintenance regime and are therefore charged at a lower rate The criteria under which sports grounds are rated include e The cost involved in maintaining a sporting surface to the standard required
52. d an alternative Council will work with the affected user group s to find the best possible alternative so as competition is not compromised 4 10 2 Club ground inspection checklists All grounds are inspected for playing condition and safety on a weekly basis as part of Council s operational maintenance program Any issues noted during these inspections are reported and actioned accordingly Clubs are required to conduct a weekly ground inspection to assess playing surface conditions in accordance with their relevant league association s ground inspection checklists prior to matches commencing Any ground maintenance issues identified through the club s inspection ie pothole in playing surface exposed sprinkler head etc are to be reported on the Sports Ground Maintenance Request Sheet Appendix 7 and faxed through to Council Depot on 9723 7009 Items seeking immediate repair after Council s standard business hours should be referred to Council s After Hours Emergency Assistance on 1300 88 22 33 The process for addressing matters is outlined following September 2012 Page 36 Sporting Facilities User Guide K aroondah City Council Sports Ground Maintenance Request Process Inspection Clubs All clubs are required to conduct a weekly ground inspection and assess Process playing surface conditions in accordance with their relevant league association s match day inspection checklist Council As part of Council s o
53. d by others Cash consumable goods and sporting equipment kept on premises by occupiers are also NOT insured by Council Each user group is advised to obtain contents insurance to ensure protection of their investment in the event of loss damage theft etc 22 2 Public Liability Insurance Council holds its own Public Liability Insurance to cover its liability The activities of independent bodies publicly elected committees and sporting bodies etc that occupy Council owned buildings are NOT protected by Council s Public Liability Insurance September 2012 Page 14 Sporting Facilities User Guide K aroondah City Council Each user group must hold its OWN Public Liability Insurance and must ensure that it remains current for the duration of the nominated term of use The insurance policy must be listed in the name of the user group and with an insurer approved by Council to a value of 10 million minimum in respect of any one single event or such greater sum as the Council may reasonably require A certificate of currency of insurance which evidences payment of the premium must be provided to Council not later than 14 days after the premium becomes due All hirers and sub lessees are required to hold a Hall Hirers Public Liability Certificate for each and every hire Any user groups having the use of Council facilities with the right to hire out the facility to a third party including functions held
54. d to Council with this Organisation Contact No 1 OFFI CE BEARERS DETAILS Contact Name Organisation Contact No 2 Position Title Contact Name Postal Address P C Telephone BH Mobile Position Title Postal Address P C Email Telephone Mobile Email GU ront acl Please ensure that you complete this form for each ground reserve you are applying for GROUND RESERVE USAGE Ground Reserve Requested Proposed activity for requested ground Athletics Baseball Football Gridiron C Rugby Soccer Round Robin Concert Cricket C Walk L Cross Country C Inter School Assoc Activities Other please specify Number of Teams Using This Ground Team Description Number of Teams No of Junior Teams e g 2 teams of grade 4 No of Senior Teams e g 2 teams of year 8 or adults Total Teams Dates Days and times Ground Reserve is required Day Dates Time e g 4pm 7pm Monday Tuesday Wednesday Thursday Friday Saturday Sunday PAVILI ON USAGE Pavilion Requested Dates Days and times Pavilion Inc Sound Shell is required Day Dates Time e g 4pm 7pm Monday Tuesday Wednesday Thursda
55. damages by users Recoating polishing as required Replacement of floor at the end of its useful life September 2012 Page 49 Sporting Facilities User Guide ITEM Windows frames internal All damages by users including glazing repairing OCCUPIER replacement repair due to fair J aroondah City Council COUNCIL Minor adjustments due to normal movement amp doors amp door furniture holes etc wear amp tear Wall tiles All damages by users Replacement repair due to fair wear amp tear Cleaning Full responsibility refer to section 4 12 Replacement due to age or Fire extinguisher amp support bracket i extinguisher refills due to All damages by users ncluding the full cost of misuse malfunction amp cyclical inspection by Council Replacement of hard wired Smoke Detectors Replacement of batteries 6 monthly malfunction or fair wear amp tear smoke alarms due to Where applicable Full Emergency Lighting responsibility Replacement of external Glass Keep clean amp replacement of damages by users breakages due to vandalism only Replacement repair due to Air conditioning and evaporative cooling All damages by users amp cyclical maintenance 6 monthly malfunction or fair wear amp tear only applicable to units installed by Council FITTINGS Furniture equipment and Full responsibility shelving
56. date excluding Special Events Pavilions will not be made available to groups seeking casual use Contact Council s Sports and Community Liaison Officer should you require contact details for user groups A bond may be requested from new user groups or groups hosting large events This will be advised by Council s Sports and Community Liaison Officer at the time of booking confirmation 1 4 3 Schools use of sports grounds The application process and use of sports grounds by schools is subject to the conditions outlined in The Guide Schools will be regarded as casual users and should follow the same application process outlines in Section 1 4 2 and will be subject to the same conditions times of use responsibilities etc September 2012 Page 9 Sporting Facilities User Guide K aroondah City Council 1 4 4 Use of reserves under committee of management Council has delegated management of four sports reserves to committees of management In these instances the committees are responsible for allocating bookings of the facilities for casual use only Casual booking requests are to be made to the committees directly per the following contact details Reserve Contact Person Contact phone A C Robertson Field Athletics Track John Walker 9870 3505 Cheong Park Basketball Stadium Bookings Officer 0420 331 885 Eastfield Park including Trotting Track Richard Shrimpton 9720 8838 Richard Silcock Reserve Spo
57. de of Conduct for Community Sport Which outlines behaviours that are expected of every person involved in community sport and active recreation as well as identifying the types of behaviours that will not be tolerated The Code states that every person spectator player club member official participant administrator coach parent or member of the community involved with the sport should work to ensure e Inclusion of every person regardless of their age gender or sexual orientation e Inclusion of every person regardless of their race culture or religion e Opportunities for people of all abilities to participate in the sport and develop to their full potential e Respect is shown towards others the club and the broader community e Asafe and inclusive environment for all e Elimination of violent and abusive behaviour e Protection from sexual harassment or intimidation This Code applies to community sport training and club sanctioned activities Sports associations will also have endorse behaviour Codes of Conduct and should be contacted regarding this September 2012 Page 70 Sporting Facilities User Guide APPENDICES September 2012 City Council Page 71 f aroondah City Council Sporting Facilities User Guide APPENDIX 1 Seasonal Application August 2010 Page 72 Wi aroondah City Council Please Select Type Of Application August 2012 SEASONAL APPLICATION J aroondah City
58. dination of users on the day e Howto manage planned events activities on the day e Managing leasing arrangements to third parties and e Maintenance of building and grounds during the summer period Please be aware that no Council owned building within Maroondah has been designated to be a Neighbourhood Safer Place Council has identified two Neighbourhood Safer Places against the CFA s Fire Rating Criteria e Croydon Oval Hewish Road Croydon Mel Ref 50 K3 e Dorset Recreation Reserve off Dorset Road Croydon Mel Ref 51 A6 September 2012 Page 31 Sporting Facilities User Guide KW aroondah City Council 4 9 3 Emergency evacuation of a facility All user groups should have an emergency evacuation plan in place including designated wardens to guide evacuation in an emergency and a nominated safe evacuation point User groups are responsible for the safe and orderly evacuation of all people from a facility if an emergency situation occurs This includes e Being aware of all exits and exit paths within the building and ensuring that these are kept clear and fully accessible e Determining the exact nature and location of the emergency eg fire gas leak bomb threat e Guiding evacuation of users and their guests in a calm and orderly manner e Searching all areas of the building if safe to do so to ensure all persons are evacuated and e Reporting the incident to emergency authorities User groups shou
59. dlighting Clubs seeking to install or upgrade training lights should liaise with Council s Sports and Community Liaison Officer prior to submitting plans for Council approval so as to ensure that items such as light pole height and electrical considerations have been appropriately met The plans to submit for approval shall include engineering computations Sports ground lighting should be constructed in accordance with Australian Standard 2560 2 3 2007 and relevant sports associations requirements and meet relevant risk requirements Floodlights installed on Council land remain the property of Council and cannot be removed User groups are responsible for maintaining floodlighting towers and fittings including globe replacement during their period of use of the facility 6 1 6 Cricket practice nets and baseball batting cages User groups are responsible for the installation and ongoing maintenance of cricket nets and baseball batting cages within Council reserves It is a Council requirement that at least one cricket net is made available for public use at all times Any vandalism to these structures must be repaired immediately These structures must be maintained so as not to cause a public hazard and be kept in a tidy condition ie ensure there is no loose wiring weeds maintained User groups relocating reconstructing or enlarging existing or proposed cricket practice nets or baseball batting cages should consult with Council durin
60. e playing surface e In addition two one each season audits of playing field surrounds and infrastructure ie fencing coaches boxes batting cages sportsfield lighting etc is undertaken for hazard identification Results of these audits will be reported to the responsible party Council s Parks and Works Department or the user groups with a timeframe for rectification of nominated works Relevant sporting clubs and associations that play in high impact sports are informed of playing fields that rate high in surface hardness slipperiness for their player safety management Where a playing surface is deemed to be potentially risky to player safety ie above the recommended hardness standard or too wet slippery the user groups may continue to use the facility on the condition of signing a waiver nominating their decision to use the hard soft ground Council will endeavour to work with affected clubs and associations that choose to temporarily cease using grounds that have an excessive hardness softness rating by seeking a suitable alternative There are however no guarantees of reallocation of grounds due to demand and limited options In the extreme case that a ground is deemed unfit for use and a potential safety risk to users Council may decide to close the ground for use This decision will be made by Tuesday to September 2012 Page 35 Sporting Facilities User Guide K aroondah City Council allow sufficient time to fin
61. e trader conducting activities for the purpose of deriving a financial return to the proprietors or shareholders The commercial rate will also apply to an individual hiring a sports ground for personal use Category A Category B Category C Type of use Ground Ground Ground cpm puas peum purs poner ars rn pow N pars perse pans Commercial Private Casual 264 286 330 352 165 198 220 264 110 121 132 143 use 1320 1430 1650 1760 825 990 1100 1320 550 605 660 715 Single session 20 of full seasonal fee Personal Training Seasonal booking Full seasonal fee 5 6 Community Service Not For Profit Use of Sports Grounds For the purpose of hiring sports facilities in Maroondah an organisation which provides services to the Maroondah community consisting of primarily paid staff and returns all profits into the operation of the organisation to carry out its purposes Community Service Not For Profit users wishing to apply for use of a sports ground will need to complete an Application to Use Council Facilities Casual Use This form can be downloaded from Council s website www maroondah vic gov au Category A Category B Category C Type of use Ground Ground Ground opu 2012 13 201344 2014 15 011 12 2012413 2013 14 2014 15 011 12 2012 13 201344 2014 15 uc i D D Single session 10 of full fee Summer or winter season 6 TURF WICKETS Council subsidises u
62. ed sporting clubs in locations and a manner that complements the role of the reserve To ensure that signage complements and enhances the appearance and amenity of the natural and built environment of the reserve and surrounding area To ensure that signage is well designed and well maintained to make a positive contribution to the appearance of buildings streetscapes and the environment To coordinate the placement of signage on reserves and associated facilities to minimise clutter avoid unnecessary duplication and improve the reserves attractiveness and function To encourage well designed temporary and match day signage in a wider range of potential locations than seasonal or permanent signage To provide for equity in the placement and display of signage that is directly linked to the seasonal allocations of the ground 22 15 3 Policy 11 12 2008 d It is policy that Allsigns are maintained to the satisfaction of the responsible authority Allsigns are securely fastened and kept free from graffiti The months in which sporting clubs sponsorship signage is displayed is related to the seasonal allocation of the ground Signage design and type The size height and design of signage are compatible with the natural and built environment of the reserve and surrounding area Subdued tones are encouraged Appropriate colours are encouraged lluminated and or animated signs should not be used
63. ed use will only be granted under special circumstances and where Council is confident there will be minimal impact to nearby residences The use of floodlights for night competition matches will be considered on a case by case basis and shall only occur where the level of lighting lux has been assessed by the sports association of the sport to be played and is deemed at an appropriate standard suitable for competition The conduct of night matches shall comply with the set times of use of the facility as allocated to the user group s September 2012 Page 22 Sporting Facilities User Guide K aroondah City Council The use of sports ground floodlighting for social functions is not permitted 4 2 4 Vehicles User groups must ensure that no vehicles including those of visiting sporting groups are driven onto the playing fields or grassed surrounds of Council s sporting grounds unless formally demarcated Vehicles are only permitted to park in the designated car parking areas of a venue according to parking restrictions Cars must not block residents driveways or be parked on private property without the consent of the owner 4 2 5 Access to reserves It is recognised that some clubs charge a gate fee for entry to competition matches An entry fee for match days is a voluntary payment and user groups cannot refuse entrance to patrons if the fee is not paid In addition user groups are not permitted to request an entrance fee or re
64. ee Park RO Spence l wera MawonRewme Pado Muun Mutum Reseve WO Pay INpRmwedRewme oo Proclamation Park athletes Rooms Proclamation Park BaseballRooms ameer ooo Sicock Reserve SoccerGriket Skckmeewe DgO Tooo o SwmwdPk o Town Park Fred Geale Oval Pavio o Town Park Athletics Chbrooms Ringwood Soccer Pitch Guisea Appendix 3 MAROONDAH CITY COUNCIL SPORTING FACILITIES SPORTS FIELDS Ainslie Park Arrabri Reserve Barngeong Reserve 1 Oval Barngeong Reserve 2 Oval Barngeong Reserve 3 Oval Barngeong Reserve Baseball 1 Field Barngeong Reserve Baseball 2 Field Belmont Park Cheong Park Croydon Park Dorset Reserve east amp west ovals Dorset Reserve southern pitches Dorset Soccer Pitch East Ringwood Reserve 1 Oval East Ringwood Reserve 2 Oval Eastfield Park Bensons Oval Fred Geale Oval Glen Park Gracedale Park Greenwood Park Griff Hunt Reserve 1 Oval Rugby Pitch Griff Hunt Reserve 2 Oval Rugby Pitch HE Parker Reserve 1 Oval HE Parker Reserve 2 Oval Heathmont Reserve Hughes Park Jubilee Park 1 Oval Jubilee Park 2 Oval Lipscombe Park Manson Reserve 1 Oval fenced
65. ences Pricing Pricing Schedule Schedule Standard User Resource Documents Manuals 1 1 3 Using this Document The Guide is to be used as a reference document clubs and other users of Council s seasonal sports facilities should refer to this document for information relating to what is expected of them and their responsibilities as well as the role of Council and what users can expect from Council The Guide should be the first place users look to for information relating to all matters relevant to use of the facilities It should give users a starting point to answer What do do when Who do ask for Can and the like Consulting this Guide first will give users a basic starting point to help them more efficiently deal with any matters that need to be addressed The Guide aims to be as practical as possible providing forms checklists and other information included as Appendices All forms referred to in this Guide are also available from Council s website www maroondah vic gov au The information in the Guide will be updated as Council Policies and Procedures change over time so as to remain as up to date as possible 1 1 4 Legal Framework The Guide forms the terms and conditions upon which Council facilities are used and which users are bound to comply with It is important for users to fully read and understand all sections of The Guide in particular their responsibilities under the use agree
66. equipment so as to cause a nuisance to others Noise levels must not exceed EPA guidelines User groups must also ensure that all individuals associated with them and their use of the facilities players spectators etc behave in a way that would not be considered as causing offence to nearby residents or other members of the community ie slamming car doors revving engines etc User groups are responsible for ensuring that their members and members from visiting sides do not create or are involved in any activity causing a disturbance such as public urination nudity foul language etc 42 2 Resident privacy User groups must respect local residents right to privacy This means that residents property must not be damaged altered or trespassed upon This includes buildings vehicles gardens and fences If damage should occur during the course of usage user groups must immediately try to contact the resident concerned and arrange for the items replacement or repair Should a resident be uncontactable please contact Council s Sports and Community Liaison Officer for further assistance 4 23 Sport ground floodlighting Floodlighting must only be operated within the user groups nominated hours of use of the facility outlined in Section 4 1 Floodlights must be turned off when training has finished which is to be no later than 9pm unless prior written approval has been granted by Council eg for competition use Approval for extend
67. er group s Any structures must be constructed as per Council s standard design Any vandalism to these structures must be repaired immediately ie damage to roofing or panels and these structures must be maintained so as not to cause a public hazard These are the responsibility of the user group s Council will undertake the renewal of coaches boxes dugouts commencing in the 2012 2013 financial year These pre existing structures will be placed into the renewal schedule and will be replaced up to a determined value based on the existing structure Clubs are still required to fund any new coaches boxes or dugouts they wish to erect at the sports ground with Council then placing them onto the renewal schedule 6 1 4 Scoreboards Council will allow the construction of one scoreboard at a sports ground subject to approval of the design Council will remove scoreboards that have deteriorated to a condition deemed to be a danger to the community and will not be obliged to replace the scoreboard Council will pay for the renewal of scoreboards as per Council s standard design These structures will be placed into the renewal schedule up to a determined value based on the current structure Clubs are still required to fund any new scoreboards they wish to erect at the sports ground with Council then placing them onto the renewal schedule September 2012 Page 60 Sporting Facilities User Guide K aroondah City Council 6 1 5 Sport ground floo
68. es and ratings Pavilions are classified according to their quality and facilities that are incorporated within them as one of three categories A B and C Class A pavilions represent the highest quality with the most amenities and are charged at the highest rate whereas those rated as Class C are a lower quality with fewer amenities and are charged at a lower rate Each category corresponds to a set fee for use as outlined in the Seasonal and Casual Pricing Schedule The criteria under which pavilions are rated include e The cost involved in maintaining the pavilion to an appropriate standard e The number and standard of amenities eg change rooms kiosk office space etc e The capacity to raise income eg social rooms kiosk bar facilities etc The level of infrastructure associated with each of the sports ground categories is as follows Pavilion infrastructure Category A Category B Category C Multipurpose area Large multipurpose area Small medium multipurpose area Small hall room Change facilities Change facilities included Change facilities included Limited change facilities Kitchen kiosk facilities Kitchen kiosk facilities included Kitchen kiosk facilities included Limited kitchen kiosk facilities Bar facilities Bar facilities Limited bar facilities No bar facilities included Toilets Toilets included Toilets included Toilets incl
69. es eee eee Mullum Mullum Reserve 1 Oval Mullum Mullum Reserve 2 Oval L WE v North Ringwood Reserve Do Peter Verges Reserve SS v itch h Manson Reserve 2 Oval dog club side Proclamation Park Baseball 1 Field Proclamation Park Baseball 2 Field i i NENNEN Proclamation Park Cricket 1 Field a ea ES QuambeeResewe amp Ov v QuambeeReseve 2 Oval FQuambee Reseve 3 0v J Richard Sicock Reserve mother v Springfield Park Gridiron Soccer Pitch Town Park Interior of Athletics Track a Ringwood Soccer Pitch Jubilee Park v v L lt Proclamation Park Cricket 2 Field NB Turf wickets marked with an asterisk are maintained by the club s allocated this ground Appendix 2 Pavilions and Categories in Maroondah v Ainslie Park Bamgsong Reserve Baseball CubFacliy Bamgsong Reserve Football Ciwb Faciy 7 Bemome OOOO T Cheong Park Goyon Dorset Soccer o EastRingwoodReseve ooo Easttield Park Bensons Pavio EmfedPak PoyCubRiy o O 1 Gem Wm o erake Paon S CHE Parker Neat Faiy Heathmont Reserve Jta Hughes Park Paviion o wi
70. esens 30 4 9 2 Fire preparation iie cer ete eed geo e ideo o eet eee pae deede eee eade eioi eaae d eee o adea eu aaa va edad ad ng 30 4 9 3 Emergency evacuation of a facility esses seen eee enenatis nas 32 4 9 4 Standard incident report fOVIMS cccccccccccccsssscccesscecesssssccsessescesssccesesesecsessecsesseeceeeseceeesscesstsseens 32 AGS Extreme heat dOys soie e E v e tor or be eu orit dr D EO E EIE 33 4 9 6 Electrical Safety tta eee e einer ve obe v ee vendes 33 4 9 7 Hazardous Substances and Dangerous GOOUS cccccccesssesssnscccceseessnesecccsssnssasscsecesseensasseseseseeaes 33 2 10 RISKMANAGEMENT 7 eet etae poco eet ertet vt tne A be Rt Fer AME e eee E EFE RENS AER FE S 34 4 10 1 Auditing of sporting surfaces and surrounds ccscccceessccceessscceessescsssssscessssscessaeeccesssceesetsseeeeases 35 4 10 2 Club ground inspection checklists eese sees sese essen einn nnns nnhe seat ans sesta nonna 36 Sports Ground Maintenance Request Process ii cccccccssssssssscscccsesssssccscccssessascesccssesessueescceseesnusseseccesetsassaeses 37 4 10 3 Special events x uera t rH teretes e Le eser Cu ea em ae ead emet ee E tens sio le eed eoe eue oer tendo 38 4 10 4 SLOFL ages ss damen dato m made d 38 2 11 SECURITY AND LOCKS eicere rere aee ite ERE D EE EY eee e YER e ve ENA doves eRe 39 4 11 1 Key allocation coe EE Re te dake s taste REP eats bette a e e Oe deter ban et UN 39 2512 9 7 CLEANING Gc
71. esentative or contact details It is suggested that the two contacts not be from the same household Council s Sports and Community Liaison Officer is responsible for overseeing the use of Council s sports facilities and managing all user groups of these facilities The Sports and Community Liaison Officer is the key Council contact for user groups Most correspondence from Council including updates on ground conditions maintenance issues tenancy issues September 2012 Page 16 Sporting Facilities User Guide K aroondah City Council throughout the season grants opportunities will be sent via email so it is vital that both contacts have readily accessible internet access in the case that some information is sent at short notice It is expected that the club representatives will pass on all information to relevant club personnel It may be appropriate at times for user groups to liaise with other Council Officers as referenced throughout this document In raising issues of concern with Council it is suggested that any matters be firstly raised with the club committee for consideration prior to being broached with Council This will help to ensure efficiency is maintained in communication and that the requests concerns reflect the views of the club as a whole 2 6 Environmental considerations User groups should attempt to minimise the impact of their operations on the environment at all opportunities There are many areas in
72. eserve Proclamation Park Quambee Reserve Silcock Reserve Town Park For further details and to make an application to erect a sign on a Council Reserve including any signage fastened to oval fencing contact Council s Planning Department on 9298 4441 47 2 fFrontage driveway signage User groups are required to ensure when placing signs on the frontage or driveway of a reserve the following requirements are adhered to e Nothing on or obscuring Council signs e No signs are to block sightlines in and out of the reserve e Noilluminated signage e Signs are not to be placed on or blocking structures i e pits drains gates 4 7 3 Temporary advertising signage An opportunity exists for user groups to advertise a one off function at available sites located around the municipality Signs are to be supplied by the user group with a maximum of two sites permitted per organisation event in any calendar year User groups are required to complete a Temporary Advertising Sign Application Permit refer to appendix 5 For more information please contact Local Laws Department on 9294 5653 4 74 Other signage Contact Council s Planning Department on 9298 4441 for further information on what signage is permitted within the municipality 4 8 SunSmart All users of Maroondah sports grounds should encourage Sun Smart behaviour and should consider implementing the following strategies September 2012 Page 29 Sporting Facilities User Guide
73. et preparation The cost will be 200 00 including GST if practice wickets are also required 7 ATHLETICS TRACKS Council owns and maintains 2 athletics tracks that are equipped to meet the needs of users by providing an all weather surface marked tracks spectator seating and pavilions AC Robertson Athletics Field is managed on behalf of Council by the AC Robertson Field Special Committee of Management The Committee sets and administers the charges for the facility in line with the industry benchmark Please refer to the Committee s Bookings Officer for current rates Town Park Athletics Track Town Park Athletics Track is managed directly by Council The following fees apply for the use of the Track Type of use Casual Charge 201112 2012 13 2013 14 2014 15 Casual Use Maroondah based organisations 30 hr 32 34 36 Casual Use Organisations based outside municipality 45 hr 48 51 54 Full Day Casual Use Single Maroondah organisation 110 117 124 131 Full Day Casual Use Single Non Maroondah organisation 165 175 186 197 Interschool Carnival Maroondah organisations 150 159 169 179 Interschool Carnival Non Maroondah organisations 225 239 253 268 For seasonal usage of the Town Park Athletics Track please refer to the seasonal charge for category C ground Section 5 3 8 RINGWOOD SOCCER PITCH Ringwood Soccer Pitch is managed directly by Council The following fee
74. f 3 months notice is required 1 4 8 Non sporting use of sports facilities Groups wishing to utilise fireworks at an event must apply to conduct a fireworks display in accordance with Maroondah City Council s Fireworks Policy Contact Council s Sports and Community Liaison Officer should you wish to conduct a fireworks display Groups should also be aware of all relevant State and Federal Legislation relating to electrical safety Occupational Health and Safety Risk Management and Work Cover when hosting large events 1 4 7 Use of pavilions by clubs in their off season Clubs wishing to use pavilions during their off season times that are not allocated to the group as a tenant are to be negotiated with the current user group In the case of facilities that have a gym Council requires user groups to undertake the following requirements before it will be satisfied of use by a club during it s off season e The gym equipment is inaccessible to other users of the pavilion ie locked in a separate room e Members of a club in its off season are permitted use of the gym by the current tenant and Council e The gym can be accessed separately to the rest of the pavilion so users do not require access to other areas of the facility allocated to the user group s e The club wanting access to the gym in its off season has a public liability insurance policy that covers such activity including off season use and e The club managi
75. f additional and replacement key cuts will be charged to the user group s requesting them Under no circumstances are keys to be loaned to any other club organisation school or person without Council s prior permission Any loss of keys should be reported to Council s Sports and Community Liaison Officer immediately The responsible user group s will be charged the full costs associated with re keying the whole facility in the event of any keys being stolen or other events that will compromise the security of the pavilion Council advises that no keys be left on public display within pavilions other than L padlock keys that are required for emergency access to grounds and keys given to club coaches committee members and officials are not to be tagged identifying them with the facility September 2012 Page 39 Sporting Facilities User Guide K aroondah City Council 4 12 Cleaning Council pavilions and surrounds must be cleaned up after each use and maintenance issues must be kept up to date It is the responsibility of all clubs using Council facilities to leave pavilions toilets and grounds in a clean and tidy condition immediately after EACH use and to ensure that the facilities are securely locked before leaving to prevent damage or abuse to the facilities Pavilion cleanliness will be monitored by Council Officers who conduct inspections of facilities throughout each season Clubs are required to enf
76. for the sport e The presence of irrigation and or underground drainage system e The standard of support structures eg fencing training lights coaches boxes etc e The schedule of maintenance intervention The level of infrastructure associated with each of the sports ground categories is as follows Sports ground Category A Category B Category C facilities and Max 20 to 25 hours Max 15 to 20 hours Max 10 to15 hours infrastructure p week p week p week Floodlighting Training lights Training lights Minimal or no competition lights training lights Drainage Extensive Limited drainage Minimal or no underground system drainage system September 2012 Page 43 Sporting Facilities User Guide J aroondah City Council Sports ground Category A Category B Category C facilities and Max 20 to 25 hours Max 15 to 20 hours Max 10 to15 hours infrastructure p week p week p week drainage system Irrigation Automatic irrigation Irrigation system Minimal or no system irrigation system Cricket wicket Synthetic or turf Synthetic wicket Concrete or wicket synthetic wicket Playing surface quality Highly maintained playing surface Good quality playing surface Reasonable quality playing surface Support structures eg coaches boxes scoreboards dugouts High quality support structures Good support structures Reasonable or no support structures M
77. form them of this 8 If a Council key is no longer required by the key holder for the purposes or uses authorised by Council or those authorised purposes and uses have expired then the key holder must promptly return the key to Council s Facilities Management Coordinator or Facilities Management administration officer Consequences of failing to return a serviceable key to Council In the following 4 clauses produce and return to Council mean produce to and return to Council s Facilities Management Coordinator or Council s Building Maintenance administration officer 9 Any failure to produce a Council key for audit entitles Council to deem that the key or keys not produced have been lost with the consequence that the User Group or individual key holder who failed to produce the Council key accepts responsibility for the cost of Council rekeying the relevant building and reissuing Council keys to all users of that building 10 If a key is lost misplaced stolen destroyed or otherwise not returned to Council in accordance with this policy then the User Group or individual key holder accepts responsibility for the cost of Council rekeying the relevant building and reissuing Council keys to all users of that building For User Groups where practical Council will try to schedule Council key audits to coincide with the next committee or other meeting of the User Group Maroondah City Council Key Policy 2012 Version 3 Is
78. from weed infestation that would be greater than 5 of grass coverage over areas greater than 10 of grass coverage large area Litter control Remove all visible litter at time of mowing Remove all visible litter at time of mowing Remove all visible litter at time of mowing Surface finish Repair all visible ruts depressions etc gt 40mm in depth Repair all visible ruts depressions etc gt 50mm in depth Repair all visible ruts depressions etc gt 50mm in depth September 2012 Page 54 Sporting Facilities User Guide J aroondah City Council Grounds Category A Category B Category C maintenance works Automatic All sprinkler heads All sprinkler heads Nil sprinkler system working as working as programmed and with programmed and with a repair time of 48 a repair time of 5 hours from days from notification notification of outages of outages Programmed Programmed replacement of replacement of system every 15 system every 24 years years Sub surface Sub surface drainage Sub surface drainage Nil drainage to provide a playing to provide with free system surface free of draining sand based surface water ponds for periods longer than 5 minutes after heavy rain Programmed replacement of system every 15 years soil over the immediate drainage trenches only to produce a playing surface free of surface water ponds over extended pe
79. fy or vary training practices varied usage may be discussed Any ground that is either closed or has ongoing maintenance issues identified will be closely monitored throughout the season Where a ground has been closed Council will advise both the Club and relevant association as soon as it again becomes fit for use September 2012 Page 37 Sporting Facilities User Guide K aroondah City Council 4 10 3 Special events Special events include any purpose for use outside of the clubs normal activities and or times of use as allocated under the clubs tenancy Special events include but are not limited to family fun days car boot sales and charity matches played outside allocated tenancy times Refer to Section 1 4 5 for conditions around hosting special events and contact Council s Sports and Community Liaison Officer for further information 4 10 4 Storage All equipment must be kept in designated storage areas Storage of equipment in toilets and showers or across doorways and access passages is not permitted and can present a health and safety risk Any hazardous items ie cleaning products gas bottles etc must be stored correctly and in a safe and secure place away from general public access and out of reach of children All cleaning chemicals should be locked in a secure cupboard Food items and alcohol must also be stored appropriately and in accordance with a Club s Food Safety Plan separately from food Where there i
80. g the design phase of these structures Planning and Building permits may be required and enclosures should not include barbed wire in any part of the structure Cricket enclosures must include a roofed section and rubber mats should be installed at the batsman s end to prevent wire stretching Structures should not encroach onto playing areas inhibit access or cause hazard to other user groups or general public that utilise a sports ground September 2012 Page 61 Sporting Facilities User Guide K aroondah City Council 6 1 7 Synthetic or specialised sports surfaces User groups and or associations are responsible for upgrading resurfacing and maintaining any synthetic or specialised sports surface ie en tout cas for baseball diamonds synthetic cricket pitches 6 1 8 Portable soccer goalposts Tenant soccer clubs are responsible for ensuring that all portable soccer goalposts at a Council facility comply with the Standards Australia Handbook HB 227 2003 with regards to the manufacture installation use storage and maintenance A copy of these Standards is available from Council s Sports and Community Liaison Officer The use of portable goalposts is strictly limited to the user group and are not to be made available to any casual or private hire groups When in use portable soccer goalposts must be anchored correctly and regular checks should be conducted throughout the user group s season to ensure ongoing safety Multi piece
81. ge 18 Sporting Facilities User Guide K aroondah City Council 3 FINANCIAL MATTERS 3 1 Payment of fees All fees charged to community groups are determined based on a substantial subsidy from Council ie calculated to recover a proportion of Council s recurrent maintenance expenditure The determination of fees is outlined in the Seasonal and Casual Pricing Schedule refer to Appendix 3 for a full copy of the Policy and Schedule Casual use fees and those charged for events are calculated in the same way and also detailed in the Schedule Council issues a tax invoice to user groups in April and October of each year for Seasonal Use and within 30 days after any Casual Use Payment of these fees is required by the due date on the tax invoice issued to avoid formal collection processes Grounds will not be issued to user groups if there are outstanding fees owed to Council without an existing repayment schedule and written agreement in place The user group will also need to pay the full cost of debt collection required by Council and resolve accounts prior to any further applications for facility use being considered If a user group consistently has an outstanding debt to Council a formal meeting with Council Officers will be scheduled At this meeting the user group will be required to disclose full details of their current financial situation including a full list of all debts owed previous annual reports and an audited statement of a
82. ide an opportunity to discuss any outstanding matters between user groups eg sorting out utilities charges A changeover report detailing these items must be completed and signed by all user groups and Council s Sport and Community Liaison Officer within the change over period The change over report will include items to be addressed by the current user groups 24 Sub letting of facilities Whilst Council encourages multi use of its facilities no club shall sub let or permit any other group person or persons to occupy or use the allocated sports ground or pavilion on an ongoing basis without prior permission from Council Ovals may not be sub let by user groups If a group is looking to sub let a pavilion ie for regular use more than a one off casual hire contact Council s Sports and Community Liaison Officer A Terms of Hire agreement will need to be developed if approval is given 2 5 Communication between Council Officers and clubs To ensure that efficient communication is maintained with Council during a clubs tenancy Council requests that two key representatives are nominated as the Council Liaison contacts for the club it is suggested these be committee office bearers such as the President and Secretary These representatives will be the key contacts with Council Officers for all matters pertaining to the use of facilities Council s Sports and Community Liaison Officer should be notified immediately of any change to the repr
83. il owned facilities on behalf of Council Lease A lease is a contract under which a tenant or lessee is granted exclusive possession of property for an agreed period usually in return for rent Licence A licence is a form of permission to enter and use land or land facility for an agreed purpose for a stated period The licensee does not have exclusive use of the land allowing Council to allocate other user groups or allow general public to use the facility at other times Season Allocation Allocation of Council facilities to sporting clubs for either the Summer or Winter playing season each year Commercial An organisation including incorporated body co operative society partnership or sole trader conducting activities for the purposes of deriving a financial return to the proprietors or shareholders Community A not for profit organisation that exists exclusively for charitable purposes or as an amateur sporting group arts craft or other special interest group established for the benefit of the community of the Maroondah City Council Primarily voluntary staff and or committee Community Service Not for profit An organisation which provides services to the Maroondah Community consisting of primarily paid staff and returns all profits into the operation of the organisation to carry out its purposes 6 SCOPE The Policy extends to all Council owned facilities and grounds as detailed below Council Owned Community Halls Commu
84. in a project they must be performed by a licensed contractor and Certificates of Compliance must be forwarded to Council guaranteeing the quality and safety of works performed at the completion of the project T Final Site Inspection Council Officers may need to perform a final site inspection once works are completed This is also to ensure that works have been carried out to a sufficient standard and the site has been properly reinstated ie no materials or waste left behind Note this is a basic guide to assist clubs and organisations in the thorough planning and implementation of facility improvement projects As the owner manager of the land Council is responsible for ensuring the integrity and appropriateness of all infrastructure works Council s buildings are regularly audited and inspected and it is important that Council has current records on all improvements that are undertaken so these can be noted on relevant site and building plans September 2012 Page 64 Sporting Facilities User Guide City Council 6 2 2 Council s capital renewal program Council has an annual building renewal program which forms part of the building asset enhancement component of Council s capital works program The building renewal program is developed based on cyclical visual assessments undertaken by experienced external contractors and aims to provide enhanced longevity functionality safety and amenity for Council s building assets
85. in this schedule or the previous fee charged for the same ground or pavilion whichever is the greater All charges within the schedule include Goods and Services Tax GST MAINTENENCE DEFINITION SCOPE Detailed below are the activities undertaken by Council in maintaining Council owned and managed community facilities Sports Ground Maintenance Sports ground maintenance is defined as those re current maintenance costs which are required to ensure that the standard of the sports ground is maintained These costs relate to Grass cutting e Mowing Weeding Drainage and sprinkler management Jertilising and over sowing e Levelling of surface Soil management verti draining and slicing e Materials and labour e Water Pavilion Maintenance Pavilion maintenance is defined as those maintenance costs which are required for the day to day management maintenance of Council Pavilions These costs relate to all building maintenance which includes Structural building movement building frame etc External ie painting plumbing doors etc Cyclic inspection emergency lights exit signs and fire extinguishers Vandalism and graffiti removal Sewerage and storm water drains Services hot water and gas Capital renewal 5 1 5 2 SPORTS GROUNDS Sports Ground Classifications Sports grounds are classified into one of three categories A B and C with A being the highest quality ground w
86. ing of those holding a liquor license e Compliance with all conditions of Liquor Licensing in obtaining applying for varying transferring renewing or surrendering a Liquor Licence or Permit e Acceptance of responsibility for and maintenance of good order and behaviour of persons attending the premises during the permit use e Ensure the premises and surrounding areas are left in a clean and tidy condition and e Ensure that no alcohol is served while junior sport activities are conducted on or within the facility 4 5 4 Good Sports Accreditation Program The Good Sports Accreditation Program is a national initiative of the Australian Drug Foundation ADF that has been developed to help sporting clubs adopt responsible September 2012 Page 27 Sporting Facilities User Guide K aroondah City Council practices around alcohol consumption and set a leading example in the community In particular the program aims to e Reduce alcohol and other drug problems e Increase the viability of sporting clubs and e Improve the range and quality of sports options available within the community Good Sports accredited clubs have the advantage of displaying the Good Sports logo upon gaining accreditation The logo is recognised amongst the community and by Council as a club environment that demonstrates to its members and the community that it promotes a responsible attitude towards alcohol and provides a safe environment for players
87. ing the existing conditions at the site and the extent of signage within the immediate area Where relevant the location and size of any existing signage on the site including details of the signs proposed to be removed or retained as part of the proposal Where relevant the structure of the sign and the method of support Dates that signage will be affixed and removed in conjunction with the sporting season and ground allocation 22 15 5 Policy Reference Geo Maroondah Neighbourhood Character Study Planisphere 2004 Maroondah Habitat Corridors Strategy Context Pty Ltd 2004 Maroondah Open Space Strategy leisure 2005 Maroondah Urban Design Framework Michael Smith and Associates 2006 LOCAL PLANNING POLICIES CLAUSE 22 15 PAGE 2 OF 3 MAROONDAH PLANNING SCHEME PLAN 1 SPONSORSHIP ON COUNCIL RESERVES INDICATIVE PREFERRED LOCATIONS Scoreboard Oval Sports r3 Field Fencing KEY S Section of fence most suitable for signage Signs to face inside of playing area Permanent or seasonal signage must 20 not be visible from Viewing Arc outside the reserve A NOTE Pavilion Change Rooms The locational criteria apply to tennis courts lawn bowls and other relevant recreation facilities within the Council Reserve system Viewing Spectators Viewing Spectators LOCAL PLANNING POLICIES CLAUSE 22 15 PAGE 3 OF 3 11 12 2008 C65 MAROONDAH PLANNING SCHEME SCHEDULE TO THE PUBLIC PARK AND RECREATION ZON
88. ird Third Third Grants Refer to Section 7 1 2 The following provides a guide to Council s expectations for the provision of club provided infrastructure It is the responsibility of the user group s occupying the facility at the time to upkeep the structures including maintenance and rectification of any damage caused by vandalism Any such damage is to be repaired immediately 6 1 1 Sightscreens Permanent or temporary sightscreens may be erected on Council reserves once approval is granted by Council s Team Leader Sportsfield Maintenance Any sockets sleeves or poles may be installed and removable screens fitted throughout the season however these fittings must not be installed on or interfere with the playing surface and must be safely secured so as not to create a public hazard September 2012 Page 59 Sporting Facilities User Guide K aroondah City Council 6 1 2 Gatekeeper s box User groups wishing to construct a gatekeepers box must liaise with Council regarding construction requirements etc A minimum requirement of Council for any gatekeepers box will be to ensure that public access or access by other user groups of the reserve is not restricted in any way 6 1 3 Coaches boxes and dugouts A maximum of two 2 coaches boxes or two 2 dugouts may be erected on each sports ground The cost of construction and any reinstatement of the areas surrounding the coaches boxes ie fencing is the responsibility of the us
89. ision of a range of sporting September 2012 Page 5 Sporting Facilities User Guide K aroondah City Council opportunities for the general community The benefit arising from these opportunities include an enhanced quality of life for the community health and well being aspects social connectedness and community enjoyment e Access to Sports Facilities Council will encourage greater involvement of user groups by effectively managing and implementing seasonal agreements for sports facilities and by clearly defining the relationship and obligations between itself as the owner or manager of a facility and user groups through the conditions specified in the seasonal permit e Efficiency and Cost The administration of seasonal charging and allocation system must be simple as well as timely and cost efficient e Encouraging Diverse Usage Within Facilities Council wishes to actively encourage the involvement of people from emerging culturally and linguistically diverse populations people of all abilities and women participating in non traditional female sports whilst recognising the provision of existing agreements with user groups e Categories of Sports Facilities A diverse range of sport playing fields and associated facilities should be available which best meet the different needs of user groups It is important to grade playing fields and associated facilities so that playing surfaces and facilities match appropriate levels of o
90. ith the more intensive maintenance schedule charged at the highest rate and C being the lowest standard ground with a less intensive maintenance schedule charged at a lower rate Each category will correspond to a set charge for use The criteria under which sports grounds are rated are detailed in section 5 2 below and include The cost involved in maintaining a sporting surface to the standard required for the sport The presence of irrigation and or underground drainage system The standard of support structures eg fencing training lights coaches boxes etc Qo 5 The schedule of maintenance intervention Sports Ground Categories Category A Training lights Extensive underground drainage system Automatic irrigation system Synthetic or turf wicket Highly maintained playing surface High quality support structures eg coaches boxes scoreboards dugouts Category B Training lights Limited drainage system Irrigation system Synthetic wicket Good quality playing surface Good support structure eg coaches boxes scoreboards dugouts Category C e Minimal training lights Minimal or no drainage irrigation system Synthetic wicket Reasonable quality playing surface Reasonable support structures eg coaches boxes scoreboards dugouts Note Facilities that meet the majority of the listed criteria will be placed within that category 5 3 Seasonal Sports Ground Charges A Tenant Club will either be ch
91. ity e Ifthe ground is unplayable due to inclement weather e If the ground is unsafe for match play e If the ground requires surface repairs and or redevelopment works and e If the ground is required for a Council endorsed community event e g Carols by Candlelight In the extreme case that a ground is deemed unfit for use Council may decide to close the ground This decision will be made as early as possible to allow sufficient time to find an alternative Every effort will be made by Council to work with the affected user groups to find the best possible alternative so as competition is not compromised Although this may not always be feasible Due to the provision of irrigation at 17 sporting grounds these are the facilities that are most likely to maintain an acceptable standard of hardness softness and a suitable turf cover For this reason other clubs may be given permission by Council to train at these sporting grounds when sporting grounds are closed for training This may result in Council also reducing the training levels of the home club at an irrigated sporting ground in an effort not to overuse a ground Every effort will be made to work in with the user group s wherever possible September 2012 Page 47 Sporting Facilities User Guide 5 4 Shared maintenance roles and responsibilities 5 4 1 Maintenance and renewal schedule J aroondah City Council The various maintenance responsibilities of Council and use
92. ity of Council buildings by ensuring that any member of the public who accepts a Council key whether on behalf of a User Group that has the authority of Council to use a Council building or otherwise understands there is personal responsibility for 1 the use of that key in accordance with this Key Policy 2 the return of the key to Council at the end of their use of the Council building and 3 the cost Council incurs if Council has to rekey a building and or reissue a key or keys to the Use Group and other current users because a key is not returned to Council or is returned in a broken or unserviceable condition Legal terms and conditions Council keys are issued under Any person taking possession of a Council key the key holder does so on the terms and conditions set out in this Key Policy Where a key holder receives additional keys for use by others then the key holder remains responsible for all keys issued to them unless and until they get the recipients of those other key holders to sign and return a completed Key Issue Responsibility Acceptance Form that accompanies this Key Policy If a key holder holds a Council key on behalf of a User Group then this Key Policy makes the User Group responsible for the cost and any other consequences of any breach of this Key Policy by that key holder If a key holder holds a Council key in a personal capacity and not on behalf of a User Group then this Key Policy makes the key holder per
93. ixtured season prior to handover inspection Clubs found to not be adhering to the above cleanliness standards will be given 48 hours notice to rectify any matters If action is not taken accordingly Council will employ a private contactor to rectify any noted matters with full costs charged to the responsible user group s 4 12 1 Rubbish User groups are required to leave the facilities used ground and pavilion in a clean and tidy condition after each use All rubbish must be picked up prior to completion of use of the facilities including the sports ground and its surrounds such as parkland and car parks This includes rubbish generated by spectators at the venue Each reserve within Maroondah is allocated a set number of waste bins to cater for the removal of general public waste If additional waste is generated by the user group s it is the responsibility of clubs to ensure its removal Clubs in consultation with Council may apply to have a lockable dump master bin installed during their tenancy season costs associated are the full responsibility of the user group s These bins should be locked so as to avoid the occurrence of public dumping of household rubbish or vandalism Any dumping of waste that occurs will be the responsibility of the user group s to remove It should be noted that all bins waste and recycling remain the property of Council and may not be relocated altered or tampered with in any way without the p
94. lanning and Policy Officer on 9294 5720 7 1 4 Arts and Cultural Grants Scheme The Arts and Cultural Grants Scheme provides not for profit organisations within the City of Maroondah an opportunity to access support funding to assist in the implementation of community art projects festivals and events development of heritage practices art exhibitions literary visual and performing arts The following objectives underpin the Arts and Cultural Grants Scheme To generate community participation in arts and cultural activities Work in conjunction with artists arts and cultural facilities and the community to deliver diverse projects that enhance and celebrate local identity September 2012 Page 68 Sporting Facilities User Guide K aroondah City Council e To build and strengthen local networks within the Maroondah community and to encourage partnerships with Council and e To assist community groups within Maroondah to implement community art projects festivals and events development of heritage practices art exhibitions the literary visual and performing arts Grant opportunities for this funding scheme are advertised in local papers at the beginning of April with applications closing in early June Successful projects are announced in mid July For further information please contact Council s Arts Liaison Officer on 9298 4553 7 1 5 Other funding sources A range of other funding opportunities are available thr
95. ld only re enter a building once they are authorised by emergency authorities that it is safe to do so The list of Key Contacts at the front of this Guide provides the main emergency contacts An up to date list of emergency contacts should be prominently displayed by clubs at the facility 4 9 4 Standard incident report forms User groups should maintain a supply of Incident Report Forms should they be required to note the details of either a major minor or medical incident refer Appendix 6 or download from www maroondah vic gov au A copy of this form should be forwarded to Council s Sports and Community Liaison Officer should any incident occur for Council s records and to action any follow up maintenance September 2012 Page 32 Sporting Facilities User Guide K aroondah 4 9 5 City Council Extreme heat days Maroondah City Council s Heatwave Plan identifies and outlines procedures to raise awareness of the risks relating to severe hot weather and what preparations can reasonably be undertaken to reduce the impacts of those risks The Plan outlines strategies for communicating heatwave messages to the Maroondah community and implementing strategies aimed at reducing the risk of heat exposure to its staff and vulnerable clients Each user group should have a plan for the management of patrons safety in the event of extremely hot weather Most sports associations and peak bodies have policies for these events
96. lding rectification matters requiring immediate attention outside normal business hours Those deemed to be the responsibility of the user group per the responsibilities outlined in Section 5 4 1 will be charged to the group 5 45 Graffiti and vandalism Council is responsible for the removal of graffiti or repair of vandalised items on the exterior of pavilions and associated structures Please contact Council s Sports and Community Liaison Officer to report any matters It is the responsibility of user groups to remove all graffiti which appears on club infrastructure and fittings including e lighting towers e Ticket boxes e Cricket nets Any graffiti is to be removed within 24 hours to coincide with Council s time period for graffiti removal 5 5 Ground maintenance 5 5 1 Recurrent maintenance Council implements an ongoing annual maintenance program across all sports fields to achieve the ongoing performance of sports grounds In particular the program aims to keep surfaces flat firm even grass cover and free of any foreign objects or holes Water soil pH and soil nutrient levels are maintained to achieve optimum grass growth Sprinkler systems and subsurface drainage systems are maintained and renewed to provide a high standard well grassed playing surface Intervention levels may change from season to season and varies for each category of ground discussed in Section 5 1 as per the following table September 2012 Page
97. ll take priority over practice matches and pre season training for off season user groups 1 4 9 Application for use for finals matches User groups and or associations must apply to Council s Sport and Community Liaison Officer to use sports grounds and or pavilions for finals matches An application for match use must be made 10 business days prior to the intended use by submitting a Seasonal Application Form User groups hosting large finals events ie football league finals will also be required to submit a Season Application Form and contact the Sports amp Community Liaison Officer for assistance in completing an event management plan Pavilions will not be made available to external clubs and or associations through Council If the applicant clubs and or associations require the use of the pavilion during finals arrangements are to be made through the user groups September 2012 Page 12 Sporting Facilities User Guide K aroondah City Council 1 4 10 Prioritising conflicting applications for use Council Officers allocate Council sporting grounds and pavilions to local community groups to undertake a diverse range of sporting pursuits on a fair and equitable basis Whilst Council Officers will endeavour to offer opportunities to all applicants for seasonal usage there are times when the demand for facilities is greater than those available When this occurs allocations are made in accordance with the following priorities in
98. ments Upon being formally granted use of a facility for seasonal or casual use the user group and all members representatives visitors and other users associated with the user group are September 2012 Page 3 Sporting Facilities User Guide K aroondah City Council bound to the terms and conditions of The Guide The Usage Agreement between Council and the user group is formed by the group s application Council s letter of acceptance in response to the group s application and The Guide On occasion Council may impose special conditions associated with an application for use of a facility These extra conditions may reflect specific requirements or issues impacting the facility such as ground hardness or use for events Any such conditions will be outlined in the letter of acceptance in response to the group s application which the group will be required to sign If there is any inconsistency between the special conditions and The Guide then the special conditions as outlined in the letter of acceptance will prevail User groups are encouraged to seek their own advice regarding any concerns with the terms and conditions outlined in this Guide or Council s letter of acceptance Council s Sports and Community Liaison Officer can also be contacted to discuss any specific queries or concerns It is hoped that by clearly outlining Council s expectations of user groups and the roles and responsibilities of Council a strong working
99. munity Whilst Council has risk management processes and regularly audits grounds and facilities to identify hazards it is also prudent for user groups to have a Risk Management Plan and a broad understanding of the risks associated with their groups sports activities Learning to manage these risks effectively enables a Group s Officials Officer Bearers and Volunteers to improve their operations and make informed decisions on issues that affect the safety of their players coaches volunteers and other reserve users The key elements of Risk Management include e Establishing the context e Identifying Risk e Analysing Risk September 2012 Page 34 Sporting Facilities User Guide K aroondah City Council e Evaluating Risk e Treating Actioning Risk e Monitoring Reviewing e Communicate and consult In most cases the peak representative body of the sport has resources and templates and can provide support to clubs with risk planning and management 4 10 1 Auditing of sporting surfaces and surrounds Each year Council undertakes three independent assessment audits of all Maroondah sporting ovals These include e Anannual audit of playing surfaces during these audits information such as ground hardness softness cracking surface coverage etc is gathered to determine the general conditions of the playing surface and to identify any inherent hazards that require attention ie exposed sprinkler heads pot holes ruts in th
100. must immediately be returned to Council Keys are not to be given to another member of the User Group as they may then if not promptly returned to Council be deemed to be lost It is the responsibility of the User Group to return Council keys to Council 5 The User Group and any key holder must present all Council keys to Council upon request by any Council employee who properly identifies themselves as such by producing their Council issued identity card Any Council key must be immediately surrendered to Council s Facilities Management Coordinator upon request 6 Council reserves the right to audit the Council keys issued to a User Group or any key holder at any point in time The User Group must arrange and ensure each of its key holders and any individual key holder must produce all Council keys they hold at the time and place Council reasonably designates in writing at no expense or cost to Council to allow the keys to be audited This will enable Council to physically verify that an individual key holder or all key holders from a User Group still have the Council key or keys issued to them Lost stolen misplaced destroyed broken or unserviceable Council keys 7 If a Council key is lost or stolen misplaced broken or unserviceable or otherwise no longer in the possession of the key holder then the key holder must immediately contact Councils Facilities Management Coordinator or Facilities Management administration officer and in
101. ncil under the Seasonal and Casual Pricing Schedule 8 Privacy Collection Statement Council is collecting the information on this form for the purpose of registering and administering your application The information may also be used to send you Council newsletters details of Council activities to ascertain your satisfaction with Council services and to release information to the public for enquiries about your club e g new membership etc Your information will automatically by used in the manner described above unless you specifically indicated NO by checking the box a Council activities receipt of information L No b Release of information to public L No The information will not otherwise be disclosed except as required by law In particular the information will not be disclosed to others for marketing purposes If you fail to provide this information e information on the application form your application may not be processed In making this Application certify that hold the office of within the organisation and am properly authorised by the organisation and in accordance with its constitution to make this application for and on behalf of the organisation Signed Date Print Name Witness Signed Date Print Name Form to be returned to Sport amp Community Liaison Officer Maroondah City Council PO BOX 156 RINGWOOD 3134 Fax 03 9298
102. nd you are applying for Ground Requested Proposed activity for requested ground Athletics Baseball Football Gridiron Rugby Soccer L Number of Teams Using This Ground Other No of Junior Teams including Auskick Team Description e g 2 teams U12 s 24 players Team Training Days amp Times e g Tues amp Thurs 5pm 7pm Team Match Days amp Times e g 2 teams U12 s 24 players No of Senior Teams No of Veterans Teams No of Women s Teams Total No of Teams Days Times Ground Is Required Day Time e g 4pm 7pm Tuesday Monday Wednesday L Thursday Friday L Saturday Sunday PAVILION USEAG Pavilion Requested Day Time e g 4pm 7pm Monday Tuesday Wednesday Friday Thursday Saturday L L L Sunday K aroondah In making this Application the organisation expressly acknowledges and agrees that City Council l Its office bearers have fully read and understand Council s Seasonal and Casual Pricing Schedule and Sporting Facilities User Guide 2 The organisation its office bearers members and anyone associated with it including anyone it invites or allows to be on or use the Council facility will fully comply with all of the requirements of the Seas
103. nformation provided by the organisation 5 f Council accepts this Application the Agreement for Use is formed in order of precedence by any special conditions of use Council may impose in writing the Seasonal and Casual Pricing Schedule and any documents referred to therein and this Application 6 The organisation has been provided with adequate opportunity to seek its own legal or other advice in relation to the Seasonal and Casual Pricing Schedule and Sporting Facilities User Guide and this Application 7 f Council accepts this Application the organisation will in accordance with the Sporting Facilities User Guide without derogating from any other obligations of the organisation under the Seasonal and Casual Pricing Schedule and Sporting Facilities User Guide In making this Application the organisation expressly acknowledges and agrees that a indemnify Council against and hold Council harmless from any and all claims in relation to the seasonal or casual use in accordance with section 2 2 3 of the Sporting Facilities User Guide b put in place and maintain the insurance arrangements required by Council for the whole period of use in accordance with section 2 2 of the Sporting Facilities User Guide and Council s letter of acceptance and C promptly pay all Fees and Charges and bond monies in accordance with section 3 of the Sporting Facilities User Guide and to otherwise pay on demand and any additional money properly claimed by Cou
104. ng the gym has an Occupational Health and Safety policy in place and displayed in the gym which provides details on the safe use and storage of equipment including supervision to minimise the risk of injury September 2012 Page 11 Sporting Facilities User Guide K aroondah City Council 1 4 8 Application for pre season training and practice matches Off season user groups seeking the use of sports fields for pre season training and matches prior to the date of allocation must firstly consult and negotiate use with all current user groups Only once all clubs are agreeable the club seeking pre season use shall complete the Seasonal Application Form Use will only be permitted once the applicant receives written confirmation from Council s Sports and Community Liaison Officer Note Due to user group finals commitments and other factors affecting playing surface conditions pre season training and practice match opportunities may be limited particularly prior to the commencement of the Winter season Council s Sports and Community Liaison Officer will endeavour to offer clubs other opportunities and alternatives if the requested facility is not available for use where feasible but access to sports grounds prior to season commencement cannot be guaranteed Access to pavilions will not be available until after the completion of the current user group s allocation or by agreement between clubs Finals matches for the current user groups wi
105. nity Centres Kindergartens Senior Citizens Centres Sporting Pavilions Sports Grounds and sporting activity surfaces Scout and Guide Halls Facilities managed by Council Special Committees of Management Maroondah Federation Estate Leases and Licences may relate to land or land and facilities owned by Council managed by Council on behalf of another government department where Council has been appointed the Committee of Management eg VicRoads or Crown Land Leases that have a component of commercial activity are also covered by the Policy where the group holding the lease is a registered not for profit community organisation Exclusions This Policy does not include the Karralyka Centre or facilities managed by Maroondah Leisure eg Croydon Leisure Centre Maroondah Indoor Sports Centre Croydon Memorial Pool Ringwood Aquatic Centre Dorset and Ringwood Public Golf Courses The Policy also excludes commercial property 7 PRINCIPLES The principles set out below will be used by Council to determine the fees to be charged for the use of the Council facilities to which this Policy applies 1 Reasonable Contribution Commensurable Fees will be set at levels that reflect a reasonable contribution toward the cost to Council of maintaining a facility and set at a level that properly managed user groups can afford 2 Transparent Fees will be documented in a manner that users and the community can understand eg how the fees have been calc
106. ntenance items The nominated contacts of a user group should notify Council immediately of any maintenance issues as they arise at their allocated facility Matters relating to security and safety ie break ins will be reported immediately to Council s Leisure Services Department for attention Council s after hours number should be used if an issue arises outside of business hours For less urgent items ie graffiti on external walls a Maintenance Request should be reported to Council s Sport amp Community Liaison Officer 5 43 Notice of defects A notice of defect and rectification will be issued to user group s where damage has been made to any facilities This notice will detail the nature of the damage and the timeframe under which repairs must be made The timeframes will be allocated according to one of three 3 categories reflecting the level of urgency of the noted issue e URGENT 48 Hours from notification eg Electrical issue exposed wiring on an appliance e NORMAL 28 Days from notification eg Minor health issue cleaning of carpets e LOW end of facility use allocation period eg Minor defect neither health security or issue applicable to urgent or normal categories painting over scuff marks on pavilion wall September 2012 Page 52 Sporting Facilities User Guide K aroondah City Council 5 44 Emergency assistance Council s after hours emergency service should be contacted for any bui
107. on showers AAA dual flush toilet systems are also recommended Clubs undertaking facility upgrade projects ie construction of new change rooms kitchen upgrades are required to install water saving devices and tap ware as part of their project 2 72 Eco friendly products The use of detergents other cleaning agents paints and chemicals should be appropriate to the task involved and must be disposed of correctly ie harmful substances should not be poured into drains or allowed to run off into garden areas ldeally non toxic substitutes should be used 2 73 Energy efficient appliances Many appliances can be installed to reduce greenhouse gas emissions When replacing old appliances consider using more efficient models for example fit fluorescent or lower wattage light globes as these not only reduce emissions but also energy costs Additionally use appliances that have a high energy rating and install them into efficient positions e g keep fridges and freezers out of direct sunlight and away from sources of heat such as ovens Only use appliances as required fit timers and dimmers on lights and make a habit to switch off appliances after use Consider efficient ways of heating and cooling ie open close windows before turning on appliances and seek to avoid using the appliances where possible Try to position such appliances to achieve the maximum effect possible and avoid obstructing appliances September 2012 Pa
108. onal and Casual Pricing Schedule and Sporting Facilities User Guide 3 The organisation s office bearers will properly communicate the requirements of the Seasonal and Casual Pricing Schedule and Sporting Facilities User Guide to all persons mentioned in point 2 above and will generally ensure Council s requirements are fully observed and complied with 4 f Council accepts this Application it does so in good faith relying upon the information contained in this Application and any additional information provided by the organisation 5 f Council accepts this Application the Agreement for Use is formed in order of precedence by any special conditions of use Council may impose in writing the Seasonal and Casual Pricing Schedule and any documents referred to therein and this Application 6 The organisation has been provided with adequate opportunity to seek its own legal or other advice in relation to the Seasonal and Casual Pricing Schedule and Sporting Facilities User Guide and this Application 7 f Council accepts this Application the organisation will in accordance with the Sporting Facilities User Guide without derogating from any other obligations of the organisation under the Seasonal and Casual Pricing Schedule and Sporting Facilities User Guide a indemnify Council against and hold Council harmless from any and all claims in relation to the seasonal or casual use in accordance with section 2 2 3 of the Sporting Facilities User Guide
109. onditions Only facilities deemed suitable for use ie safe and appropriate surface condition will be made available via the application process Applicants will be notified if the facility they seek use of is not available for use Council allocates sporting grounds to meet the needs of individual clubs schools and other users with consideration given to the standard of sport played and the size dimension and standard of the sporting grounds It seeks to minimise potential overuse of sporting grounds by efficiently distributing facilities and eliminating inappropriate usages The following stages are involved in allocating the use of sports facilities grounds and pavilions to users Step One Council will consider all applications for use of facilities Council Officers may request further information from applicants Applications for seasonal use are usually considered and responded to within four weeks whilst casual use applications are usually considered and responded to within two weeks Step Two Written notification will be provided regarding the outcome of the user group s application These will be provided in March for Winter season and September 2012 Page 7 Sporting Facilities User Guide K aroondah City Council September for Summer season for seasonal use Successful applicants will be required to enter into an Agreement of Use for the period of use This is made up of the group s application Council s letter of
110. ools use of sports grounds cesscccessscccsesssccessscccssssecceessscccessscsesseecessescesassccessseceesssseeesaeceeeaseees 9 1 4 4 Use of reserves under committee of MANAGEMENL cccsssccceeesssccessesesesssccesessscesesssceessssscestsseeeens 10 145 Use of other public open space aote t eerie oM e diete do dte eee 10 1 46 Non sporting use of sports FACITITICS ccccccseccceesssccessseccsessccccessssccsesseccesseeceesseceesescseeseeceeessseeeens 11 1 4427 Use of pavilions by clubs in their off season ccssccsssscsssscessscessscessessssesesccsasesesecesasesesscesascesaecesaees 11 1 48 Application for pre season training and practice matches sscccccessccceesscceeessscceesseccsssssseessseseeees 12 1 49 Application for use for finals matches esses eese enne nnne nnne tnter 12 1 4 10 Prioritising conflicting applications for USC cscccccessscceeesccccesssccesssescssesecsecsssccesssecesesseecesssseeeees 13 2 FACILITY MANAGEMBENT ccce rave en eo re eonun eue no Canna ee ge ks eoo aen aae daas o a so eaa ke ae Foo UR een Renea go cono eo eu ve vasa secun 14 2 1 INCORPORATION dotes er rede e PUR E E RU ei er ater eee te eed uae dues 14 2 2 INSURANCE 1 et tr hee o ERE REP Re o ed iei er tu I ER UR IR HERRERA 14 2 2 1 Property Insurance eode At seleetee roe code Lebe partono et ko de cilia eo eode eoe due da eed poda eoa aeo da Tad 14 2 2 2 Public Eiability InsurdhCce utra re te Pe es a
111. oondah City Council Key Policy By signing this form and taking possession of a Maroondah City Council key or keys and the User Group am taking possession of the key s for both expressly agree to be bound by the Terms and Conditions of Council s Key Policy in relation to each and every Council key I received Signature and name of key holder Date PRINT Name of the key holder Signature of User Group President Date PRINT Name of President and User Group Please return this form to Maroondah Council s Facilities Manager Co ordinator or Building Maintenance Administration Officer at Council s Lincoln Rd Depot Address 24 28 Lincoln Road Croydon 3136 Postal Address P O Box 156 Ringwood 3134 Email building maintenance maroondah vic gov au Ph 9294 5684 Fax 9723 7039 Maroondah City Council Key Policy 2012 Version 3 Issued 31 August 2012 Authorised Manager Facilities amp Buildings Page 4 of 4
112. or concerns in relation to access to the reserve Once Council receives an application a site meeting will be coordinated A risk and access assessment will be undertaken by Council to ensure that the use of temporary structures is safe and does not unduly restrict public access to the reserve 4 2 6 Damage Any damage vandalism beyond normal wear and tear will be identified by Council and repaired at the full cost of the user group Should a user group not leave a facility or area of Public Open Space in the same condition as they found it this may jeopardise return of any bond monies and any future facility bookings Council Officers will conduct pre and post inspections of all facilities utilised for large events 4 3 Smoking in Council Facilities In accordance with the Victorian Tobacco Act 1987 no person may smoke any tobacco products in a Council owned or managed building SMOKING PROHIBITED IN MUNICIPAL BUILDINGS PENALTY MAXIMUM 2 000 44 Selling Food Groups using Council facilities must comply with the Victorian Food Act 1984 For further information regarding permits contact Councils Environmental Health Officers on 9294 5603 44 1 Permanent canteens User groups wishing to establish permanent canteens ie for seasonal use must register with Maroondah Council s Public Health Unit Registration fees are charged on an annual basis If your sporting club shares a canteen for half the year with another sporting clu
113. orce the following conditions with regards to cleanliness e Floors and walls must be kept clean and sanitised particularly in food preparation areas as specified in your CSP e Refrigerators benches drawers and shelving must be kept clean ie all cups glasses washed and stored after use e All utensils and equipment must be stored in cupboards drawers or sealed containers when not in use e Rubbish bins must be isolated from food emptied on a regular basis and kept in a way so as not to attract flies and vermin e All food remains must be removed from the pavilion to minimise the likelihood of pests and rodents e Toilets showers and change rooms must be hosed or swept as appropriate after use and all litter is to be removed from these areas including paper litter drink bottles medical tape etc Toilets should be kept in a clean state for use and boots MUST NOT be washed in showers sinks etc Shower drains and plugholes should be cleared regularly e Common function areas should be kept clean and presentable e Areas immediately surrounding the pavilion and sports grounds must be cleaned after use ie litter free no bottles medical tape food wrappers e Litter must be sealed in bags and placed INTO bins provided for collection September 2012 Page 40 Sporting Facilities User Guide K aroondah City Council e Where applicable carpeted areas should be steam cleaned by user groups at the end of their f
114. ot for profit community groups to assist in enhancing lifestyle choices for Maroondah residents ratepayers Funding is offered on an annual basis and must be fully expended during the existing financial year The objectives of the program are to e Support access equity and choice in the provision of leisure experiences and social opportunities for all sectors of the community e Increase community participation in social and leisure activities by identifying the community s needs and diverse interests and assisting the community to address these e Foster an integrated approach to the development of community based services and activities September 2012 Page 67 Sporting Facilities User Guide K aroondah City Council The following items are eligible under the grant scheme Promotional costs Temporary staff fees Public Liability insurance Equipment and material costs Venue hire Transport costs The following requests are ineligible for funding under the program Programs that receive significant funding from other sources Capital works projects Recurrent requests Organisations whose membership or client base comprises of less than 8096 Maroondah residents Grant opportunities for this funding scheme are advertised in local papers at the beginning of April with applications closing in early June Successful projects are announced in mid July For further information please contact Council s Leisure Services P
115. ough grant programs and philanthropic trusts Details of the main providers are the following e Sport and Recreation Victoria www sport vic gov au Grants and Funding tab e VicHealth www vichealth vic gov au Funding opportunities tab e The website our community com au is an extensive resource of information for the purpose of benefitting community run organisations This site provides information of government and non government agency grants as well as philanthropic funding opportunities In some cases grant programs require the support of Council In this case the Sports and Community Liaison Officer should be contacted regarding a partnership with the Maroondah City Council and were required letters of support can be provided 7 2 Communication of information to user groups Council Leisure Services will aim to provide ongoing and up to date information for user groups that will assist them in their day to day running of their clubs This will be done via email newsletters and post Additionally information sessions and workshops will be offered on a range of topics to meet club needs as required September 2012 Page 69 Sporting Facilities User Guide K aroondah City Council 7 3 Behaviour Code of Conduct It is the responsibility of user groups to ensure the respectful behaviour of all participants members and visitors to ensure the enjoyment of all people at club activities Sport and Recreation Victoria has released a Co
116. ouncil Croydon Park Jubilee Park 1 Fred Geale Oval ATHLETICS TRACKS Town Park Athletics Track AC Robertson Sports Field aroondah City Council Sporting Facilities User Guide APPENDIX 4 Temporary signage on Council reserves policy Maroondah Planning Scheme Amendment C65 September 2012 Page 75 MAROONDAH PLANNING SCHEME 22 15 SIGNAGE ON COUNCIL RESERVES 11 12 2008 C65 This policy applies to the construction and display of signage on Council Reserves identified as Category 3 in the Schedule to Clause 36 02 in the Maroondah Planning Scheme 22 15 1 Policy basis 11 12 2008 c6 The Municipal Strategic Statement MSS recognises that a high quality urban environment has enormous intrinsic value and attracts residents businesses industry and investment to the municipality The MSS states that to ensure the ongoing development of a quality and attractive built environment signage that is located in and visible from public areas must present a coordinated and high quality image Maroondah s open space reserves are vital for providing the community with access to a range of facilities to meet the recreational needs of the community It is important that any signage on these reserves complements the role of the reserve and does not detract from the quality urban environment of Maroondah 22 15 2 Objectives 11 12 2008 C65 The objectives of this policy are To provide for sponsorship signage for community bas
117. ous substances and or dangerous goods are provided with appropriate training instruction and supervision as specified under the respective regulations e Maintaining a current MSDS file which is readily available to all persons upon request and which will be kept in the area where the substances are utilised e Establishing an inspection program for storage areas and implementing appropriate emergency response plans as required by the respective regulations e Advising the appropriate fire fighting authority of any potentially hazardous substances in the event of a fire e Ensuring that all Contractors engaged by the organisation o Provide the organisation with a MSDS for any hazardous substance and or dangerous good they are required to bring on to Maroondah City Council sites o Properly label any dangerous goods and or hazardous substances they bring on site o Adhere to safety instructions contained in MSDSs regarding the use storage and handling of hazardous substances and dangerous goods o Remove all dangerous goods and or hazardous substances from the site once their work is complete Checklist templates can be provided by Council upon request 4 10 Risk management Risk Management is the systematic application of management practices policies and processes to effectively deal with risk Maroondah City Council and user groups have a responsibility to manage the risks associated with the provision of sporting activities for the broader com
118. p to 80 of the cost of preparation of turf wickets for each Tenant Club requiring such facilities The following turf wickets will therefore incur a pre determined charge in addition to the seasonal allocation charge for that ground Ground Turf Wicket Practice Seasonal Charge Wicket 2011 12 2012 13 2013 14 2014 15 Croydon Park y y 5060 5566 5819 6325 Jubilee Park 1 Oval v J 5504 6054 6329 6880 Fred Geale Oval T 3146 3460 3618 3932 The following turf wickets are maintained by the Tenant Club allocated the ground for the season and therefore the maintenance costs are borne by the Club e H E Parker Reserve 1 Jubilee Park 2 Oval e Proclamation Park 1 Any additional requirement of turf wickets outside the normal allocation may incur an additional fee Council will prepare match and practice wickets for the semi finals and finals of yearly competition at no charge to the Tenant Club if they involve Maroondah clubs The following allocation conditions will also apply e The Country Week event will be considered as a Club event therefore no cost will be applied for turf wicket preparation note Clubs must apply for additional matches associated with Country Week and similar Charity Matches etc as these matches are not within allocated hours of tenancy For visiting internationals state teams or exhibition matches a fee of 110 00 including GST will apply for centre wick
119. perational maintenance program all grounds are inspected on a weekly basis by Council s Grounds Maintenance staff Are there any maintenance issues to report Process for Clubs If an issue is found ie exposed sprinkler heads holes Clubs Clubs and Reporting are required to fax the SPORTS GROUND MAINTENANCE REQUEST Council Issues SHEET to Council s Depot fax 9723 7009 by midday Wednesday continue to Sheets are then forwarded to Council s Team Leader Sportsfield monitor ground Maintenance Where possible Council s Grounds Maintenance staff will conditions undertake the required maintenance works prior to the next weekend Council If Council s Grounds Maintenance staff discover any issues whilst conducting regular ground inspections where possible these items will the actioned as soon as is feasible Can works be undertaken to resolve the issue D prior to the next match day es No Process for Council s grounds Maintenance staff will Site Meeting A site meeting between the Undertaking undertake required works and where Club relevant sporting association and Maintenance applicable Council s Sports and Community Council Officers will be organised as soon as Works Liaison Officer will advise on any further is feasible to discuss the maintenance issue matters or issues to note as part of A decision will then be made determining rectification works eg clubs may be required whether to close the ground or options for to modi
120. playing field fencing at all reserves Perimeter fencing is inspected regularly by Council s Parks Officers Council will provide internal post and rail or bollard fencing to a minimum standard suitable to restrict vehicle movement to designated areas of a reserve Bollards and gates must not be removed for any purposes ie access September 2012 Page 58 Sporting Facilities User Guide K aroondah City Council 6 FACILITY IMPROVEMENTS 6 1 Facility infrastructure user groups The following items of infrastructure are not provided by Council sightscreens gatekeepers box sports ground floodlighting cricket nets synthetic or specialised surfaces As such this infrastructure is the responsibility of user groups to construct install and maintain including all associated costs Coaches boxes dugouts and scoreboards are the responsibility of user groups to fund construct and install once approval is given Council will maintain and renew these structures once they are installed Where there is more than one user group using club provided infrastructure the maintenance cost should be split equally between each club In seeking to provide such infrastructure the user groups must gain Council approval by following the nominated process noted in Section 6 2 1 Capital grants are available for user groups to assist in the provision of additional infrastructure via Council s Funding Assistance for Community Groups Th
121. portunities which may potentially impact on the categorisation of facilities Disability Policy and Action Plan 2008 2012 The aim of the Disability Policy and Action Plan is to facilitate the inclusion empowerment and independence of people with disabilities in Maroondah and has informed Council s decision regarding fees subsidies for specific populations Community Engagement Policy 2008 The Community Engagement Policy recognises Council s commitment to engaging the Maroondah community in decision making processes and establishes a consistent framework for participatory practices Community Wellbeing Plan 2009 2013 The Plan has been developed with the purpose of providing direction and guidelines for working towards an optimal state of health safety and wellbeing for the Maroondah community 5 Definitions Terms within the Policy requiring definition or explanation are Casual Use Casual use permits allow persons or organisations to use parkland buildings meeting rooms and sporting facilities within the Municipality for casual use one off or specific occasions Regular Hire Any group individual or organisation that hires a community meeting space on an ongoing basis for a specified minimum number of bookings Deed of Delegation Council s delegation of power and authority to a Committee of Management under the provisions of Section 86 of the Local Government Act 1989 These Special Committees of Management manage Counc
122. principles that guide the pricing for the use of Council owned community facilities and ensures a consistent and transparent approach to the pricing of such facilities Community Facilities Pricing Policy Leases and Licenses Seasonal and Casual Pricing Schedule Pricing Schedule It is recommended that this Schedule be read in conjunction with the following Council documents Community Facilities Pricing Policy Sporting Facilities User Guide These documents can be downloaded from Council s website www maroondah vic gov au SCOPE This Schedule applies to the following facilities owned by Maroondah City Council Sports Grounds Fields Pavilions Turf Wickets Athletics Tracks These facilities are itemised in Appendix 3 UNDERSTANDING SEASONAL AND CASUAL CHARGES Council subsidises the use of facilities to support community organisations and to encourage their use All charges seasonal casual school and commercial are calculated to recover a proportion of Maroondah City Council s annual maintenance expenditure There is a seasonal charge for sports grounds and a seasonal charge for pavilions Both charges are related to the quality of the facility and the intensity of the maintenance schedule applied to that facility Council has set the seasonal charges for the next four years commencing from the 2011 winter season A Tenant Club will either be charged the set fee for the allocated ground and pavilion as detailed
123. quiries Local Laws Department on Ph 9294 5653 Fax 9294 5634 F Neighbourhood Services B YLAWS Permit Register Temporary Advertising Signs Sporting Facilities User Guide APPENDIX 6 Incident report form Form does not apply to Occupational Health and Safety Staff Incidents Council Event Service J aroondah City Council Location of Incident Date Time PART 1 INJURED PERSON DETAILS Name Surname Address First name Postcode Telephone Day Date of birth Gender MALE D FEMALE Signature optional Date Mobile approx age if unknown PART 2 WITNESS DETAILS Participant Staff Public Name Surname Address First name Postcode Telephone Business Home Signature Date September 2012 Mobile Page 77 Sporting Facilities User Guide J aroondah City Council PART 3 INCIDENT ACCIDENT DETAILS Description of occurrence including sequence of events leading up to incident First Aid provided YES NO Name of First Aider Nature of injury and treatment if provided PART 4 PROPERTY DAMAGE complete if there is property damage Item damaged Details If
124. r additional keys 14 If additional keys are required then these can be applied for by contacting Council s Building Maintenance administration officer and will be issued at the cost of the User Group or Council department with a note added to the relevant Key Issue Responsibility Acceptance Form that an additional key has been issued Protection of Council and tenant assets 15 If a key holder while in near or using a Council building is witness to any unauthorised person entering or damaging a Council building or Council or tenant assets or equipment on the site the key holder must immediately report the event to Victoria Police and then to Council s Facilities Management Coordinator Discretion in the application of this Key Policy 16 Council and its Facilities Management Co ordinator who administers this policy on behalf of Council both have discretion as to how this Key Policy will be applied Where a strict application of this policy would result in an unfair or unjust outcome then the application of this policy may be varied or the policy may be only partially applied For example if a key or keys were lost due to a key holder being affected by a natural disaster or their house burned down or similar then Council may choose not to rekey a building and may also choose not to seek to recover the cost of reissuing a key or keys to the key holder Similarly if a key holder died but the Council key or keys could not be found then Coun
125. r groups are outlined in the following table Note the term all damages means any damages caused by the user group s or any invitees using a Council facility ITEM STRUCTURE OCCUPIER COUNCIL Main building frame foundations stumps bearers joists brickwork etc All damages by users Replacement repair due to structural failure storm damage decay insect attack or fair wear amp tear SERVICES External Water to meter Service authorities Water meter to building All damages by users Replacement repairs due to fair wear and tear and tree root damage Sewerage including septic tanks Service authorities contractor Blockages caused by user group activities Replacement repairs due to fair wear and tear and blockages caused by tree roots Gas to meter Service authorities Gas meter to building Gas cylinders amp bottles amp all associated fittings All damages by users Full responsibility must be maintained to relevant standards Replacement repairs due to fair wear and tear and tree root damage Electricity to meter Service authorities Council responsible for ensuring lines are clear of trees amp hazards Security to building Cost of call outs Monitoring amp replacement repairs due to fair wear and tear amp equipment service including battery replacement for alarm system Telephone Service authorities
126. rganised competition A hierarchy of three grades has been developed to categorise grounds e Ground Allocation Agreements All user groups and casual users of Council s sports fields and facilities are required to complete a Seasonal or Casual Application Form and must abide by the conditions within these agreements e Charging for Sports Facilities Maintenance costs will form the basis of fees and charges for both casual and seasonal use User groups will pay the appropriate costs for use of allocated facilities over the season September 2012 Page 6 Sporting Facilities User Guide KW aroondah City Council 1 4 Application for the use of sports facilities All users of Council sporting facilities are required to complete a Seasonal or Casual Application Form when applying for allocations These forms are provided in Appendix 1 and 2 or can be downloaded from Council s website www maroondah vic gov au Application forms for seasonal use will be forwarded to existing user groups in January and July of each year Council approval will only be issued for the use of a sports facility if an application is made to Council within the required timeframes and meets all of Council s requirements Council reserves the right to withdraw the availability of a sports ground or public open space if it is seeking to protect the playing surface or if the area is deemed unfit for use for example due to maintenance works or due to poor weather c
127. riods Programmed replacement of system every 12 years 5 5 2 Turf wickets On the match wicket area wickets will be prepared for fixtured games only Any further wicket areas required by clubs are to be prepared at the expense of the user group Council will prepare match and practice wickets for the semi finals and finals of yearly competition Within the practice wicket table two practice wickets will be prepared for each user group Council may also prepare wicket areas for casual use providing it does not damage wickets being utilised for the conduct of two day matches Council undertakes the pre season soil conditioning and levelling works required for the preparation of an even and flat turf wicket table of consistent soil density and of a soil type to match the existing turf area e Grassing is by means of seeding sprigging or sodding of approved grass species September 2012 Page 55 Sporting Facilities User Guide K aroondah City Council e Fertilising watering topdressing weeding and other maintenance is undertaken as required to provide optimum grass growth of consistently green colour and free from weeds pests or disease e Seasonal conditions may affect intervention levels The following maintenance standards for turf wickets are undertaken by Council Activity Intervention level Wicket preparation Prepare program in accordance with Cricket Victoria standards Maintain 90 grass cover
128. rior permission of Council User groups requiring additional bins for special events and finals matches should contact Waste Management at least 10 days prior to their event ph 9294 5600 Note that fees for additional bin collection do apply 4 12 2 Recycling User group s are encouraged to recycle materials that are generated by the clubs activities eg glass plastic bottles and aluminium cans September 2012 Page 41 Sporting Facilities User Guide K aroondah City Council Recycling bins for cans and bottles will be made available by Council at no cost User groups are expected to recycle responsibly by not contaminating recycling with general rubbish It is recommended that external freestanding bins ie additional recycling bins that are not bolted onto stands be locked away when not in use to prevent vandalism and misuse The club s will be responsible for replacement of bins vandalised as a result of incorrect storage as well as any damages caused as a result of incorrect storage ie picking up scattered waste Full recycling bins must be placed at the entrance to the reserve in designated areas and will be emptied by Council s contractors Cardboard collection should be arranged directly with Visy Recycling on 1300 368 479 Contaminated bins will be emptied at Council s discretion If they are not emptied by Council disposal of the material will become the responsibility of the club Council reserves the right to remove recy
129. rtising Sign Name of organisation Address of organisation Contact person name Contact address amp phone no Please tick L1 to indicate preferred site s select 4 sites maximum of two sites permitted per Maroondah organisation event in any calendar year will be allocated subject to availability PLEASE NOTE THE ORGANISATION APPLYING MUST BE A NOT FOR PROFIT PROMOTING A COMMUNITY ORGANISATION OR CHARITY ONE OFF FUNCTION Possible available sites for temporary advertising signs Maximum size of sign 2 4 x 1 8 M 8ft x 6ft Cheong Park Bayswater Rd Eastfield Rd Sth Croydon Croydon Rd Lincoln Rd Croydon S E Corner Dorset Rd Canterbury Rd Nth Bayswater S W Corner Dorset Rd Lincoln Rd Croydon Council Reserve Heathmont Park Canterbury Rd opp Great Ryrie St Heathmont Maroondah Hwy Croydon Rd Croydon S E Corner Maroondah Hwy Dublin Rd Ringwood Council Reserve Maroondah Hwy Croydon opp Kent Ave Maroondah Hwy Mt Dandenong Rd Ringwood Fire Station side Tortice Drive Warrandyte Road Ringwood Nth S E Corner L1 L1 C1 P1 EI EJ P1 P1 E E Type of event Date of event e g Fete Open Day Trivia Night etc Venue name amp location Gf applicable Preferred date s for permit max of three weeks Real Estate Agents Name amp Phone Number if sign being supplied by an agent Signed Dated Please forward completed form to Local Laws Department En
130. rts grounds Greg Tulloch 9723 2873 Requests for seasonal use of these facilities should be made to Council s Sports and Community Liaison Officer Permission must be gained from the relevant committee of management for usage of a facility Council s Sports and Community Liaison Officer must also be contacted to discuss any additional requirements ie waste management additional permits required temporary food permits etc 1 45 Use of other public open space In some cases Public Open Space may be utilised to host special events This may include parkland and bushland reserves and specific infrastructure including the Ringwood Lake Sound Stage or a Skate or BMX facility Any event hosted in public open space requires written Council approval for its casual usage the same as a sports reserve Application for the use of any public open space is to follow the same procedure as sports reserves outlined in Section 1 4 2 Additionally Council s Sports and Community Liaison Officer is to be contacted to discuss any requirements associated with the staging of the event ie waste management additional permits required temporary food permits etc September 2012 Page 10 Sporting Facilities User Guide K aroondah City Council This should occur 28 days prior to the proposed event date however for larger events fun runs festivals community celebrations events requiring road closures skate park events etc a minimum o
131. s and the general community 1 1 2 Background Maroondah City Council Council first adopted the Charging Policy for Seasonal and Other User Bodies in December 1995 The document was subsequently updated in February 2001 to the Fees and Charges Policy for Seasonal and Casual Use of Council Facilities with the aim of providing further information to seasonal and casual users on procedures for the hire of Council s sporting grounds and pavilions The Sporting Facilities User Guide has been developed following a comprehensive review of the use of sporting facilities within Maroondah to better assist and guide the management of Council s 48 sporting ovals and 30 sporting pavilions The Guide takes into account the recommendations of a review of sports ground usage which incorporates strategies to assist in preventing overuse of grounds particularly during the winter season In 2010 a Community Facilities Pricing Policy and Community Facilities Occupancy Policy were endorsed by Council They provide overarching frameworks that contain principles that guide the pricing and occupancy agreements for the use of Council owned community facilities ensuring that a consistent and transparent approach is undertaken at all times September 2012 Page 2 Sporting Facilities User Guide KW aroondah City Council Community Facilities Pricing Policy Community Facilities Occupancy Policy Assessment Leases amp Seasonal amp Casual Process Lic
132. s apply for the use of the Pitch Type of use 2011 12 2012 13 2013 14 2014 15 Commercial and Private Use Academy s Business Pitch 60 64 68 72 Pitch amp Change Rooms 70 74 79 84 Pitch amp Lights 80 84 89 94 Pitch Lights Change Rooms 85 89 94 99 External Soccer Clubs FFV amp Eastern Rep Pitch 45 48 51 54 Pitch amp Change Rooms 50 53 56 59 Pitch amp Lights 60 63 66 69 Pitch Lights Change Rooms 65 68 71 74 Maroondah Soccer Clubs Pitch 30 32 34 36 Pitch amp Change Rooms 35 37 39 41 Pitch amp Lights 45 48 49 51 Pitch Lights Change Rooms 50 52 54 56 School Hire Single Use For seasonal usage of the Ringwood Soccer Pitch please refer to the seasonal charge for category A ground Section 5 3 9 PAVILIONS 9 1 Pavilion Classifications Pavilions are classified according to their quality and facilities with A being the highest quality pavilion with the most amenities charged at the highest rate and C being the lowest quality pavilion with minimal amenities Each category will correspond to a set fee for use The criteria under which pavilions are classified are detailed in section 8 2 below and include a The cost involved in maintaining the pavilion to an appropriate standard b The number and standard of amenities eg change rooms kiosk office space etc c The capaci
133. s more than one club using a pavilion storage space is to be shared and negotiated and agreed upon by the clubs Clubs are responsible for the removal of all club owned equipment from the pavilion at the conclusion of each season except where an agreed arrangement is in place between co user groups The installation or arrangement of additional storage space at facilities whether it be temporary or permanent must not be undertaken without prior approval from Council in writing September 2012 Page 38 Sporting Facilities User Guide K aroondah City Council 4 11 Security and locks User groups are responsible for the security of pavilions during their tenancy and will be liable for the cost of missing padlocks and keys User groups must use the Council locks provided and allow access to the premises by authorised Council Officers at all times Clubs must not change any lock or security device 4 11 1 Key allocation User groups are issued with and required to sign off on refer to Appendix 10 an allocation of keys at the beginning of each season for which they are responsible throughout the period of the groups tenancy The user group s will be responsible for maintaining a register of keys distributed to members throughout their tenancy season Should user groups request additional or replacement keys the request will be forwarded to Councils Sport amp Community Liaison Officer for consideration The cost o
134. secsaeecsusseaeecssscessecessecessecesseeeasesenes 25 4 5 1 Application amendments PrOCSS cescccevseessssessseesseeesssesssesesscessscesseceesscensscessscessceseeesseeesseenses 25 4 5 2 CONSUMPTION hOUFs ecrit retra xe rein esse n dee E E Pe aunke enean os nn eaa Fee NER AE exe e 27 4 5 3 Council requirements of liquor licence permit holders eese 27 4 5 4 Good Sports Accreditation Program u ccccsessssscccccssssssscccccessesssnsesecesseensaaeeeecessesuanseeseceseeesasseseesees 27 4 6 GAMBLING 2 eerte Rae RE HE TD EORR ER E D IER ERI RH 28 4 7 ADVERTISING 7 SIGNAGE 5 5 ots sen ro rete inte ete tte etaed eati etie ce etie be 28 471 Signage dt Council TeserVes J ica te ret Rer aee etes ees tegere eo a s eda 28 4 72 Frontage driveway signage sccesccessseesseeescessseeesscesscessecessecessecesssecssscesseeesseceaseesssceesscessteeesseessss 29 4 73 Temporary advertising SIGMAGE 1ssccccccceseesssnsececessssssnsececcsseesssseesecesseesssseecceseesauseesscseeenssaeeseseeees 29 4 7 4 Other signage oe eae eee e ee nee age Dre eae ex n Y VERE RM Ih Fo eet ae ta Wa va eee d da 29 4 8 SUNSMART 5s ceret e Rel nity eb ede E heen Le e e nae due et Rea ene 29 4 9 HEALT HAND SARE IN crests esed ea ie rere eR IR EU eer A neue a eR ceres tse nee Re n thine Pen tas sepes QUE ARAE 30 4 9 1 Emergency fire fighting CQUIPIMENL csccccccsscccessscceessssccsessescessseccsesseseeesssecsesssceesssecesesseceesss
135. sonally responsible for the cost and any other consequences of any breach of this Key Policy by that key holder Where the context permits or requires in this Policy the singular also means the plural Any reference to a Council officer means that officer or equivalent and anyone acting in that role General terms By taking possession of a Council key the relevant User Group and key holder acknowledge and agree 1 All Council keys are and remain the property of Council at all times 2 The User Group and key holder are granted a bare licence to hold and use the key for the purpose stated on the Key Issue Responsibility Acceptance Form completed by the User Group and key holder Maroondah City Council Key Policy 2012 Version 3 Issued 31 August 2012 Authorised Manager Facilities amp Buildings Page 1 of 4 MAROONDAH KEY POLICY 2012 aroondah City Council 3 If no purpose for the use of a key is stated on the relevant Key Issue Responsibility Acceptance Form then the key may only be used at the times and for the purposes and uses if any authorised by Council Such authorisation is contained in the Council lease licence hire agreement seasonal allocation licence or similar that allows the User Group and key holder to use the Council building 4 If the User Group ceases to operate or exist or the key holder ceases to be a member of the relevant User Group then all Council keys held by the User Group or key holder
136. srteusertne rure t A eI Quse d Leeds T 40 4 12 1 Rubbish ice tro A estet rep eb ek bended ones ede bas e P SHOES Ges 41 4 12 2 ReCVclilig iunt te eae herede eee ode eeende Nev cde ign Oe rd veed nue deese ete eee s deed eee aa oaa 41 5 FACILITY STANDARDS AND MAINTENANCE e eeeee eene eene nenne nnno n teens sss nnns e sese nass assesses 43 5 1 SPORTS FACILITY STANDARDS AND CLASSIFICATION cccceeeeseseneceeeeeeeeeeeaeeeeeeeeseeeaaneeeeeeetseeaeeeeeeeeseeenaaeeseseneeeaaa 43 5 1 1 Sports grounds categories and ratings sssecccccccsessssnccccccsssesssacecccesssesssceesceessessassesseeseeessaseseeesens 43 5 1 2 Pavilion categories and ratings ssscccccccsseessssscceccssesssnsseccceesessuaececcssseesueseeccessusuauseesccsesenasesseeesens 45 5 2 PROTECTION OF PLAYING SURFACES 2 553 eere re e E aon tne e e HERE Aaaa A Eaa Ce ALONE e ge ERR irte iR 46 5 3 WITHDRAWAL OF GROUNDS eerie petet I xen er eene eee cea duode sede ve nene pe ede e dendo e ee eene net 47 5 4 SHARED MAINTENANCE ROLES AND RESPONSIBILITIES sseeee e eee enne nnne nennen enhn nn nnnntnes ee nn nnne 48 5 4 1 Maintenance and renewal schedule eiiis esee eee rnnnn nnne sett anaaa assess ears ananas nnn naa 48 5 4 2 Process of reporting maintenance items eese seen eene inn see nh hasse tas aset h asses aa 52 5 4 3 Noticeof defects eee edes iia tie ceeds esd bh bets We 52 5 4 4 Emergency dssistahCe conicere RE
137. strict access to local residents who are not accessing the reserve to watch the feature activity User groups that wish to restrict access fully or partly to a Council Reserve or access road through the installation of temporary barriers or fencing for the purpose of charging an entrance fee must submit to Council in writing for consideration and provide the following information a minimum of 4 weeks in advance e A site map detailing the proposed location of the restrictions e Dates and times the restrictions will be in place e Details of the type of structures that will be used ie para webbing with star pickets and height of structures e Details on how the structures will be erected and secured ie will they be free standing or tied to existing structures in the park e Details on who will be erecting and manning the structures ie club members or contractor and e A copy of the applicant s Public Liability Insurance Additional to this user groups must prepare a Gate Management Plan for review and endorsement by Council Which includes details of how the user group will ensure that September 2012 Page 23 Sporting Facilities User Guide K aroondah City Council residents will have free and unvetted access to the reserve at all times how the Club volunteers that operate the gates will be selected and trained the times that the gates will be operational and how the user group will respond to residents who have complaints
138. sued 31 August 2012 Authorised Manager Facilities amp Buildings Page 2 of 4 MAROONDAH KEY POLICY 2012 aroondah City Council 11 If a Council key is destroyed or returned to Council in a broken damaged or unusable condition then the User Group or individual key holder accepts responsibility for the cost of Council replacing the Council key 12 If a Council key is not promptly returned to Council at the end of the authorised use of the relevant Council building or that Council key then Council can deem the key lost and the User Group or individual key holder accepts responsibility for the cost of Council rekeying the relevant building and reissuing Council keys to all users of that building 13 Where Council incurs cost due to a User Group or key holder failing to comply with this Key Policy then that cost becomes a debt due and payable by the User Group or the individual key holder to Council on written demand provided Council provides the User Group or individual key holder with reasonable evidence of the breach and the costs incurred by Council prior to or at the time of demand for payment Reasonable evidence of breach for this purpose is evidence based on the balance of probabilities not beyond reasonable doubt This means Council is not required to obtain a court or tribunal order that the User Group or individual key holder has breached this Key Policy to be entitled to reimbursement of Council s costs Request fo
139. t B Cat C Wickets Proclamation Park Proclamation Park Cricket 2Field 2 Field See s ee Sp E ca QumbeeReseve 20a Y CCS QumbesResewe 30 Y E LL Richard Sicock Reserve noe Y o Tooo RiherdSicckReseve souhem Y __ t Sprngfetd Park Gridiron SocerPhh J7 _ Town Park interior of Athletics Track 7o Ringwood Soccer Pien bie Pak 7 Jo oOo NB Turf wickets are maintained by the club s allocated this ground September 2012 Page 82 Sporting Facilities User Guide K aroondah City Council APPENDIX 9 Pavilion categories ratings chart re ENUEUN FUE GN MM Bagong Reserve Baseball Cub Faiy 7 Oo BamgeogResewe FoobalOwbFadiy 7 Bemomi S neon O SS coyor O S Bosaso O Y S EastRingwoodReseve o TSS Eastield Park BensonsPaviion Ease Pak Pony Cuo Faiy ST Geek 1 lam HEPaker Pavlion Y MEPaer NebalFadiy SSCS HeahmonReseve Lad S Hughes Park Paviion Soo wwiee Park RO Spence TT Jubilee Park 2 a Oo 5 Mum MulumReseneWOPraw 7 Nth RingwoodReseve O PrdamaionPak AWeksRooms 7 ooo o Proclamation Park Baseball Roms 7 o QuambeeResene O SSS Siok Reserve Socorro C7 o sicockResewe Dogc 7 Snoer r SS Town Park Fred Geale Oval Paion 7 Town Park Athletics Giubrooms C7 CS Ringwood Soccer Pa
140. tion and am properly authorised by the organisation and in accordance with its constitution to make this application for and on behalf of the organisation Signed Date Print Name Print Name Form to be returned to Sport amp Community Liaison Officer Maroondah City Council PO BOX 156 RINGWOOD 3134 Fax 03 9298 4345 f aroondah City Council Sporting Facilities User Guide APPENDIX 2 Casual Application August 2010 Page 73 Wi aroondah City Council CASUAL APPLICATION 2012 Please Select Type Of Application January 2012 CASUAL APPLI CATION Wi aroondah City Council Please Select one ORGANI SATION DETAILS Organisation Name Phone Number Fax Number Organisation Website Organisation email Is the Organisation incorporated LI Yes No Inc Number Is the Organisation a company LI Yes No ACN Number Does the Organisation have an ABN Number LI Yes No ABN Number Is the Organisation registered for GST L Yes No Does the organistion hold Public Liability Insurance Yes No Expiry Date Does the organization hold a Liquor Licence C Yes C No Expiry Date Does the organization hold a Food Handling Licence C Yes C No Expiry Date application Copies of all Organisations Certificate of Currency for Public Liability Insurance are required to be forwar
141. ty to raise income eg social rooms kiosk bar facilities etc 9 2 Pavilion Categories Category A Large multi purpose area Change facilities Kitchen kiosk facilities Full bar facilities Toilets Additional support facilities infrastructure ie first aid room office space gymnasium Category B e Small medium multi purpose area e Change facilities e Kitchen kiosk facilities e Limited restricted bar facilities e Toilets e Limited additional support facilities infrastructure ie first aid room office space etc Category C e Small hall room Limited change facilities Limited kitchen kiosk facilities Toilets Limited or no additional support facilities infrastructure Note Facilities that meet the majority of the listed criteria will be placed within that category 9 3 Seasonal Pavilion Charges A Tenant Club will either be charged the set fee for the allocated pavilion as detailed below or the previous fee charged for the same pavilion whichever is the greater Charges indicated below are the seasonal charges Summer or winter Category A Category B Category C Type of use Pavilion Pavilion Pavilion 2011 12 2012 13 2013 14 2014 15 011 12 2012 13 2013 14 2014 15 011 12 2012 13 2013 14 2014 15 Full Seasonal Charge 935 1100 1320 1430 550 660 825 880 440 440 440 495 Summer or winter season 247 Adults Disability Programs Match Training Only 50 Fee reduction 10 R
142. uded Additional support facilities infrastructure ie first aid room office space gymnasium Additional support facilities infrastructure included Limited additional support facilities infrastructure Limited or no additional support facilities infrastructure Note Facilities that meet the majority of the listed criteria will be placed within that category September 2012 Page 45 Sporting Facilities User Guide K aroondah City Council Appendix 9 provides the classification of each pavilion according to the assessment criteria Classifications are reviewed annually to upgrade ratings for pavilions that have undergone extensive renovations 5 2 Protection of playing surfaces Council s Parks and Works Department monitors the state of playing surfaces on an ongoing basis In the event that a sports field is in poor condition ie surface is deemed too hard or insufficient turf coverage use of the facility will be restricted according to the following priorities e Casual bookings will be cancelled or relocated first e Then special events will be cancelled or relocated e School bookings inter school matches round robins school carnivals school use for physical education classes of one hour or less may be permitted be reallocated e User groups may be required to vary their usage patterns of the playing surfaces this may include restricting or cancelling training sessions
143. ulated and why the level of fee imposed has been charged 3 Fair and Equitable Users of Council facilities will be charged usage fees that are consistent with the usage fees charged to other users of the same or similar facilities where those users are in similar circumstances 4 Different Rates amp Charges for Different Users amp Standards of Facility A scale of different charges will apply to commercial government community and private users 5 Promoting Participation Fees charged will reflect Council s commitment to supporting and promoting the participation of population groups that are usually under represented in civic and community life 6 Annual Increase All pricing within this Policy will increase annually to ensure that users continue to make a reasonable contribution to the maintenance and renewal of Council Community Facilities 8 POLICY REVIEW The Policy will be reviewed every four years and will be monitored in relation to priorities identified in the Council Plan Policy Authorised Endorsement November 2010 Expiry Date if any City Council BMaroondan 7 TRIM 10 230694 SEASONAL AND CASUAL PRICING SCHEDULE INTRODUCTION This document for the pricing of Council sporting facilities and pavilions is aligned with the Maroondah City Council Community Facilities Pricing Policy and the Sporting Facilities User Guide The Community Facilities Pricing Policy provides an overarching framework containing
144. val T7 BamgeongReseve 3 ova T7 CY BamgeogReseveBasebal amp TFidd J Y y BamgeogReseweBasebal amp 2Fed T7 Bemor Cheong Y LL GodnPak Y Dorset Reserve cast amp westovas T7 Dorset Reserve souem piee sw East RingwoodReseve Oval Y TO o o East RingwoodResenve 2Oval Y CS EasfeldPak BemonOv C 7 CY FedGedeOwl Y LY Genra L LL GmeddePak GemwdPak LY 1 Griff Hunt Reserve 1 Oval RugbyPich v o To GriffHuntReserve 2 Oval RugbyPitch lt 7 f FHEParkerResene 1Oval J Y Ta HEPaWerReseves20vl CO Y HemhwonResewe v ooo muges Y LL blePakWiOm L AblePakg20vl a scomber TCT CY Manson Reserve tOval fenced CY Manson Reserve 2Oval dogcubsidsy Y Manson Reserve 3 soccerpitches Y CS MulumMulumReseme iOu 7 dT iY Mum Mutum Reseve 2 0v Y North RingwoodReseve Y o o PeerVegesReeeme 0 CY Proclamation Park Besebal amp Fe OOO o Procamation Park Baseball 2Fied iY Proclamation Park cete TFe _ it August 2010 Page 81 Sporting Facilities User Guide K aroondah City Council amare tg owe cue ome wie Cat A Ca
145. vilon Wubles Pak 7 1 September 2012 Page 83 f aroondah City Council Sporting Facilities User Guide APPENDIX 10 Maroondah Key Policy amp Key Issue Responsibility Acceptance Form 2012 September 2012 Page 84 MAROONDAH KEY POLICY 2012 aroondah City Council Background From time to time Maroondah City Council Council issues keys to Council buildings so those buildings can be used by sporting cultural and other groups with the lawful authority of Council User Groups Where keys are lost misplaced or simply not returned to Council then the security of the building is compromised for all future users of the building unless Council rekeys the building To rekey a building Council has to incur the cost of replacing all locks and reissuing keys to all current users Rekeying a building will usually cost at least in the hundreds of dollars but in some cases can cost in the thousands of dollars depending on the number of locks and number of users If Council fails to maintain a robust and effective locking and security system for its buildings then it cannot guarantee the safety of those buildings and the valuable assets within them In addition such failure could void the insurance policies put in place by Council covering the buildings and Council s contents and tenants covering the tenant s contents Intended effect of this policy The intent of this Key Policy is to maintain the ongoing secur
146. which user groups can reduce their impact on the environment These include but are not limited to recycling correct disposal of waste and use of non harmful line marking substances 2 7 Water restrictions Metropolitan Melbourne may be subject to water restrictions of varying limitations at times For more information on the current status of water restrictions refer to Yarra Valley Water website at www yvw com au or South East Water on www southeastwater com au Council and user groups must comply with all relevant restrictions and are encouraged to adopt the water conservation practices as outlined following 2 7 1 Water conservation There are various ways in which water can be conserved from simple measures such as turning taps off properly to shortening the duration of showers Maroondah Council encourages all community and sporting user groups to conserve water within Council pavilions and facilities and encourages clubs to discuss their water saving initiatives with Council Officers September 2012 Page 17 Sporting Facilities User Guide K aroondah City Council Council should be advised as soon as possible with regards to leaking taps toilet cisterns and urinals so as they can be fixed by a licenced plumber to avoid wastage Installing efficient showerheads and other water appliances with AAA water ratings will dramatically reduce water usage amounts and should be considered along with fitting flow restricting devices
147. will apply For example if a Tenant Club is usually allocated an A ground but is re allocated a C ground a charge for the C ground will apply Alternatively if a Tenant Club is usually allocated a C ground and is reallocated to an A ground the C ground charge will apply Finals Match Charge Finals matches are at no charge to the Tenant Club if they involve Maroondah Clubs The following charges apply to finals matches that do not involve Maroondah Clubs For details and conditions relating to finals matches please refer to the Sporting Facilities User Guide Category A Category B Category C Type of use Ground Ground Ground 2011 12 2012 13 2013 14 2014 15 2011 12 2012413 2013 14 2014 15 2011 12 2012413 2013 14 2014 15 Non Maroondah Clubs 264 286 330 352 165 198 220 264 110 121 132 143 Match Charge 20 of full fee 5 4 School Use of Sports Grounds The application process and use of sports grounds by schools is subject to the conditions outlined in the Sporting Facilities User Guide Schools will be charged the subsidised rates in the table below based on recovery of a percentage of annual maintenance costs The same charges apply to both government and non government schools Schools wishing to apply for use of a sports ground will need to complete an Application to Use Council Facilities Casual Use by School Association form This form can be downloaded from Council s website www maroondah vic gov au
148. will be the responsibility of Council Council will pay for the initial cost of providing goals at sports fields for the use of the whole community Where goals are vandalised Council will fund the repair or replacement however where posts are damaged through misuse the user group s will be responsible for funding the replacement posts User groups are to supply and maintain soft safety padding nets for goals Some peak sporting associations governing bodies provide recommendations in respect to goal September 2012 Page 57 Sporting Facilities User Guide K aroondah City Council padding and clubs are advised to seek advice from their governing sport body for any safety specifications for goal padding for their respective sports 5 7 Car parks access roads and drainage The maintenance of car parks and access roads and associated drainage is the responsibility of Council Where access roads require grading Council will complete the works on a regular maintenance cycle 5 8 Public toilets Toilets located on Council reserves that are open to the public will be maintained by Council This includes public toilets attached to pavilions and free standing public toilet blocks Where toilets are located at a sports reserve and are only open on match days for members and spectators of the user group the club will be responsible for opening closing and cleaning the toilets 5 9 Fencing Council is responsible for the maintenance of
149. y Friday Saturday Sunday Application Checklist Your application for use of a Council Facilities should be accompanied by the following documentation Copy of the Organisation s Certificate of Currency for Public Liability Insurance Copy of the Organisation s Liquor License f applicable Copy of the Organisation s Food Handling Licence if applicable Copy of any vendor s contractor s Certificate of Currency for Public Liability Insurance if applicable Copy of any vendor s contractor s Food Handling Certificate f applicable p m City Council l Its office bearers have fully read and understand Council s Seasonal and Casual Pricing Schedule and Sporting Facilities User Guide 2 The organisation its office bearers members and anyone associated with it including anyone it invites or allows to be on or use the Council facility will fully comply with all of the requirements of the Seasonal and Casual Pricing Schedule and Sporting Facilities User Guide 3 The organisation s office bearers will properly communicate the requirements of the Seasonal and Casual Pricing Schedule and Sporting Facilities User Guide to all persons mentioned in point 2 above and will generally ensure Council s requirements are fully observed and complied with 4 f Council accepts this Application it does so in good faith relying upon the information contained in this Application and any additional i

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