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CP1 - 105 Community Facilities and Reserves Allocation Policy
Operations Guidelines
COMMUNITY FACILITIES AND RESERVES ALLOCATION
POLICY
OPERATIONAL GUIDELINES
The Community Facilities and Reserves Allocation Policy will be implemented using the following
guidelines to ensure the aims of the policy are met.
1.0 INITIAL ASSESSMENT FOR ALLOCATION
1.1.
When an existing or new Council facility and/or reserve becomes available to
allocate to the community, in whole or in part, the Manager Leisure Services
and/or designated Council Officer, is to determine any special requirements
as follows:
a.
Restrictions with regard to contractual or legal obligations (e.g. such
as previous funding for construction agreements, options for renewal
in existing lease or licence).
b.
Broad community service delivery aims for the facility and/or reserve
(e.g. based on strategic plans, social planning data, and other related
community planning documents
).
c.
Any other Council policies and plans which affect its use
(e.g. environmental health compliance, traffic management issues,
planning restrictions
).
d.
Any relevant factors that should be taken into account (e.g. social
and economic factors
).
e.
Preferred Agreement type (i.e. Licence/Lease/Management
Committee).
1.2.
The Director Community Wellbeing will determine if this policy is to
be
implemented at a facility and/or reserve based on a report provided by
Leisure Services Department on the best use of the facility and/ or reserve to
meet community needs.
2.0 EXPRESSION OF INTEREST (“EOI”)
2.1.
The Expression of Interest will be advertised in one or more of the following:
relevant newspapers, Brimbank City Council website and by direct mail as
appropriate to community groups and/or sport and recreation industry bodies
over a period not less than twenty (20) days. The advertisement will provide an
overview of information package details for the Council facility and/or reserve
that will be provided as part of the EOI process, and will include:
Council Facility and/or Reserve Profile
a.
Name and location of facility and/or reserve in
Brimbank;
b.
Broad aim and focus for the facility and/or reserve;
c.
Availability and type of agreement for the facility and/or reserve e.g.
lease, licence or management agreement;
d.
Details, or scope if yet to be developed, of the Council facility
(construction, design, size, rooms, amenities) and/or reserve
;
e.
Restrictions in type of use (if any);
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Community Facilities and Reserves Allocation Policy Operations Guidelines
f.
Information on how to obtain an Application Form for applying to
Council, if interested in occupying the facility and/or reserve; and
g.
Closing date for Expressions of Interest.
2.2.
An EOI Information Pack will be available to interested parties and will include the
following Assessment Information:
a.
Council's vision and mission;
b.
Licence/Lease/Management Agreement requirements, including
terms and conditions of use and Council’s ability to cancel the
Licence/Lease if the terms and conditions are not adhered to by the
respective club/community group;
c.
Social or master planning profile related to the location of the Council
facility and/or reserve (as
available);
d.
Criteria to assess appropriateness of interested community groups/
clubs;
e.
Process for inspection, by interested community groups/clubs and
Council policies and administrative procedures in relation to
allocating facilities and/or reserves;
f.
Any other relevant references to Council plans and policies;
g.
A copy of this policy and guidelines document;
and
h.
An Expression of Interest Application
Form.
2.3.
Community groups will be advised how they may inspect a facility, should they
wish to do so, prior to the EOI closing date.
2.4.
Groups will be required to formally notify Council of their interest in being allocated
a facility and/or reserve by completing an Expression of Interest Application
Form
and submitting it by the closing
date.
3.0 APPLICATION/S ADDRESSING ALLOCATION ASSESSMENT CRITERIA
Groups will be required to provide information as part of their application that will allow
Council Officers to make an assessment as to the suitability and sustainability of the
applicant group/s. The assessment criteria information will be established by the EOI
Assessment Panel and will form part of the information provided to any interested party.
The assessment criteria will include as a minimum:
3.1. Ability of the club/group to meet Council’s aims for the facility as
determined by the Manager Leisure Services or designated Council Officer.
3.2. A demonstrated record of sound club/group administration
a.
Sound administration arrangements
b.
Involvement in volunteer training arranged or organised by Council
and relevant sporting/ other associations
c.
Ability to manage activities to encourage participation and good
governance
d.
Record of working with the local community, other clubs and user
groups or how sound management practices will be developed to
achieve this.
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Community Facilities and Reserves Allocation Policy Operations Guidelines
3.3. Future club/ group plans in line with Council expectations
a.
The club/groups vision for future progress as demonstrated by their
business plan
b.
Plans for expansion and increased participation
c.
Plans for the involvement of underrepresented groups including
females, juniors, newly arrived, culturally diverse and people with a
disability
d.
Plans to improve the quality of competition/ participation
3.4. Capacity to meet responsibilities of managing a Council facility
a.
The record of the club/ group in maintaining any other Council or similar
facilities it has controlled or its demonstrated ability to do this.
b.
The clubs willingness to enter into a formal written agreement with
Council in relation to the use of facilities/reserves and ability to share
with other user groups if required.
4.0 ALLOCATION AND APPROVAL PROCESS
4.1.
The EOI Assessment Panel for sports related facilities will consist of the Manager
Leisure Services, Sport and Recreation Coordinator, Sport and Recreation Officer
and one representative from another Council department such as the Governance
Department as determined by the Director Community Wellbeing.
4.2.
The EOI Assessment Panel for community facilities not related to sport will consist of
the Manager Leisure Services, Community Facilities Coordinator, Community
Wellbeing Facilities Officer and one representative from another Council department
such as the Governance Department as determined by the Director Community
Wellbeing.
4.3.
The Director Community Wellbeing will determine whether an external assessment
body such as a probity auditor will be required throughout the assessment process
prior to advertising the EOI.
4.4.
The EOI Assessment Panel will assess the information provided by the applicant
group/s against the allocation assessment criteria and shortlist the suitable group/s
for interviews to further discuss their application.
4.5.
Based on all the information provided the EOI Assessment Panel will recommend the
successful applicant to the Director Community Wellbeing for approval.
4.6.
The Director Community Wellbeing will be responsible for the final approval of
allocation of the ffacility to the recommended applicant.
4.7.
The group/s will be notified in writing of the outcome of the assessment process.
4.8.
Council will be advised of the outcome of the allocation process via a Governance
Report at the first available Council meeting.
4.9.
Following the notification, successful group/s will be advised of the process to take
up occupancy of the Council facility and/or reserve.