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Brimbank

Sports Club

User Guide

Brimbank

Sports Club

User Guide

A MESSAGE FROM

THE CHAIR OF

ADMINISTRATORS

Brimbank City Council values the contribution sporting

clubs make to the community.

Sporting clubs play an important role in fostering health,

wellbeing and providing opportunities for residents to

connect with their community.

Brimbank City Council’s Sports Club User Guide was

developed to support sporting clubs throughout the City.

This guide is intended to help clubs access necessary

information about Council services, procedures, programs

and policies in an easy to use format.

It also provides information about venues, and how to

manage facilities covering such details as security and

cleaning, club development, funding sources, permits and

regulations, fees and charges, as well as risk management

and useful contact numbers.

We have also included a section on the updated Sports

Facility Hire, Licences and Leases Agreement Policy to help

clubs further understand these new agreements.

This guide and the information it contains is in keeping

with Council’s vision, and is in line with Brimbank’s Sports

Facility Development Plan.

Council intends for this guide to be an important resource

for all clubs as they conduct business, work towards club

growth and celebrate the achievements of their members.

John Watson

Chair of Administrators

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Section 1

INTRODUCTION

1.1 Introduction

1.2 Strategic Context

1.3 Leisure Services

Section 2

COMMUNICATION

– WHO TO CONTACT

2.1 Brimbank City Council

After Hours Emergency Service

2.2 Leisure Services – Club Contacts

2.3 Leisure Services – Other Contacts

2.4 Club Liaison Offi cer

Section 3

SPORTS FACILITY ALLOCATIONS AND

AGREEMENTS

3.1 Allocation of Available Sports Facilities

3.2 Ongoing Allocation of Sports Facilities

3.3 Licence Agreements

3.3.1 Applying for a Licence Agreement

3.3.2 Licence Agreement Attachments

3.3.3 Licence Agreement Terms and Conditions 9

3.3.4 Licence Agreement Fees and Charges 10

3.3.5 Licence Agreement Discounts

3.4 Lease Agreements

3.4.1 Provision of Annual Information

3.4.2 Lease Agreement Terms and Conditions 14

3.4.3 Lease Agreement Fees and Charges 15

3.4.4 Lease Agreement Discounts

3.5 Casual Use of Sports Grounds/Synthetic

Sports Fields and Synthetic Athletics Track 17

3.6 Preseason Allocations

Section 4

CLUB DEVELOPMENT

4.1 Club Development Network Meetings

4.2 Business Planning Templates

4.3 Brimbank Sports Awards

4.4 Inclusive Clubs

4.4.1 In2Sport Brimbank

4.4.2 Brimbank Cup

4.4.3 Sports Club Training

4.4.4 Access for All Abilities

4.5 Other Resources Available to Clubs

4.5.1 State Sporting Associations

4.5.2 Other Resources

4.5.2.1 Club Help

4.5.2.2 Good Sports

4.5.2.3 Healthy Sporting Environments 20

4.5.2.4 Sports Community

4.5.2.5 Sport and Recreation Victoria 20

4.5.2.6 VicSport

4.5.2.7 Centre for Multicultural Youth 21

4.5.2.8 Sports Without Borders

4.6 Events and Additional Opportunities

4.6.1 Brimbank Sports Guide

4.6.2 Events Calendar

4.6.3 Leisure Centres

4.6.4 Keilor Park Synthetic Sportsfi elds

4.6.5 Keilor Park Synthetic Athletics Track 22

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Section 5

LEASE AND LICENCE DISCOUNT

ASSISTANCE AND EXAMPLES 23

5.1 Junior and Female Participation Discount

5.1.1 Ways to increase junior or female

participation at your club

5.1.2 Case Study - Eltham Redbacks

Football Club

5.2 Volunteer Discount

5.2.2 Volunteer Management

5.2.1 Recruiting Volunteers

5.2.3 Rewarding Volunteers

5.3 Social Inclusion Discount

5.3.1 Overview of barriers to participation: 26

5.3.2 Social inclusion recruiting strategies 26

5.3.3 Sample Social Inclusion Policy

5.3.4 Sample Social Inclusion Code of Conduct 26

5.3.5 Case Study – Sunshine Heights

Cricket Club

5.4 Business Plan

Section 6

RISK MANAGEMENT

6.1 Incorporation

6.2 Risk Management Plan

6.3 Safety Management Plan

6.4 First Aid/Incident Reports

6.5 Suitability of Playing Surfaces, Buildings

and Surrounds

6.6 Suitability of Equipment

Section 7

ASSET MAINTENANCE

7.1 Maintenance Responsibilities

7.2 Facility Inspections

7.3 Sportsground Inspections

7.4 Security and Keys

Section 8

CAPITAL, MINOR AND CLUB

FUNDED WORKS

8.1 Capital Works

8.2 Annual Rolling Programs

8.3 Minor Works

8.4 Club Funded Minor Works

Section 9

GRANTS AND FUNDING

9.1 Brimbank Community Grants

9.2 Community Facility Funding Program

9.3 Elite Athlete Travel Grants

9.4 Signifi cant Sporting Events Program

9.5 VIC Sporting Uniforms Program

9.6 Victorian Emergency Sporting

and Recreational Equipment

Section 10

PERMITS AND REGULATIONS 36

10.1 Event Permits

10.2 Planning Permits

10.3 Building Permits

10.4 Signage Permits

10.4.1 External Signage on Sportsgrounds 37

10.5 Food Handling Permits

10.6 Liquor Licenses

Section 11

USEFUL WEBSITES

Appendices 1-7

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Section 1

INTRODUCTION

1.1 Introduction

Brimbank City Council currently administers 46 sporting

pavilions, 63 playing fi elds, 64 tennis courts and 7 indoor

basketball/netball courts for use by clubs, residents and

schools.

Council facilitates and coordinates the management of

sports facilities, open spaces, programs and services to

provide people of all ages, interests and abilities with the

opportunity to participate in sporting and physical activities.

The objective of the Sports Club User Guide is to provide

an overview of the roles and responsibilities of Council,

sporting clubs, user groups and associations to enable a

better understanding of the processes guiding the use

and allocation of facilities, as well as developing sport and

recreation opportunities throughout Brimbank.

This guide is available in hard copy and can be downloaded

from Council’s website,

www.brimbank.vic.gov.au

1.2 Strategic Context

The Sports Club User Guide is based on information

contained in Council’s various strategic documents and

adopted policies to provide an overview of the important

information that groups using Council facilities should to

be aware of.

These documents include:

Community Plan 2009 – 2030 (updated 2013)

The Community Plan 2009 – 2030 (updated 2013)

describes the community’s vision and priorities for the

next 20 years and establishes a shared basis for joint

planning, service delivery and advocacy. The Community

Plan is Council’s primary planning document and all other

Council plans and activities relate to this document.

Council Plan 2013 – 2017

The Council Plan 2013-2017 outlines Council’s key

objectives and strategic directions, including actions to be

undertaken over the four year period. It is directly aligned

to the Community Plan and provides a medium term

outlook, whilst the Community Plan contains the long term

aspirations of the community.

Sports Facility Development Plan (2012)

The Sports Facility Development Plan (10 years) contains

a comprehensive strategy for the management and

development of sport and recreation facilities in Brimbank.

The Plan identifi es the key sporting infrastructure

challenges posed by recreation participation trends and

population change in Brimbank, and presents solutions

for these challenges within the constraints of the likely

available budget. The plan aims to support participation

in physical activity by improving the quality of access to,

and the provision and promotion of, sport and recreation

facilities.

Sports Facility Hire, Leases & Licences

Agreement Major Policy (2014)

The Sports Facility Hire, Leases and Licences Agreement

Major Policy resulted from a recommendation from the

Sports Facility Development Plan. This major policy

provides Council with a structured platform to enter into

formal agreements with all sports clubs and outlines the

associated costs involved.

Community Facilities and Reserves Allocation

Major Policy 2014

The Community Facilities and Reserves Allocation Major

Policy provides direction for the fair and equitable

allocation of available community facilities and reserves

within Brimbank.

Copies of these documents can be found on

Brimbank City Council’s website for further

reference.

1.3 Leisure Services

The Leisure Services Department is located within the

Community Wellbeing Directorate of Brimbank City Council.

Leisure Services encompasses the Sport and Recreation,

Policy and Planning and Community Facilities units, as

well as the Sunshine and St Albans Leisure Centres, Keilor

Basketball Netball Stadium and Keilor Public Golf Course

and Driving Range.

Leisure Services plan and deliver community infrastructure

and facilitate a variety of programs relating to recreation,

sport, special events and open space. This includes

managing a diverse range of relationships with sports

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clubs, community groups, individual users of services and

facilities, peak sporting and recreational organisations,

and government agencies.

Leisure Services is guided by the Sports Facility

Development Plan which explores new ways to create

quality sport and recreation facilities. The aim of the plan is

to give people of all ages and abilities every opportunity to

participate in the activities they love. This includes giving

the entire community an opportunity to be involved by

focusing on access issues for traditionally disadvantaged

groups, and by providing facilities that encourage greater

participation by females.

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Section 2

COMMUNICATION – WHO TO CONTACT

2.1 Brimbank City Council After Hours

Emergency Service

Phone: 9249 4000

Sports clubs requiring emergency assistance from Council

outside of business hours (9am - 5pm, Monday to Friday)

should ring the number above and follow instructions

to provide details of the location and issue that requires

attention. The relevant department will then be contacted

and the issue rectifi ed as soon as possible.

Please note that clubs taking matters into

their own hands after hours to rectify issues

by organising trades people to attend, will

not be reimbursed for any costs.

2.2 Leisure Services - Club Contacts

Cricket, Football and Soccer Clubs

Sport and Recreation Offi cer

Ground allocations, maintenance requests, club

development, funding application support and main

club contact.

Phone: 9249 4811

Email: sport@brimbank.vic.gov.au

Tennis and Multi-sport Clubs

Sport and Recreation Offi cer

Ground allocations, maintenance requests, club

development, funding application support, Brimbank

Sports Awards and main club contact.

Phone: 9249 4991

Email: sport@brimbank.vic.gov.au

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2.3 Leisure Services - Other Contacts

Leisure Services Manager

Oversee and guide the Leisure Services Department

9249 4990

Sport and Recreation Coordinator

Oversee and guide the Sport and Recreation Unit

9249 4917

Sport and Recr

eation Development Offi cer

Develop participation opportunities f

or underrepresented community groups

9249 4529

Recreation Project Offi cer

In2Sport Brimbank development and implementa

tion

9249 4526

Leisure Planning and Policy Coordinator

Strategic planning and delivery pr

ocess for leisure capital works projects

9249 4869

St Albans Leisure Centre

The St Albans Leisure Centr

e off ers a fully equipped gym, cycle studio and group fi tness studio, aerobics

room, crèche, steam room, 25 metre indoor and 50 metre outdoor pools.

9249 4615

Sunshine Leisure Centre

The Sunshine L

eisure Centre o

ff ers a fully equipped gym, spacious group fi tness room, an indoor fun pool

with beach entry and water features, a program pool with ramp entry, 25 metre indoor and outdoor pools,

steam room and spa, crèche with outdoor play area and children’s water splash park.

9249 4635

Keilor Public Golf Course and Driving Range

The K

eilor Public Golf Course and Driving Range off ers an 1

8-hole golf course, 20 bay driving range and large

golf retail shop. There are weekly ball competitions, tuition, junior clinics and programs for people of all abilities.

9390 1538

Keilor Basketball Netball Stadium

The K

eilor Basketball Netball Stadium will soon o

ff er six indoor basketball/netball courts. Basketball and

netball programs for mini, juniors, seniors, masters and all abilities.

9336 3411

West Sunshine Community Centre

Multipurpose indoor c

ourt stadium off ering a range o

f sports and recreational programs for people of all

ages and abilities. Stadium and outdoor tennis courts (with lighting) available for hire.

9429 4555

2.4 Club Liaison Offi cer

Sports clubs are required to nominate one ‘liaison offi cer’

(usually club president or secretary) who must have an

email address and telephone and who will:

• Receive and respond to queries from the Council.

• Receive and send mail to the Council.

• Be permitted to lodge maintenance requests.

To ensure eff ective communication between sports clubs

and Council it is very important that sports clubs only have

one principal liaison offi cer. This will ensure information is

communicated eff ectively and any possible confusion will

be kept to a minimum. The club president or secretary is to

write to their main Council contact when they change the

club’s liaison offi cer.

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Section 3

SPORTS FACILITY ALLOCATIONS AND AGREEMENTS

3.1 Allocation Of Available Sports

Facilities

The Community Facilities and Reserves Allocation Major

Policy provides the direction for the fair and equitable

allocation of available community facilities and reserves

within Brimbank. A Council facility and/or reserve may

become available to allocate for community use as a result

of:

• Vacancy by the existing occupant.

• Acquisition by Council.

• New capital works (e.g. new building or sports

ground).

Under the policy all available facilities will be advertised for

not less than 20 days via an Expression of Interest process,

with applications being assessed against the following

criteria as a minimum:

a) Ability of the club/group to meet Council’s aims for

the facility as determined by the Manager Leisure

Services or designated Council Offi cer.

b) A demonstrated record of sound club

administration.

c) Future club plans in line with Council expectations.

d) Capacity to meeting responsibilities of managing a

Council facility.

An evaluation panel will review all applications and make a

recommendation to the Director Community Wellbeing for

approval.

For more information please refer to the Community

Facilities and Reserves Allocation Major Policy available on

Brimbank City Council’s website

http://www.brimbank.

vic.go

v.au/COUNCIL/Council_Policies_S

trategies_

and_Plans/Council_Policies/Community_Facilities_

and_Reserves_Allocation_Policy_and_Guidelines

3.2 Ongoing Allocation Of Sports

Facilities

The Sports Facility Hire, Licences and Leases Agreement

Major Policy provides the direction for the ongoing

allocation of sporting facilities and reserves in Brimbank.

The policy identifi es that Council facilities will be allocated

under the following occupancy agreements:

Licence Agreements

– occupancy of a specifi ed

Council facility for a set period of time (e.g. seasonal

or annual) that is not intended to grant exclusive

use.

Lease Agreements

- occupancy of a specifi ed

Council facility for a set period of time that grants

exclusive use.

Hire Agreements

– issued for the use of a Council

facility for a defi ned activity or event, over a defi ned

regular or one-off booking, but predominantly on a

casual basis.

Clubs are off ered an appropriate agreement and tenure

based on their past history, the requirements of the sport

and Council’s plans for the facilities. Agreements clearly

identify the responsibility of the allocated club for building

and facility maintenance and management.

Regardless of the type of agreement all clubs are required

to provide information to Council on an annual basis which

is outlined in the policy.

Allocations will be determined by the following criteria:

a. History of tenancy.

b. Capacity of the facility.

c. All information and supporting documents

submitted.

d. Ability to provide sporting activities that benefi t

and engage with the community.

e. Applicant’s alignment with Council’s Vision, Mission

and Values.

Agreements will only be off ered to clubs that meet set

operational criteria including:

• Being affi liated with their state sporting association

or peak body.

• Being debt free with Council.

• Being Incorporated.

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Council reserves the right to suspend or terminate an

occupancy agreement if it has good cause including, but

not limited to:

a. The club has breached the terms and conditions of

the occupancy agreement.

b. The club has failed to pay their fees or utility bills.

c. The club has refused or ignored a reasonable

request to share their facility.

d. The club fails to provide information requested by

Council within the designated timeframe.

For more information please refer to the Sports Facility

Hire, Licences and Leases Agreement Major Policy.

3.3 Licence Agreements

Seasons operate as follows:

Season

Allocations Open

Allocations Close

Season Dates

Winter 1 February

1 March

1 April – 30 September

Summer 1 August

1 September

1 October – 30 March

Annual 1 November

1 December

1 January – 31 December

3.3.1 Applying For A Licence Agreement

All allocations for Council sportsgrounds are completed

electronically through the IMS System which can be

accessed at

www.imscomply.com.au/brimbankcm/

inde

x.php

All clubs have been provided with an individual username

and password which allows access to the system to

request facilities. New clubs should contact Leisure

Services using the details in section 2.3 to be provided

with a username and password.

Automatic emails will be sent from the IMS System to all

clubs approximately four weeks prior to the start of their

respective season informing clubs that the allocation

period has opened.

Clubs then have four weeks to complete their allocation

request including attaching all required documents for

Council review. Council will then confi rm allocations via the

IMS System approximately three weeks prior to the season

starting date.

3.3.2 Licence Agreement Attachments

Licence applications must be submitted annually and

comprise of a formal application with the following

information and documentation supplied as a minimum:

• Name and contact details of the liaison offi cer for

the club.

• Listing of registered teams.

• Information on participant numbers.

• Facilities requested and times.

• Details of all current committee members of the club.

• Agreement to the terms and conditions of the

agreement.

• Copy of current public liability insurance certifi cate.

• Copy of AGM minutes held within last 12 months.

• Copy of annual report from previous year, including

fi nancial statement as per requirements of

Associations Incorporation Reform Act 2012.

• Facility key register providing details of all key holders.

• Current business plan.

• Copy of current liquor licence (if applicable).

• Copy of current food registration certifi cate (if applicable).

• Request for discounts and evidence.

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3.3.3 Licence Agreement Terms and Conditions

The terms and conditions for use of sports facilities under

a licence are clearly outlined in the Licence Agreement.

Please see below for an overview of some of the terms

and conditions. However, clubs should refer to the Licence

Agreement for more detail and full terms and conditions.

Licence

Reference

Number

Item

Overview

2.5

Public Liability

Insur

ance (PLI)

Clubs take out PLI for at least $10 million.

2.6

Building

Insur

ance

Council responsible for building insur

ance.

2.7

Contents

Insurance

Clubs take out cont

ents insurance for all its contents.

2.9

Observe

Legislation

Clubs must comply with all Acts, Regula

tions, Local Laws and Councils Corporate Policies.

2.10

Incorporation Clubs must comply with the provisions of the Associations Incorporation Act 1981 and its

Regulations and Statemen

t of Purposes and rules.

2.12.2 Occupational

Health and Safety

Clubs must prominently display in the pr

emises a Safety Management Plan.

2.13.1 Maintenance

and Repairs

Clubs must maintain, repair, clean and keep the pr

emises including Council fi xtures as at

the commencement date in accordance with Maintenance Schedule B.

2.13.3 Maintenance

and Repairs

Council’s obligation to main

tain the premises is subject to the availability of Council

funding for the maintenance of properties, but priority will be given to maintenance

involving structural items or relating to Health and Safety.

2.14.1 Notify Council

of Defects

Clubs must promptly no

tify Council of any structural defects or damage and not make any

structural alterations without prior written consent of Council.

2.14.2 Notify Council

of Defects

Clubs must promptly no

tify Council of maintenance items that are Council's responsibility.

Council will not reimburse clubs/external contractors for works that are a Council

responsibility.

2.16

Improvements All improvements made to a premises on Council land are Council owned regardless of

who paid f

or or undertook the works.

2.17

Altera

tions of

Additions

Council permission is required to mak

e any alterations, additions or works to the premises

outside of the responsibilities of the club in Schedule B.

2.19

Litter

Clubs must ensure all litter and rubbish is cleared from the premises and playing surfaces

after each use.

22.1

Signs

Clubs must request permission to display any e

xternal signage.

2.22

Not to Cause a

Nuisance

Clubs must not use the premises for any illegal or objectionable purposes and no

t cause

annoyance or nuisance to the neighbouring properties.

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2.23

Behaviour at

Premises

Clubs must take reasonable steps to ensure activities at the club do not cause a nuisance

or damage to neighbouring properties.

2.24

No Liquor or

Gambling Without

ermission

Clubs must have an appropriat

e permit, licence or authority for the consumption of liquor

or any gambling at Council premises.

2.25

No Smoking No smoking is allowed indoors and clubs must follow smoke free legislation outdoors.

2.29.1 Playing Surface

Condition

The club must inspect the surface prior to use to ensur

e it is suitable for use.

2.29.2 Playing Surface

Condition

Council has the right to suspend or cancel use o

f sportsgrounds due to weather or where

use is likely to cause signifi cant damage.

3.3.4 Licence Agreement Fees And Charges

Fees and charges for use of Council sporting pavilions

and playing fi elds operated via a licence will be calculated

annually according to a formula linked to the standard of

facilities identifi ed below.

Table 1 - Playing fi eld categories 2014/15

Category Defi nition

Licence fee

per annum

Field which has been upgraded/extensively renovated in the last three years and/or fi eld

that has sportsground lighting upgraded in the last fi ve

years.

$1000

Field which was upgraded/extensively renovated between three to fi ve years ago and/or

fi eld tha

t has sportsground lighting upgraded more than fi ve years ago.

$800

Field which has not been upgraded/extensively renovated in the past fi ve years and/or fi eld

with no sportsground lighting.

$500

fi ned

Open Space

Defi ned open space used b

y a club to support its activities.

$250

Table 2 – Pavilion categories 2014/15

Category Defi nition

Licence fee

per annum

New building or building which has been signifi cantly upgraded by Council in the last fi v

e years. $2000

Building which was built or extensively upgraded by Council between fi ve and seven years ago.

$1500

Building which was built or last upgraded more than seven years ago.

$1000

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Clubs will generally be charged for the amount of time they

are allocated a facility as follows:

• If a club solely occupies a pavilion and/or playing

fi eld for a full year, it will be charged the full per

annum fees for the pavilion and/or playing fi eld.

• If a club solely occupies a pavilion and/or playing

fi eld for a season (half year), it will pay 50 per

cent of the per annum fees for the pavilion and/or

playing fi eld.

• If a club occupies a pavilion and/or playing fi eld with

one or more other clubs, it will pay a portion of the

per annum fee based on its length of use (season or

full year) for the pavilion and/or playing fi eld.

Fees will be calculated by identifying the number of each

category facility that is used by the club and adding them

together to provide a total fee.

Category fees will be reviewed on an annual basis, with

the fee for each category increasing in line with CPI. Club

fees will be reviewed on an annual basis. All components

of the club fee will be reviewed including the category of

each facility, frequency and type of use, and eligibility for

discounts.

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3.3.5 Licence Agreement Discounts

Clubs operating on a licence are eligible for discounts up

to a maximum of 80 per cent on their fees and charges if

they meet Council’s community and sports development

objectives in accordance with the guidelines, as amended

from time to time.

Table 3 – Licence Agreement Discounts

Item

Requirements

Supporting Information Required

Discount

Formal Participation

Opportunities for

Juniors and Females

(only 1 discount level

applicable per club)

Level 3 – Club has two or more

junior t

eams and two or more

female teams.

tails of teams from past season.

30%

Level 2 - Club has one junior team

and one female team.

Details of teams from past season.

20%

Level 1 - Club has either a junior

team or female team.

Details of teams from past season.

10%

Participation Opportunities

or Newly Arrived, Culturally

Div

erse, Disadvantaged

communities and People

with a Disability

Club has at least one approved

ogram creating participation

opportunities for one of these

target groups.

Details of program/ opportunity for

target group held in last 12 months.

20%

Business Plan

Current Annual Business Plan.

Copy of current Business Plan

with alloca

tion application.

20%

Club Development

twork Attendance

100% attendance at Club

Development Network meetings

annually.

Nil. Council will check attendance

records from past 12 months to

confi rm 100% attendance.

20%

Volunteer Development

ogram

Volunteer de

velopment or

recognition program.

Details of program held within

last 12 months.

20%

Accredited with State

Sporting Association Club

Development Progr

Accredited with relevant program. Copy of accreditation certifi c

ate

from last 12 months.

10%

Accredited with

Good Sports Program

Accredit

ed with Good Sports

Program.

Copy of accreditation certifi cate

from last 12 months.

10%

For more information on achieving the 80% discount on

your licence agreement, please see section 5.

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3.4 Lease Agreements

The majority of lease agreements operated by Brimbank

sports clubs are based on the

Sports Facility Hire

, Licences

and Leases Agreement Major Policy 2014, however

there are a number of existing leases in place which have

diff erent terms and conditions.

Clubs should check their individual lease to confi rm the

lease they are on.

The information below only relates to leases covered

under the policy mentioned above.

Council will off er lease agreements for a period of three

years, with a further two three year options at Councils

sole discretion to the following:

• Sports clubs that act as ‘parent bodies’ will be

off ered a lease of the pavilion.

• Sports clubs that have previously been on a lease and/

or are a sole tenant of a facility with exclusive use.

3.4.1 Provision Of Annual Information

Although leases cover a three year period, clubs on leases

are required to submit the following information to Council

annually as a minimum:

• Name and contact details of the liaison offi cer for

the club.

• Listing of registered teams.

• Information on participant numbers.

• Details of all current committee members of the club.

• Copy of current public liability insurance certifi cate.

• Copy of AGM minutes held within last 12 months.

• Copy of annual report from previous year including

fi nancial statement as per requirements of

Associations Incorporation Reform Act 2012.

• Pavilion key register providing details of all key holders.

• Current business plan.

• Evidence of formal written agreement between

club and any commercial coaches or businesses that

charge participants a fee for their services.

• Copy of current liquor licence (if applicable).

• Copy of current food registration certifi cate

(if applicable).

• Request for discounts and evidence.

Agreement

Information

Provision Open

Information

Provision Close Dates

Lease

1 November

1 December

1 January – 31 December

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3.4.2 Lease Agreement Terms And Conditions

The terms and conditions for use of sports facilities under

a lease are clearly outlined in the Lease Agreement. Please

see below for an overview of some of the terms and

conditions. However, clubs should refer to the full Lease

Agreement for more detail and all terms and conditions.

Licence

Reference

Number

Item

Overview

2.6

Public Liability

Insur

ance

Clubs take out PLI for at least $10 million.

2.7

ontents

Insurance

Club take out cont

ents insurance for all its contents it wishes to insure.

2.9

Observe

Legislation

Clubs must comply with all Acts, Regula

tions, Local Laws and Council’s

Corporate Policies.

2.10

Incorporation

Clubs must comply with the provisions of the Associations Incorporation Act 1981

and its R

egulations, Statemen

t of Purposes and rules.

2.14

Improvements

All improvements made to a premises on Council land are Council owned regardless

f who paid for or undertook the works.

2.15

Alter

ations of

dditions

Council permission is required to mak

e any alterations, additions or works to the

premises outside of the responsibilities of the club.

2.16

Repairs and

Main

tenance

Clubs must maintain, repair

, clean and keep the premises, including Council fi xtures,

as at the commencement date in accordance with Maintenance Schedule C.

2.17.1 Notify Council

f Defects

Clubs must promptly no

tify Council of any structural defects or damage and not

make any structural alterations without prior written consent of Council.

2.17.2 Notify Council

f Defects

Clubs must promptly no

tify Council of maintenance items that are Council’s

responsibility. Council will not reimburse clubs/external contractors for works

that are a Council responsibility.

2.20

Litter

Clubs must ensure all litter and rubbish is cleared from the premises and playing

surfaces after each use.

2.22.1 Signs

Clubs must request permission to displa

y any external signage.

2.24

Not to cause a

nuisance

Clubs must not use the premises for any illegal or objectionable purposes and no

cause annoyance or nuisance to the neighbouring properties.

2.25

Behaviour at

emises

Clubs must take reasonable steps to ensur

e activities at the club do not cause a

nuisance or damage to neighbouring properties.

2.26.2 Occupational

Health and Saf

ety

Clubs must prominently display in the pr

emises a Safety Management Plan.

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2.27

No liquor or gambling

without permission

Clubs must have an appropriate permit, licence or authority for the consumption of

liquor or any gambling at Council premises.

2.28

No smoking

No smoking is allowed indoors and clubs must follow smoke free legislation outdoors.

2.32

Playing Surface

Condition

The club must inspect the surface prior to use to ensur

e it is suitable for use.

2.33

Roller shutters over

emergency exist

Clubs must ensure that all roller shutt

ers/doors located over emergency exits are

locked in open position when anyone is inside the building.

8.3

Building Insurance Council will arrange and pay for building insurance.

10.1

Playing surface

condition

Council has the right to suspend or cancel use o

f sportsgrounds due to weather or

where use is likely to cause signifi cant damage.

3.4.3 Lease Agreement Fees And Charges

Fees and charges for leased facilities will be calculated by

a formula that allocates 0.4 per cent of the depreciated

pavilion asset value and adds this to an amount for each

sports playing surface as outlined below.

Table 4 – Playing Surface Fee

Playing Surface

2014/15

Tennis Court

$100 per court

Bowls Greens

$100 per green

Bocce Piste

$50 per piste

Defi

ned open space $250

The fee will be set at the signing of the agreemen

t and

increase annually by CPI for the term of the agreement.

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3.4.4 Lease Agreement Discounts

Clubs are eligible for discounts up to a maximum of 80

per cent on their fees and charges if they meet Council’s

community and sports development objectives in

accordance with the guidelines, as amended from

time to time.

Table 5 – Lease Agreement Discounts

Item

Requirements

Supporting Information Required

Discount

Formal Participation

Opportunities for

Juniors and Females

(only 1 discount level

applicable per club)

Level 3 – Club has two or more

junior t

eams and two or more

female teams.

tails of teams from past season.

30%

Level 2 - Club has one junior team

and one female team.

Details of teams from past season.

20%

Level 1- Club has either a junior

team or female team.

Details of teams from past season.

10%

Participation Opportunities

or Newly Arrived, Culturally

Div

erse, Disadvantaged

communities and People

with a Disability

Club has at least one approved

ogram creating participation

opportunities for one of these

target groups.

Details of program/ opportunity for

target group held in last 12 months.

20%

Business Plan

Current Annual Business Plan.

Copy of current Business Plan with

alloca

tion application.

20%

Club Development Ne

twork

Attendance

100% attendance at Club

Development Network meetings

annually.

Nil. Council will check attendance

records from past 12 months to

confi rm 100% attendance.

20%

Volunteer Development

ogram

Volunteer de

velopment or

recognition program.

Details of program held within last

12 months.

20%

Accredited with State

Sporting Association Club

Development Progr

Accredited with relevant program. Copy of accreditation certifi c

ate

from last 12 months.

10%

Accredited with Good Sports

Program

Accredit

ed with Good Sports

Program.

Copy of accreditation certifi cate

from last 12 months.

10%

For more information on achieving the 80% discount on

your lease agreement, please see section 5.

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3.5 Casual Use Of Sports Grounds/

Synthetic Sports Fields And

Synthetic Athletics Track

Brimbank grass sportsgrounds, synthetic sports facilities

and Keilor Park Athletics Track are available for casual use

for a defi ned activity or event with some fees applying.

Bookings for facilities can be made through the IMS System

via Council’s website at

www.brimbank.vic.gov.au

clicking on the Sport and R

ecreation web pages.

3.6 Preseason Allocations

Council allows preseason training subject to sportsgrounds

being in a suitable condition for use and the use will

not have a detrimental impact on the use of the ground

through the coming season.

Sportsgrounds are available for preseason training if the

following standards are met:

• The requested dates/times do not confl ict with

other allocated users.

• The proposed use does not confl ict with Council’s

maintenance program.

• The sportsground is in a suitable and safe condition

for use.

Preseason training requests are managed through the IMS

Allocation System, with an email sent by the system to

all relevant clubs when preseason applications open. The

timing of applications opening may vary from year to year

based on the condition of the grounds and other relevant

factors. Clubs are required to complete the Online Request

Form and submit it to Council for consideration.

Clubs must note that their home facilities will not always

be available for preseason training and that they may be

required to share facilities to ensure all club requests can

be met.

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Section 4

CLUB DEVELOPMENT

4.1 Club Development Network

Meetings

Brimbank City Council conducts bi-annual sport specifi c

Club Development Network meetings with the support of

the relevant state sporting association to provide clubs

with up to date information, discuss relevant topics, and

enhance relationships between clubs, Council, state and

local associations.

These Club Development Networks include:

• Cricket.

• Football.

• Tennis.

• Soccer.

• Multi-sport (all other clubs that don’t match the

categories above).

Each network has four key elements that combines the

support available to clubs, these elements are:

1. Sport specifi c network meetings held at least every

six months.

2. Ongoing communication via email and phone.

3. Planning resources available from the relevant state

sporting association or Council.

4. Ongoing assistance from Council to use the

resources and support to develop a business plan.

Clubs that attend all network meetings throughout the

year are eligible to receive a 20 per cent discount on their

fees and charges under the

Sports Facility Hire, Licences

and Leases Agreement Major Policy

4.2 Business Planning Templates

Council has developed a business planning template to

assist clubs in creating a business plan to ensure their

club is sustainable and is planning for the future. The

easy to use template allows clubs to type directly into the

document and provides instructions for assisting with

developing the content for each section.

Council offi cers are available to assist clubs as required with

using the template and developing their business plan.

For more information visit

www.brimbank.vic.gov.au/

LEISURE/Sports_and_Recreation/Develop_your_

Sports_Club

4.3 Brimbank Sports Awards

The Brimbank Sports Awards are held annually to

recognise and celebrate the contributions made by

Brimbank sports clubs in providing sport and recreation

opportunities to the community.

The awards allow Council to acknowledge and pay tribute

to the signifi cant work undertaken by sports clubs in

Brimbank, and the committed individuals who support

and participate in these clubs.

The winner and runner-up in each category (except Hall

of Fame winners) receive a Club Development Grant for

their local sports club to support club initiatives such as

purchasing sporting or fi rst aid equipment, promotional

materials, or for their clubs’ own program development.

Current awards (2014/15) categories include:

• Club of the Year - Recognition of clubs that excel

across all areas of operation, especially club

management and engaging target groups.

• Most Improved Club of the Year - Recognition

of clubs that have demonstrated signifi cant

improvement in the past 12 months.

• Volunteer of the Year - Recognition of club

volunteers that have achieved outstanding results

by contributing to the running of a sports club.

• Coach of the Year - Recognition of coaches that

have achieved outstanding results/community

contributions.

• Athlete of the Year - Recognition of athletes that

have achieved outstanding results.

• Hall of Fame - Recognition of volunteers that have

contributed at least 25 years of volunteer service at

a Brimbank sports club.

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4.4 Inclusive Club Opportunities

Brimbank is one of Victoria’s most culturally diverse

municipalities with more than 40 per cent of residents

being born overseas and more than 50 per cent speaking

a language other than English. Brimbank is also ranked as

being the third most disadvantaged municipality in Victoria.

To ensure all members of the Brimbank community have

the opportunity to be active, Brimbank City Council and

other organisations have developed a number of valuable

resources and programs to provide clubs with information

and strategies for developing culturally appropriate

policies and programs.

For more information or guidance on how to be more

inclusive please contact Leisure Services on

9249 4529

4.4.1 In2sport Brimbank

In2Sport Brimbank provides an opportunity for children

living in Brimbank to actively participate in community

sport and recreation, regardless of their fi nancial

circumstances. Eligible participants aged between six and

18 years whose family hold a health care/pension card,

can apply for fi nancial assistance of up to $200 per year

to contribute to club membership fees. These fees will be

passed on directly to In2Sport Brimbank registered sports

clubs through Brimbank City Council.

As an affi liated In2Sport club you will fi nd great opportunities

to increase memberships at your sporting club, whilst

supporting local children to participate in sport who

previously may not have had the opportunity to be involved.

For more information about the program please visit

Council’s website, refer to the In2Sport Brimbank fl yer or

contact Leisure Services on

9249 4526

4.4.2 Brimbank Cup

The Brimbank Cup is an innovative annual soccer

tournament open to all established and informal soccer

teams playing in Brimbank.

It delivers greater opportunities for participation in sport

through the creation and strengthening of inclusive and

connected communities.

The event promotes harmony and inclusion regardless

of ethnicity or gender, and provides an opportunity for

relationships to be built between soccer clubs to support the

ongoing participation of all Brimbank communities in sport.

The event is delivered by Council in partnership with

Victoria Police, Football Federation Victoria and a local host

soccer club.

The Brimbank Cup won the National Connected and

Inclusive Communities Award at the 2014 Parks and

Leisure Australia Conference.

Council is looking at developing similar participation

opportunities with other sports to further promote the

inclusion message across Brimbank.

4.4.3 Sports Club Training

There are sports club training opportunities available to

Brimbank sporting club volunteers each year.

These set training opportunities are either fully funded

or heavily subsidised by Brimbank City Council and have

previously included the following training opportunities:

• First Aid Level 2.

• Food Safety Handlers Course.

• Sports Trainer Course - Level 1.

• Social Media Training.

4.4.4 Access For All Abilities

Selected state sporting associations and disability sports/

community based organisations are funded by the

Victorian Government to build capacity in local sporting

clubs, and provide better sport and recreation outcomes

for people with a disability through the Access for All

Abilities program.

Clubs working in partnership with Access for All Abilities

can increase membership numbers and participation

whilst sporting competitions can enjoy more diversity.

This promotes greater levels of inclusiveness, livability,

improved health outcomes and a stronger sense of

belonging in local communities

Operated by Reclink Australia, Access for All Abilities

provides Australia’s only fi rst-point-of call service

connecting people with a disability to sports and

recreational opportunities in Melbourne, Victoria.

Visit the AAA Play website or call 1800 222 842 to discover

the huge amount of sports and active recreation activities

close to your home and available for people of all abilities.

If you already know what sport you are interested in, feel

free to contact the

AAA coordinators at the relevant

State Sports Association

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4.5 Other Resources Available To Clubs

4.5.1 State Sporting Associations

State sporting associations have a number of resources

available for clubs to assist them with their day-to-day

operations and funding. Please follow up with your

relevant association for further details.

4.5.2 Other Resources

More information regarding funding resources, volunteers

and other useful information on how to eff ectively run

a sports club can be found on the following relevant

websites.

4.5.2.1 Club Help

Club Help is specifi cally designed for volunteers in sporting

clubs. Club Help has been developed as on one stop

shop for local sporting clubs. Club Help’s free support is

categorised as follows:

• Volunteers.

• Governance.

• Fundraising.

• Welcome Everyone.

• Membership.

• Healthy Clubs.

• Marketing.

• Events.

To fi nd out how Club Help can help your club and volunteers,

please visit their website at

www.clubhelp.org.au

4.5.2.2 Good Sports

The Good Sports program is an initiative of the Australian

Drug Foundation to develop safer and healthier

communities. The program helps sporting clubs manage

alcohol responsibly and reduce alcohol related programs

such as binge and underage drinking.

Displaying the Good Sports logo sends an important

message to club members and the community. It confi rms

that the club promotes a responsible attitude towards

alcohol and that it provides a safe environment for players,

members, families and supporters.

To fi nd out how your club can join Good Sports please visit

their website at

www.goodsports.com.au

4.5.2.3 Healthy Sporting Environments

VicHealth’s Healthy Sporting Environments is a program

that supports grass roots sports clubs to become healthier

and more welcoming and inclusive.

The potential for sporting environments to promote good

health is widely recognised, given the role they play in the

community and the number of people regularly involved.

Clubs are supported to:

• Reduce harmful alcohol use.

• Off er more nutritious options at the canteen.

• Reduce smoking in and around the club grounds.

• Increase the number of women and girls, culturally

and linguistically diverse people and Aboriginal

Victorians in local sport.

• Prevent and manage injuries.

• Work to reduce spectators’ and players’ exposure to

harmful UV.

For more information please visit

www.vichealth.vic.gov.au

4.5.2.4 Sports Community

The Sports Community website is a free website with

extensive information required by clubs and their

volunteers. The site contains over 80 fundraising

procedures, all open grants, and hundreds of free

procedures, articles and templates containing information

to club volunteers on everything from running an AGM to

developing strategic plans.

For more information please visit

www.sportscommunity.com.au

4.5.2.5 Sport And Recreation Victoria

Sport and Recreation Victoria develop high level strategic

direction with and for the sport and recreation sector.

It provides resources to clubs to build an inclusive,

collaborative and strong sport and recreation sector.

To view their range of resources please visit

www.sport.vic.gov.au

4.5.2.6 VicSport

VicSport is the peak body for sport in Victoria and is

an independent non-government member-based

organisation representing over 170 members for the sport

and recreation industry.

For more information please visit

www.vicsport.asn.au

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4.5.2.7 Centre for Multicultural Youth

The Centre for Multicultural Youth’s (CMY) purpose is to

ensure that refugee and migrant young people have every

opportunity to succeed in Australia.

Through a combination of specialist support services,

training and consultancy, knowledge sharing and

advocacy, CMY is working to remove the barriers young

people face as they make Australia their home.

CMY’s sports program aims to create a more inclusive and

responsive sports sector that is attuned to the needs of

refugee and migrant young people, as well as increase

their access and participation in sport and recreation.

If your club requires support in engaging with refugee and

migrant young people please visit

www.cmy.net.au

4.5.2.8 Sports Without Borders

Sports Without Borders is a not-for-profi t organisation

which provides support for young people from new

and emerging communities to overcome the barriers of

participation in community sport.

Their focus is to build social inclusion through sport which

is achieved within four functional areas:

1. Sports scholarship program - Providing direct grants

for new and emerging communities to participate in

sport.

2. Raise awareness and infl uence policy - Raising

awareness of challenges faced by new and

emerging communities and the benefi ts of sport and

recreational activities in promoting social inclusion.

3. Consultation services - Consulting with community

and sport organisations to enhance opportunities

and inform best practice.

4. Facilitate sports programs - Facilitating sport

programs to encourage social inclusion and

pathways to community sports clubs.

Sports Without Borders also host a national conference

annually in conjunction with conference partner, Our

Community. The conference focuses on Australia’s

disadvantaged groups, including people from Culturally

and Linguistically Diverse (CALD) communities, all abilities,

Indigenous communities, and women.

For more information on Sports Without Borders please

visit

www.sportswithoutborders.org

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4.6 Events and Additional Opportunities

4.6.1 Brimbank Sports Guide

The Brimbank Sports Guide provides information on

sporting opportunities, facilities, events, parks and

reserves, as well as participation programs throughout the

Brimbank, many of which operate from Council’s extensive

range of community facilities.

The guide is a great opportunity for all sport and recreation

clubs to gain exposure at no cost within the community.

The guide is published annually and is distributed to all the

sports clubs, community houses, libraries, leisure centres

and customer service centres.

Clubs already listed will receive information update

requests from Council. Clubs interested in being listed

can contact Leisure Services to be included for next year’s

edition on

9249 4824

4.6.2 Events Calendar

Council is committed to promoting and supporting

Brimbank’s diversity through community run festivals

and events. To promote your club’s event at no cost to

the Brimbank community, list your event here:

www.brimbank.vic.gov.au/Events

4.6.3 Leisure Centres

Brimbank City Council owns and operates St Albans Leisure

Centre and Sunshine Leisure Centre. Both facilities off er a

range of leisure and aquatic programs and services to cater

for all abilities.

Sports clubs are encouraged to utilise both facilities that

provide many training alternatives, professional health

and fi tness advice and safe facilities for hire.

For competitive rates and more information, please contact:

Sunshine Leisure Centre

5 Kennedy Street

Sunshine, VIC, 3020

9249 4615

sslc@brimbank.vic.gov.au

St Albans Leisure Centre

90 Taylors Rd

Keilor Downs, VIC, 3038

9249 4635

salc@brimbank.vic.gov.au

4.6.4 Keilor Park Synthetic Sportsfi elds

Brimbank has two full size synthetic FIFA approved soccer

pitches that also cater to cricket and Australian Rules Football,

available for hire. The facility off ers the following features:

• Two offi cial soccer fi elds (68 metre x 105 metre)

FIFA approved.

• Cricket wicket and Australian Rules Football goals.

• A spectator concrete standing area on one side of

each pavilion.

• An 1.80 metre high fence around the entire playing

area, with four metres behind goal areas.

• Six lighting towers, 22 metres high each

(competition standard lighting).

• Granitic sand pathways and pedestrian lighting

from the existing car park to the soccer fi elds.

• Portable change room and toilet facilities.

4.6.5 Keilor Park Synthetic Athletics Track

An international standard synthetic athletics track is located

at the Keilor Park Recreation Reserve. This facility is available

for hire by sports clubs for training and competition.

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Section 5

LEASE AND LICENCE DISCOUNT ASSISTANCE

AND EXAMPLES

5.1 Junior and female participation

discount

Item

Requirements

Supporting Information Required

Discount

Formal Participation

Opportunities for

Juniors and Females

(only 1 discount level

applicable per club)

Level 3 – Club has two or more

junior t

eams and two or more

female teams.

tails of teams from past season.

30%

Level 2 - Club has one junior team

and one female team.

Details of teams from past season.

20%

Level 1- Club has either a junior

team or female team.

Details of teams from past season.

10%

Please note, only one discount level is applicable per club.

5.1.1 Ways to increase junior or

female participation at your club:

• Set a focus on increasing junior and/or female

participation at a committee level. Start planning

a recruitment strategy and appoint someone from

the committee, a coach or another person within

the club to lead this direction.

• Take an honest look and assessment of your club’s

image and performance in the community. Is your

club welcoming to new members and socially

inclusive? Are you aware of the demographics in

your local community?

• Establish a relationship with local schools. Speak

with the principal or vice principal, distribute fl yers/

information about your club, or run clinics to recruit

juniors/females to your club and get your name out

in that particular area.

• Hold free come and try days at your club before a

season to increase membership.

• Off er fi nancial incentives to new players which

could include a fi rst season discount, sibling

discount, groups of friends or lower income family

discounts.

• Get involved in the Brimbank In2Sport Program.

• Use a range of sources to reach a greater number of

people, for example your club website, social media,

local schools.

• Be fl exible - for example with uniform requirements

and playing days. Flexibility can help your club reach

a greater number of people.

• Register with your sports junior participation

programs, for example Auskick (AFL), Milo

In2cricket (Cricket), ANZ Hot Shots (Tennis) and

MiniRoos (Soccer).

• Encourage parents/guardians of new players to get

involved in a club in some capacity which could be as

a coach, volunteer, offi cial or administrator. Keep in

regular contact with new members to ensure they

are satisfi ed and identify any issues that they see in

the club.

• Focus on recruiting a particular cultural group.

• Market junior sport programs specifi cally to

encourage young people from CALD backgrounds to

participate in sport.

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5.1.2 Case Study Eltham Redbacks Football Club

The situation

Junior participation is vital to the future and sustainability of all community sports clubs and is something that should

be a focus of every club. Attr

acting, recruiting and maintaining girls to play sport is an issue that many sporting clubs

face. A lack of numbers often means girls must play with older age groups or boys which can drive them away from a

sport. Despite being an established club, the Eltham Redbacks Football Club were struggling to provide a pathway from

the younger age groups (U8-U11) into older aged groups (U14s+) and fi elding teams was becoming an issue. With only

eight registered players in 2010 between the age groups U8-U11 the committee made a concerted eff ort to increase

numbers. One year after the committee set a focus on increasing junior female participation it gained 32 players aged

U8-U11 for a total of 40. The Eltham Redbacks female program continues to grow and now has more than 50 girls

playing in each age group up to U11s. Eighty players between U12-16 and two senior women’s teams (35 players). But

how have they done it?

What have the Eltham Redbacks Football Club done?

• The Eltham Redbacks acknowledged their situation and did research (e.g the reasons that girls play football)

which enabled them t

o identify why girls stopped/wer

e not playing football.

• Eltham Redbacks Football Club created a recruitment strategy based on their research. This involved targeted

mail-outs to local primary schools and also ran “have-a-go” sessions at the beginning of the season to reach their

target market.

• The club also took a more fl exible approach with regard to squad size. For example, if there were 20 girls at the

U11 age level - not enough for two squads, but too many for a traditional squad size of 12, they managed the

group so that all girls had an opportunity to participate with a view that in this way they would retain them for

the following season.

• The club tried to create a fun atmosphere for players and looked to get parents involved at the club.

• During the recruitment push, the club quickly realised that the new recruits became the best “advertisement” for

recruiting more players as they would invite friends to the club.

What can your club learn from Eltham Redbacks Football Club?

• Understand your club’s current situation and look into the future, is your club in a good position?

• Conduct your research before you waste time and money on a recruitment strategy.

• The committee is vital in driving eff orts within a club such as a recruitment drive.

• Getting into contact with local schools about come and try days is something to look at.

• Word of mouth and reputation are powerful recruiting tools.

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5.2 Volunteer Discount

Item

Requirements

Supporting Information Required

Discount

Volunteer Development

Program

Volunteer development or

recognition program.

Details o

f program held within last

12 months.

20%

Volunteers are the lifeblood of community sporting clubs

and groups and allow them to function properly. Your

club/group should be welcoming and supportive of all

volunteers to ensure they feel valued by the club and wish

to remain with your club.

5.2.1 Recruiting Volunteers

– Make ‘Volunteers’ a focus item at the committee

level. You need to understand the important role

that volunteers play at community sports clubs/

groups.

– Think about the demographics of who might be

right for the role you want to fi ll. Think broadly and

don’t restrict your options or discriminate.

– Identify the barriers that may deter people from

volunteering. Try and be fl exible and see if any

of these barriers can be changed e.g. cost, time,

distance, language.

– Emphasise the rewards of being a volunteer.

– Off er small rewards – waive their fees in return for

coaching, free club gear (shirt) etc.

– Split jobs up so they are in smaller chunks. That way,

people don’t think they are taking on too much.

– Develop a recruitment message that “sells your

program”.

– Treat your current volunteers well and with respect

(they will speak to their networks about how your

club treats them).

5.2.2 Volunteer Management

• Develop volunteer policies and procedures –

see appendix 3

– For volunteers and club to abide by.

• Appoint a Volunteer Coordinator

– From within the club to drive the direction.

They will be the “go to person for volunteers”

at your club.

• Create position descriptions – see appendix 4

– Clearly defi ne the role of volunteers.

• Create a volunteer induction manual - see appendix 5

– That all volunteers should complete.

• Create a volunteer induction checklist – see appendix 6

– That all volunteers should complete.

• Develop volunteer recognition and reward programs

– Volunteers need to be respected and recognised

in organisations in order for a volunteer program

to function eff ectively. Thanking volunteers

doesn’t have to cost a lot of money, it can be a

simple smile and acknowledgement that they’re

doing a great job.

5.2.3 Rewarding Volunteers

– Nominating volunteers for awards, for example,

Victorian Government Community Sport & Recreation

Awards, the Brimbank Australia Day Awards -

volunteer of the year, or Brimbank Sports Awards

http://www.brimbank.vic.gov.au/Leisure/

Sports_and_R

ecreation/Brimbank_Sports_

Awar

– Celebrating birthdays by sending a card or

presenting them with a cake.

– Celebrating a volunteer’s length of service.

– List volunteers in external and internal

communications, for example newsletters, annual

reports, website and newspapers.

– Thank volunteers in speeches.

– Invite volunteers to your organisation’s events

and use the opportunity to present them with a

certifi cate.

– Hold a special volunteer recognition event during

National Volunteer Week.

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5.3 Social Inclusion Discount

Item

Requirements

Supporting Information Required

Discount

Participation Opportunities

for Newly Arrived, Culturally

Diverse, Disadvantaged

communities and People

with a Disability

Club has at least one approved

ogram creating participation

opportunities f

or one of these

target groups.

Details of program/ opportunity for

target group held in last 12 months.

20%

5.3.1 Overview of barriers to participation:

• Cost of playing sport.

• Time constraints and other commitments

(school or work).

• Lack of available transport.

• Language diffi culties.

• Limited number of programs catering for those with

special needs.

• Sports clubs, facilities and programs being infl exible

(for example set times, accessibility and cost).

• The culture of sports clubs can be intimidating.

• Sport is still strongly linked with competition

(limited social competitions available).

• Health and age.

5.3.2 Social inclusion recruiting strategies

• Set a focus on social inclusion at the committee level.

• Conduct research on the demographics of the area

your club operates in. This will help you form the

basis for your social inclusion strategy.

• Creating social inclusion policies for your club

(see sample social inclusion policy in appendix 7.

• Work with community leaders and leaders of CALD

(culturally and linguistically diverse) groups to

improve sport opportunities for young people from

CALD backgrounds.

• Market junior sport programs specifi cally to

encourage young people from CALD backgrounds to

participate in sport.

• Provide opportunities for CALD parents/carers to

be involved in junior sport as coaches, offi cials and

administrators.

• Be fl exible in how you run your club, for example,

uniform requirements and playing days.

• Contact Council for further tips and advice.

• Welcome all people into you club regardless of age,

ability, background or gender.

• Promote your program through agencies that work

with multicultural people, such as:

– Migrant resource centres.

– English language schools.

– Youth service providers.

– Primary/secondary schools.

Sport & Recreation Victoria is a great resource on social

inclusion. You can contact them about access for all abilities

issues and programs on (03) 9208 3333 or view the brochure

at:

http://www.dtpli.vic.gov.au/__data/assets/pdf_

fi le/0006/222495/DL-Br

ochure_Final.pdf

5.3.3 Sample Social Inclusion Policy

– see Appendix 7

– Develop policy that all members of a club must

abide by.

5.3.4 Sample Social Inclusion Code of Conduct

– see Appendix 8

– Rules and expectations set out for all club members.

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5.3.5 Case Study – Sunshine Heights Cricket Club

The situation

Sunshine Heights Cricket Club (SHCC) was founded in 1954. The early members were a refl ection of the mainly Anglo

Celtic population of tha

t time. The demographics in the Sunshine area have continually changed since then and the

SHCC now operates in an area that is one of Australia’s most culturally diverse.

During the 1960s and 1970s SHCC’s Committee started the process to embrace new migrants into their club, with new

members being welcomed with backgrounds from diff erent parts of Europe such as Greece, Malta, Italy and Poland.

Fast forward a decade into the 1990s and the club experienced a period of dwindling player numbers and minimal

off -fi eld support. The committee at the time embarked on a very progressive agenda. A major platform was based on

opening up the Club even more to the wider community and adopting strategies that reduced the barriers that people

may have experienced in the past.

This work was accelerated in the early 2000s with key volunteers rebuilding the Junior Program from a couple of teams

to a comprehensive program that covered all the age groups.

Today the SHCC Committee remains very passionate about social inclusion which helps to drive this ongoing

transformation that makes it a great place to play and socialise.

SHCC today has its largest ever membership base, with players from more than 28 cultural backgrounds in both

junior and senior teams and continues to provide opportunities and a sense of belonging to many people in the wider

Brimbank community.

What have the Sunshine Heights Cricket Club done?

• Welcome all regardless of cultural background, age, ability, fi nancial status or gender.

• Provide a progressive introduction to the wider community into club sport. Initially by making the introduction as

welcoming and supportive as possible and gradually introducing new players and volunteers to the volunteer

based culture that sustains the club.

• Conduct induction for every new member to the club. The induction outlines the club’s history, player

requirements, membership costs and club highlights. Expectations and standards required of members are

communicated from the outset.

• Continually share the stories with community via social media and local media news articles in the club

newsletter that promote inclusion. e.g. a racial vilifi cation article written in the Melbourne’s The Age newspaper.

• Incorporate diverse culinary options and cultural themes at club functions, off ering food choices such as Indian,

Sri Lankan, Greek and Italian.

• Build awareness of diff erent cultures to encourage cross-cultural respect and understanding.

• Work with Brimbank City Council and peak bodies on programs that reduce barriers, such as a lack of transport,

uniforms, equipment and costs of membership.

What can your club learn from Sunshine Heights Cricket Club?

• Be aware of the demographics and attitudes in your area, the changes that are occurring, and be proactive.

• Social inclusion requires a commitment from an entire club over the long term.

• Being socially inclusive can signifi cantly benefi t your club in a number of ways such as recruiting, culture,

reputation and performance.

Sunshine Heights Cricket Club have developed considerable information on social inclusion that is available on the clubs

website under the media/photos section:

http://sunshineheights.vic.cricket.com.au/

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5.4 Business Plan Discount

Item

Requirements

Supporting Information Required

Discount

Business Plan

Current Annual Business Plan.

Copy of current Business Plan with

allocation application.

20%

Brimbank has a template av

ailable if you need to update or

develop a business plan

www.brimbank.vic.gov.au/LEISURE/Sports_and_

ecreation/Develop_your_Sports_Club

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Section 6

RISK MANAGEMENT

6.1 Incorporation

All clubs must be incorporated in order to enter into an

agreement with Council to use facilities.

Incorporated associations gain a legal status, can purchase

property, can sue and be sued, and off ers the club offi ce

holders/committee greater protection from the debt

and liabilities incurred by the association, as long as

the association does not trade or make a profi t for its

members.

The Associations Incorporation Act 1981 outlines specifi c

requirements by which incorporated associations must abide.

It is important to note clubs do not automatically maintain

their incorporated status. The lodgement of an annual

statement with fee to Consumer Aff airs Victoria (

www.

onsumer.vic.gov.au/clubs-and-not-f

or-profi ts

) is

required to remain incorpo

rated.

6.2 Risk Management Plan

All clubs should develop a risk management plan to protect

the people involved and the club. The risk management

plan is a document that imposes management tools to

reduce any risks to an acceptable level and describes:

• The process which will be used to identify, analyse

and manage risks both initially and on an ongoing

basis.

• How often the identifi ed risks will be reviewed,

including the review process and who will be

involved.

• Who will be responsible for which aspects of risk

management.

• How identifi ed risks will be reported and to whom.

• The initial snapshot of the major risks, current

grading, planned strategies for reducing likelihood

and seriousness of each risk, and who will be

responsible for implementing them.

6.3 Safety Management Plan

All Council pavilions (with the exception of long term leased

pavilions) have been supplied with a safety management plan

which must be clearly displayed in a prominent location by the

club. The safety management plan provides key information in

case of an incident/emergency. The plan includes:

• A map of the facility, with emergency exits and fi re

equipment marked, as well as safe paths of travel

and assembly areas.

• Important emergency phone numbers.

6.4 First Aid/Incident Reports

All clubs should have a documented fi rst aid/incident

reporting system to ensure all incidents are recorded. It is

essential that records be kept for a minimum of three years

for adults and six years for individuals under 18, after

initial notifi cation of the incident.

6.5 Suitability of Playing Surfaces,

Buildings and Surrounds

Clubs are responsible for checking the conditions of all

facilities including the playing surface/s and buildings prior to

any use commencing, and attain approval from the referee/

umpire and by the respective association or team captains to

determine the suitability of the facilities for competition.

6.6 Suitability Of Equipment

Clubs are responsible for ensuring all equipment being

used meets Australian Safety Standards. An example of

this is that all portable soccer goal posts must meet certain

requirements to prevent accidents, including an ability to

withstand a certain hanging weight. They should also be

anchored and contain a warning message.

For more information visit the ‘Banned and Regulated

Products’ page on Consumer Aff airs Victoria’s website at

www.consumer.vic.gov.au

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Section 7

ASSET MAINTENANCE

7.1 Maintenance Responsibilities

Maintenance responsibilities for all clubs and Council are

outlined in Schedule B of Licence and Schedule C of Lease

Agreements. Please note clubs are not to undertake any

works outside of their listed responsibilities without the

prior written approval from Council’s Leisure Services

Department and must report any structural issues or

Council maintenance responsibilities immediately.

For easy reference, the standard licence and lease

maintenance responsibilities have been attached as

Appendix 1 and 2.

7.2 Facility Inspections

Council undertakes facility inspections of all sports

facilities at least twice a year using the IMS Inspection

Software to ensure facilities are being kept at the required

standard, and clubs are following the terms and conditions

of their agreements.

The inspections provide Council with an opportunity to be

proactive in identifying issues with facilities that are either

a Council or club responsibility.

Following inspections, a report is generated including

photos and sent to each club with Council outlining the

items that require follow up and their priority level,

including the following time frames for completion.

Urgent items: 24 hours

Action required: Two weeks

If clubs fail to undertake rectifi cation works within the

required time frame for urgent items, Council will organise

the works to take place at the club’s cost. For action

required items, clubs are provided with a further week to

rectify issues and if not completed after that, then Council

will organise works at the club’s cost.

7.3 Sportsground Inspections

Council undertakes monthly inspections of sportsgrounds

to ensure they are at an acceptable standard and suitable

for use. If the condition of a ground deteriorates to a level

where usage needs to be reduced or ceased, Council

will contact the aff ected club and discuss options for an

alternative venue.

If a sportsground receives a score lower than 75 per

cent, the sportsground will be unavailable for training or

competition and the following procedures will come into

place:

• The aff ected clubs will be contacted and the issue

with the surface discussed.

• A reactive maintenance program will be developed to

assist with the improvement of the sportsground.

• The sportsground will be inspected again as soon as

possible.

• The sportsground will be re-opened once a score of

75 per cent or more is achieved.

Clubs that are aff ected by a sportsground that receives a

score of less than 75 per cent are entitled to a discounted

‘club allocation rate’ at the Keilor Park Synthetic Sports

Fields.

7.4 Security And Keys

Clubs are required to provide Council with a list of key

holders annually and advise Council if any key holders

change through the season/year.

Lost and/or stolen keys must be reported to Council

immediately. Stolen keys must also be reported to the

police. The club is responsible for the cost of replacing lost

or stolen keys and for the rekeying of facilities if a security

risk is posed.

Prior written consent from Leisure Services must be

obtained before clubs can connect an alarm system to a

building/pavilion. Alarm codes must be supplied to Council.

Council issued building locks and padlocks must not be

changed without written consent from Council’s Leisure

Services Department.

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Section 8

CAPITAL, MINOR AND CLUB FUNDED WORKS

8.1 Capital Works

Capital works projects are major works on Council owned

and managed land. These include optimising the use

of existing facilities, developing additional facilities at

existing sporting reserves, as well as developing new

sports facilities.

The Brimbank Sports Facility Development Plan 2012

(10 years) contains a comprehensive strategy for the

management and development of sport and recreation

facilities in Brimbank. The plan identifi es the key sporting

infrastructure challenges posed by recreation participation

trends and population change in Brimbank and presents

solutions for their challenges within the constraints of the

likely available budget.

Council’s annual capital works program is directly informed

by the 10-year Facility Development Plan projects listed

in the Sports Facility Development Plan. These projects

have been based on current sporting needs throughout

the community, prioritised using the Facility Development

Matrix Score System listed in the plan.

The Sports Facility Development Plan also includes facility

standards which are used by Council when constructing or

refurbishing sports pavilions to determine the provision

and size of each component of a building. Council will

only provide areas that benefi t the community and clubs

will be responsible for the cost of other components

(e.g. gymnasiums, bars etc.) if they want them included.

8.2 Annual Rolling Programs

The Brimbank Sports Facility Development Plan also

includes priority orders for the following annual rolling

programs (subject to budget) which upgrade sports facility

infrastructure for the benefi t of clubs and the community:

• Sportsground reconstruction program - Full

reconstruction of an oval annually including

drainage, irrigation surface and associated

infrastructure.

• New sportsground development program -

Development of new sportsground to meet

community needs.

• School partnerships - Investment in school sports

facilities to increase community access to sports

facilities on school land.

• Sportsground lighting - Renewal or provision of

sportsground lighting to the Australian Training

Standard.

• Sports reserve car parks - New car parks to service

sports grounds.

• Sports reserve irrigation installation/upgrades -

Installation or upgrade of old ineffi cient irrigation

systems on sportsgrounds to improve the surface

through better irrigation.

• Perimeter fence replacement - Replacement of

perimeter reserve fencing with a lower fence

to improve the accessibility of the reserve to all

members of the community.

• Players benches/coaches boxes - Installation or

upgrade of players benches/coaches boxes on

sportsgrounds.

• Shade structures - Installation of shade structures

at sportsgrounds with little protection from the

elements.

• Goal post replacement - Replacement of existing

goal posts with new goal posts.

• Storage refurbishment - Cladding of shipping

containers to ensure the security of the structures

remains but are more visually pleasing.

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8.3 Minor Works

In addition to capital works, Council has an annual minor

works program that funds smaller projects that provide a

benefi t for clubs and the community. Clubs are encouraged

to contact their respective Council offi cer to discuss minor

works proposals for the facilities they use.

8.4 Club Funded Minor Works

Clubs are required to receive written Council permission

prior to undertaking any works on a Council asset that is

outside their responsibilities in their user agreement. To

assist clubs in understanding the process, the ‘Guidelines

for obtaining Council permission for all minor works to

Council sporting facilities’ have been developed.

Please note, as outlined in the clubs user agreement, all

improvements made on Council land becomes a Council

asset and is owned by Council.

Clubs wishing to fund works should read the above

mentioned guidelines and contact their Council contact to

discuss the proposed works further, prior to completing

the application form.

When the application form, including all required

attachments is received by Council, all relevant Council

departments will be consulted in making the decision if

the works can occur and the club will be informed of the

outcome and any additional conditions.

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Section 9

GRANTS AND FUNDING

From time to time, external funding bodies such as State

or Federal government will announce funding programs

that could be benefi cial to your club.

When external funding opportunities become available,

Council will consider the most appropriate projects listed

in the Sports Facility Development Plan that meet the

objectives and assessment criteria of the funding, to

identify which projects are put forward for consideration.

On occasion, funding open to local clubs which must be

applied for by Council becomes available. At such times

Council will promote the opportunities to all clubs and

advise clubs of the expression of interest process that

will be conducted to determine the most appropriate club

projects to be put forward for funding consideration.

Listed below are some funding opportunities for sports

clubs. Please be aware that these may change over a

period of time.

9.1 Brimbank Community Grants

The Brimbank Community Grants Program aims to provide

resources for activities that support and improve the

community’s health and wellbeing, life-long learning and

build capacity through partnerships and networks.

Sports clubs and organisations can apply for funding in

the ‘Sport Recreation & Youth’ category to support the

promotion and development of inclusive activities related

to sport, recreation and healthy lifestyles.

Projects that demonstrate sustainability through the

development of partnerships between sport/recreation

clubs, community groups and organisations are highly

considered.

Examples of funded projects include a junior girls’

development program; increasing participation

opportunities for people with a disability; and programs

focusing on increasing social connectivity with culturally

diverse communities through sport.

For more information please visit the Council’s website or

contact your relevant Council offi cer.

9.2 Active Club Grants

VicHealth’s Active Club Grants aims to assist community

sport and active recreation clubs in overcoming barriers

to participation in their club by improving the safety of

sport environments, by addressing actual and/or perceived

risks associated with fear of injury, as well as overcoming

cost barriers associated with the purchase of essential

equipment and uniforms.

The following items are eligible for funding:

• Injury prevention equipment that is transferable,

for example, fi rst aid kits, helmets, goal post

padding, batting pads, protective gloves, goalie

gear, catcher’s gear.

• Automated external defi brillator (AED) to the value

of $500 towards the purchase and up to $150

towards accredited AED training.

• Essential sporting equipment/items required to

participate in an activity that are also transferable

to other participants and remain the property of

the club/organisation, for example, bats, racquets,

gloves, team equipment kits, team playing

uniforms, match balls, badminton nets.

• Modifi ed equipment, for example. adaptive

equipment for people with disabilities such as bell

balls, bowling arms and portable ramps.

Visit

www.vichealth.vic.gov.au

for more information.

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9.3 Community Facility Funding

Program

The Community Facility Funding Program is a State

Government program providing high quality, accessible

community sport and recreation facilities across Victoria

by encouraging:

• Increased sport and recreation participation.

• Increased access to sport and recreation

opportunities.

• Better planning of sport and recreation facilities.

• Increased female and junior participation.

• Innovative sport and recreation facilities.

• Environmentally sustainable facilities.

• Universally designed facilities.

The Community Facility Funding Program provides

grants for planning and building new and improving

existing facilities where communities meet, interact and

participate in sport.

Applications can only be made by Council which must

manage successful funding grants and oversee works.

Relevant categories for clubs include:

Sponsors

tails/ logo.

Can cover 100

per cen

t of

sign.

As above

Suitable

perimeter

or periphery

fence, must

meet location

performance

standards.

No more than

5sqm.

Short Term

ent Detail

Sign

Specifi c

club

organised

community

events, activities

or charitable

functions not held

for commercial

purposes.

Covers no more

than 20 per

cent of the

sign located at

bottom of sign.

Up to four

weeks prior

to the activity

and removed

next working

day following

activity.

Must meet

location

guidelines and

not be a safety

hazard.

Maximum

dimensions of

2.4m x 1.2m (8ft

x 4ft).

Yes

Short Term

ent

Sponsorship

Sign

Sponsor

tails/ logo.

Can cover

100 per cent

of sign.

Duration of

event, generally

one day.

Within reserve,

must meet

location

performance

standards.

No more than 5

sqm.

Generally a combination of recommended signage is encouraged.

Club and event signs can face outwards and be seen from outside the

site, where sponsorship signs should face inwards and not be seen

from outside the site.

LONG TERM

CLUB SIGN

LONG TERM

CLUB SIGN

SHORT TERM

EVENT SIGN

SHORT TERM

EVENT DETAIL SIGN

SHORT TERM

SPONSORSHIP SIGN

LONG TERM

SPONSORSHIP SIGN

SHORT TERM EVENT

SPONSORSHIP SIGN

SHORT TERM

SPONSORSHIP SIGN

LONG TERM

SPONSORSHIP SIGN

SPONSOR

NAME

SPONSOR

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10.5 Food Handling Permits

The Food Act 1984

controls the sale of food in Victoria,

with its main purpose being to protect people from food

borne illness. All food premises including sports clubs

selling food must ensure that food sold or prepared for sale

is safe for human consumption. Sports Clubs that sell food

are required to hold a Food Registration Certifi cate which

is available for a fee from Council’s Environmental Health

Department, which can be contacted on

9249 4919

Sports clubs who operate temporary food stalls, which

are one day events such as sausage sizzles, fetes,

festivals and fundraising events, require a Temporary

Food Vendors Permit. Should your club wish to hold one

of these anywhere in the municipality, you need to do the

following:

• Contact the Environmental Health Unit on

9249

4919

to request an information pack.

• Fill in the application form.

• Submit to Council the completed application form at

least 14 working days prior to the event.

10.6 Liquor Licences

All sports clubs that sell or consume liquor on Council

premises require the appropriate liquor licence from the

Victorian Commission of Gambling and Liquor Regulation

(VCGLR).

The following types of liquor licences are available

for clubs to determine which one best suits their

requirements:

• BYO permit – when clubs only want a permit that

allows members and their guests to bring their own

liquor and drink it on club premises.

• Restricted club licence – when clubs want to sell

liquor to members and their guests on the club

premises.

• Renewable limited club licence – when clubs want

to sell alcohol from a booth or marquee outside the

club rooms or hold events run by non-members.

• Full club licence – allows all the above circumstances

as well as other events and functions.

• Temporary liquor permits – clubs are also able to

apply for temporary liquor permits when they are

having one-off events not at their club rooms and

not covered under the other party’s liquor licence or

they need to extend their existing license for a one

off or series of events.

For more information and to apply please visit the VCGLR

website at

www.vcglr.vic.gov.au

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Section 11

Useful Websites

Access for All Abilities

www.aaavic.org.au

Australian Council for Health, Physical Education and Recreation

www.achper.org.au

Australian Drug Foundation

www.adf.org.au

Australian Institute of Sport

www.ais.org.au

Australian Sports Anti-Doping Agency

www.asada.gov.au

Australian Sports Commission

www.ausport.gov.au

Australian Sports Commission - coaching and offi ciating

www.ausport.gov.au/participating/coaches

Consumer Aff airs Victoria

www.consumer.vic.gov.au

Department of Transport, Planning and Local Infrastructure - Grants

www.dtpli.vic.gov.au/grants

Good Sports Accreditation Program

www.goodsports.com.au

Heart Foundation

www.heartfoundation.com.au

Parks & Leisure Australia - Victoria/Tasmania

www.parksleisure.com.au

Parks Victoria

www.parkweb.vic.gov.au

Play by the Rules

www.playbytherules.net.au

Quit Victoria

www.quit.org.au

Smartplay

www.smartplay.com.au

Sport & Recreation Victoria

www.sport.vic.gov.au

Sports Community

www.sportscommunity.com.au

SunSmart

www.sunsmart.com.au

VicHealth

www.vichealth.vic.gov.au

VicSport

www.vicsport.asn.au

Victorian Institute of Sport

www.vis.org.au

YMCA

www.victoria.ymca.org.au

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APPENDICES

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Appendix 1

STANDARD LICENCE CLUB/COUNCIL MAINTENANCE

RESPONSIBILITIES

Internal

Item

Work

Council

Responsibilities

Occupant

Responsibilities

Plumbing

Cost of internal repair due to misuse – including blocked toilets

and drains

✓

Replacement of plumbing fi

ttings, toilet bowls, cisterns and

taps at end of useful life

✓

Repair to dripping taps including Replacement of washers in taps

✓

Electrical

wiring, fi ttings

and ligh

Addition to power poin

ts and lighting (require – Certifi c

ate of

Complianc

✓

Repair and replacement of all light globes and fi xtures

✓

Regular cleaning of light fi xtures

✓

Repair and replacement of all building wiring from main supply

including the switchboard, safety switches, power points and

light switches (not new)

✓

Portable

applianc

es e.g.

fans, kettles,

food processors,

whitegoods.

Replacement and repair as required of minor appliances

✓

Saf

ety tagging of club appliances

✓

Mechanical

Air conditioning

and hea

ting

appliances

Initial installation

✓

Servic

e and r

epair as per requirements

✓

(if installed

by Council)

✓

(if installed

by club)

Replace at end of useful life

✓

(if installed

by Council)

✓

(if installed

by club)

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Fabrication

Ceilings, walls,

wall fi nishings

e.g. tiles and

skylights

Regular cleaning

✓

ost of repair due to misuse

✓

Replac

ement/repair

✓

Floor surfaces

and c

overings

Regular cleaning including routine st

eam cleaning, fl oor

polishing as outlined in Floor Maintenance Schedule

✓

(Council

approval of

products required)

Replacement or repair of fl oor coverings at end of useful life or

as determined by Risk Assessment

✓

Cost of repair or replacement of fl oor coverings due to misuse

✓

Painting

Cost of Internal painting if damaged due to misuse

✓

ternal painting (in accor

dance with maintenance programs)

✓

Glass

Regular cleaning

✓

Replace broken windows due t

o misuse

✓

Replace broken windows from vandalism

✓

Replace broken window arising from structural fault or age

✓

Fixtures & Fittings

urnishings

and Equipment

including tables,

chairs e

tc.

Purchase of units (tables, chairs etc.) with fl

oor protection on legs

✓

Cleaning

✓

eplacement and repair

✓

Curtains,

apes, blinds

Installation

✓

Regular cleaning

✓

Repair and r

eplacement

✓

Doors

(including

cupboar

d doors

and windows)

Regular cleaning and repair including hinges, knob, handles,

tches, operation etc.

✓

Minor adjustments

✓

Replacement due to age or structural fault (whole fi tting)

✓

Permanent

fi xtures

(Bench tops, hot

water service,

sinks, in-built

cupboards,

showers and

wall mounted

hot water

services. Also

includes stoves

and dishwashers

when installed

as part of

building

structure)

Regular cleaning and servicing of all fi xtures

✓

(Bench tops, hot water service, sinks, in-built cupboards, showers

and wall mounted hot water services. Also includes stoves and

dishwashers when installed as part of building structure)

✓

Replace at end of useful life

✓

Cost of repair and or replace if damaged through misuse

✓

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APPENDICES

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Range hoods Regular cleaning as per Essential Services requirements

✓

Internal

signage/club

formation or

memorabilia

Install, maintain and r

eplace all internal signs relating to Council

i.e. corporate signs or compliance signs

✓

Internal signage/club information or memorabilia

✓

Regular cleaning as required

✓

Replacement or repair of signs due to misuse

✓

Whitegoods Purchase of initial units

✓

Whitegoods

✓

Service and maintenance o

f units

✓

Bars/

gymnasiums/

saunas and all

other facilities

outside of

Council facility

standar

All responsibilities for facilities outside of Council’s Facility

tandards as outlined in the

Sports Facility Development Plan

✓

Building Compliance

egislation Ensure compliance with r

elevant legislation

✓

External

Item

Work

Council

Responsibilities

Occupant

Responsibilities

Plumbing

Repair or works required for drainage including sewerage

drains, water pipes and pits

✓

Electrical

wiring, fi ttings

and lights

epair and replacement o

f all light globes and fi xtur

✓

Replacement of all security ligh

ting

✓

Cost of repair and replacement of external wiring, switch board,

safety switches, power points and light switches if damage is

due to misuse

✓

Repair and replacement of all building wiring from main supply

including the switchboard, safety switches, power points and

light switches (not new)

✓

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Building Surrounds

Car parks

Repair and maintenance of car parks

✓

Locking car park gate outside times of permitted use t

o restrict

access

✓

Open space Initial landscaping (subject to funding)

✓

Tree lopping

✓

Tree inspections and tree car

✓

Maintaining the garden, grounds and lawns

a) Mowing

b) Weeding

c) Sweeping

d) Remove dead foliage

e) Keep all exit/entry points clear

f) Minor pruning (shrubs)

✓

Fabrication

Glass

Regular cleaning

✓

ost to replace brok

en or cracked windows from misuse by club

✓

Replace broken or cracked windows from vandalism

✓

Replace broken or cracked window arising from structural fault

or age

✓

Painting

Cost of external painting if damaged through users misuse

✓

External painting (in accordanc

e with maintenance programs)

✓

Roof, skylights,

xternal walls,

guttering and

down pipes

All cleaning, main

tenance and repair of the structure of the

emises as required, including re-hanging guttering, replacing

weather boards etc.

✓

Fittings & Fixtures

Flyscr

eens and

screen doors

Maintain screen wire door/windo

✓

Install screens

✓

Replace broken scr

eens due to age or structural fault

✓

Signage (on

building)

Gain approval, install and replace all external signs relating to club

✓

Install, main

tain and replace all external signs r

elating to

Council i.e. corporate signs or compliance signs

✓

Regular cleaning and maintenance as required

✓

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Asset Management and Health and Safety

Item

Work

Council

Responsibilities

Occupant

Responsibilities

Plumbing

Fire Services Service/annual inspection of maintenance of fi re service

equipment

✓

Pro

vision of additional units

✓

Replacement of equipment if missing

✓

Replacement

charged to group

Refi ll fi re extinguishers if discharged through accidental/misuse

✓

Replacement

charged to group

after second

occasion per

annum

Payment of fi re services levy

✓

Security

Provision of facility keys – buildings under 500m2

✓

Up to fi ve (5)

sets of k

eys

✓

Cost of

additional sets of

keys above fi ve (5)

Provision of facility keys – buildings over 500m2

✓

Up to ten (10)

sets of keys

✓

Cost of

additional sets of

keys above ten (10)

Cost of replacement for lost keys

✓

Cost of rekeying building if keys lost

✓

Replacement of damaged keys

✓

Replacement of locks external doors

✓

Replacement of lost padlocks

✓

Replacement of internal locks

✓

Club to be

charged costs

Maintain a key register

✓

Provision of and payment of all costs for a security system

✓

Security grills, roller shutters installation

✓

Security grills, roller shutters maintenance

✓

(if installed

by Council)

✓

(if installed

by Club)

Costs associated with clubs not setting monitored alarms or

calls outs to re alarm monitored alarms

✓

Garbage

ecycling

Regular domestic waste/r

ecycling collection

✓

Provision of garbage/recycling bins as determined by facility size

✓

Placement of bins for collection

✓

Provision of rubbish skips

✓

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Building

Essential Services Inspections

✓

Develop and display Emergency Evacua

tion Procedures in

prominent location

✓

Conduct annual condition audit

✓

Conduct bi-annual facility inspections

✓

Graffi ti removal

✓

Pathways to exits

Clear access to exit doors at all times

✓

Pest control Pest control relating to structural items i.e. termites

✓

All pest control as required in

ternal and external e.g. spiders,

mice, rats etc.

✓

Cleaning

Keep premises in clean, sanitary condition

✓

Sports Ground Infrastructure

Council

Responsibilities

Occupant

Responsibilities

General Facility

Sportsground

surface

Initial installation/construction

✓

Mowing (in accordance with main

tenance program)

✓

Maintenance including topdressing, fertilising, aerating,

seeding, spraying, turfi ng and turf conversion (in accordance

with maintenance program)

✓

Ground markings. Must be for specifi c use on turf grass only and

not damage grass

✓

Sportsground

fencing -

around ground/

courts

Installation

✓

Main

enance

✓

Installation and maintenance of wind breaks

✓

Sportsground

encing –

Perimeter of

acility

Maintenance of existing

✓

Installa

tion of new - applications for exclusion fencing around the

perimeter of the reserve will not be permitted. Council preference

is for all sports reserves to remain accessible, as public open space,

to the community at all times (unless by commercial agreement)

N/A

Sportsground

encing –

internal fencing

and bollards

Installa

tion

✓

Main

tenance

✓

Scoreboards Provision and installation of scoreboards

✓

Main

tenance of scor

eboards

✓

Replacement of scoreboards

✓

Removal of graffi ti

✓

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Coaches/

players

benches

Provision of coaches/players benches

✓

Main

tenance of coaches/pla

yers benches

✓

(if installed

by Council)

✓

(if installed

by Club)

Repairs caused by misuse by club

✓

Repairs caused by vandalism

✓

Replacement of coaches/players benches

✓

Sportsground/

ourt signage

Installation of signage

✓

Maint

enance of signage including appropriate fastening

(club installed)

✓

Maintenance of signage (Council installed)

✓

Irrigation

Maintenance and replacement of automatic and manual

irrigation systems

✓

Initial supply of sprinklers/quick couplers/hoses for manual systems

✓

Maintenance and securing of sprinklers/quick couplers/hoses

for manual systems

✓

Replacement of sprinklers/quick couplers at end of useful life

✓

Replacement of stolen/damaged sprinklers/quick couplers

(must be accompanied by relevant police report)

✓

Operation of automatic and manual irrigation systems

(in accordance with water restrictions)

✓

Storage of all watering equipment neatly and safely

✓

Installation, maintenance and repair of water tanks and pumps

(subject to funding)

✓

Flag poles Installation of fl ag

poles

✓

Maintenance o

f fl ag poles

✓

Replacement of fl ag poles

✓

Sports lighting Installation of sports lighting

✓

Main

tenance/replacemen

t of globes

✓

Maintenance/replacement of poles

✓

Maintenance/replacement of electrical supply including wiring

and distribution boards (subject to funding)

✓

Ground/court

surr

ounds

Collection of rubbish after mat

ches and training

✓

Park furniture Maintenance of Council installed park furniture

✓

Playgrounds Maintain playgrounds to Australian Standard

✓

Other

Installa

tions

✓

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Sport Specifi c Infrastructure

Item

Work

Council

Responsibilities

Occupant

Responsibilities

Athletics

infrastructure

Provision and maintenance of discus cage

✓

Replacement of discus cage at end o

f useful life

✓

Major maintenance works/renovation of jumping pits (subject

to funding)

✓

Long jump pits - initial supply of sand at commencement of season

✓

Long jump pits – maintenance across sports season

✓

Long jump pits – Ccovering when not in use to reduce sand loss.

✓

Provision of public address systems/power bollards etc. (subject

to funding)

✓

Maintenance of power bollards

✓

Maintenance of public address systems

✓

Replacement of public address systems/power bollards etc. at

end of useful life

✓

Baseball/Softball

Baseball/

ftball

infrastructure

Pro

vision, maintenance and replacement of fl y

nets

✓

Batting cages

Ref

er to cricket

nets

Player benches

✓

Major maintenance works/renovation of pitching mounds/skins

(subject to funding)

✓

Pitching mounds/skins - initial supply of soil at commencement

of season, maintenance across playing season

✓

Edging of base running areas

✓

Spraying of base running areas, off season

✓

Weeding of base areas during season

✓

Cricket

Concrete

Cricke

t wickets

Provision of concrete wicket

✓

Replacement of concr

ete wickets that are damaged

✓

Modifi cations to concrete wicket

✓

Replacement of concrete wicket at end of useful life

✓

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Synthetic

Cricket pitches

Initial installation

✓

Repair due to wear and tear

✓

Repair due to vandalism

✓

Replacement at end of useful life

✓

Winter covering – adding and removing winter covering

✓

Turf Cricket

pit

ches

Major maintenance works/r

enovation of turf table

✓

Supply of soil, seed and fertiliser at commencemen

t of and

duration of season

✓

Preparation and maintenance across playing season

✓

Supply and use of covers

✓

Maintenance/replacement of covers

✓

Practice turf

wick

ets

Renova

tion, supply of all materials, maintenance and

preparation

✓

Cricket training

Initial installation of new nets – C

ouncil will provide no more

than three (3) cricket training nets. One (1) must be accessible

to the community at times other than club training

✓

Maintenance of concrete pitches

✓

(if no public

access)

Maintenance of netting

✓

(if no public

access)

Repair of synthetic surface due to wear and tear

✓

(if no public

access)

Maintenance/replacement of synthetic surface due to vandalism

✓

Replacement at end of useful life (refer initial installation)

✓

Run ups to cricket nets

✓

(if no public

access)

Football/Soccer/Rugby

Goal P

osts –

Football, Soccer

and R

ugby

Initial installation

✓

epair due to wear, tear and v

andalism.

✓

Seasonal maintenance

✓

Replacement at end of useful life

✓

Seasonal installation and removal and appropriate storage

during off -season (where installed by Council)

✓

Seasonal installation and removal and appropriate storage

during off -season (club owned)

✓

Portable Soccer

goals

Provision, maintenance, replacement and storage of portable

goals

✓

Goal nets/

corner fl ags

Provision, maintenanc

e and replacement of goal nets/corner

fl ags

✓

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Goal post

padding/fl ag

holders

Provision, maintenance and replacement of goal post padding/

fl ag

holders

✓

Sportsground

fencing –

players races

Installa

tion

✓

epairs

✓

Maintenance

✓

Glossary Of Terms

*Council permission required

No work may begin until written approval has been

received from Council. Works must be undertaken by

a registered licensed company relevant to trade to

undertake works. Certifi cates of compliance are required

where relevant.

Misuse

Use incorrectly, mistreat or abuse.

End of useful life

When an asset or component no longer serves the function

for what it is intended for or poses a risk in serving its

intended function. If clubs allow any installations under

their responsibility to deteriorate to a condition that is

a danger to the community or is inappropriate for a built

structure in a Council reserve, it will be removed by Council

and the club will be charged accordingly.

Occupant

An incorporated organisation that agrees to access

Brimbank City Council facilities under the terms and

conditions of an agreement.

OH&S requirements/regulations

Clubs are not permitted to undertake any works without

meeting the appropriate OH&S requirements/regulations.

Clubs are required to abide by the following Australian

Standards in relation to Portable Soccer Goals: Portable

Soccer Goals –

HB 227-2003 – Manufacture, Use and

Storage

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Appendix 2

STANDARD LEASE CLUB/COUNCIL MAINTENANCE

RESPONSIBILITIES

Internal

Item

Work

Council

Responsibilities

Occupant

Responsibilities

Plumbing

Cost of internal repair due to misuse – including blocked toilets

and drains

✓

Replacement of plumbing fi

ttings, toilet bowls, cisterns and

taps at end of useful life

✓

Repair to dripping taps including Replacement of washers in taps

✓

Electrical

wiring, fi ttings

and ligh

Addition to power poin

ts and lighting

✓

epair and replacement of all ligh

t globes and fi xtures

✓

Regular cleaning of light fi xtures

✓

Repair and replacement of all building wiring from main supply

including the switchboard, safety switches, power points and

light switches (not new)

✓

Portable

appliances

e.g. fans,

kettles, food

ocessors,

whitegoods

Replacement and repair as required of minor appliances

✓

Saf

ety tagging of club appliances

✓

Mechanical

Air conditioning

and heating

appliances

Initial installation

✓

(if included in

w build)

✓

Service and repair as per requir

ements (if detailed in occupancy

permit)

✓

Service and repair as per requirements (if not detailed in

occupancy permit)

✓

Replace at end of useful life

✓

(if installed

by Council)

✓

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Fabrication

Ceilings, walls,

wall fi nishing’s

e.g. tiles and

skylights

Regular cleaning

✓

ost of repair due to misuse

✓

Replac

ement/repair

✓

(Major repairs/

replacement

due to building

faults)

✓

*(cost of

repairs/

replacement due

to use/misuse)

Floor surfaces

and c

overings

Regular cleaning including routine st

eam cleaning, fl oor polishing

✓

Replacement or repair of fl oor coverings at end of useful life or

as determined by risk assessment

✓

Cost of repair or replacement of fl oor coverings due to misuse

✓

Painting

Cost of internal painting if damaged due to misuse

✓

Internal painting

✓

(as per

maint

enance

program)

✓

Glass

Regular cleaning

✓

Replace broken windows due t

o misuse

✓

Replace external broken windows from vandalism

✓

Replace broken window arising from structural fault or age

✓

Fixtures & Fittings

urnishings

and equipment

including tables,

chairs e

tc.

Purchase of units (tables, chairs, etc.)

✓

Cleaning

✓

eplacement and repair

✓

Curtains,

apes, blinds

Installa

tion

✓

Regular cleaning

✓

Repair and replac

ement

✓

Doors

(including

cupboar

d doors

and windows)

Regular cleaning and repair including hinges, knob, handles,

tches, operation etc.

✓

Minor adjustments

✓

Replacement due to age or structural fault (whole fi tting)

✓

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Permanent

fi xtures (bench

tops, hot

water service,

sinks, in-built

cupboards,

showers and

wall mounted

hot water

services.

Also includes

stoves and

dishwashers

when installed

as part of

building

structure)

Regular cleaning of all fi xtur

✓

Repair as required

✓

Replace at end of useful life

✓

Repair and or replace if damaged through demonstrated misuse

✓

Permanent

fi xtures

installed by Club

Repairs, main

tenance and replacement.

✓

Range hoods Regular cleaning as per essential services requirements

✓

Internal

signage/club

formation or

memorabilia

Install, maintain and r

eplace all internal signs relating to Council

i.e. corporate signs or compliance signs

✓

Install, maintain and replace all internal signs relating to Club

✓

Regular cleaning as required

✓

Replacement or repair of signs due to misuse

✓

Whitegoods Purchase of initial units

✓

Replacement of units

✓

Service and main

tenance of units

✓

Building Compliance

egislation Ensure compliance with r

elevant legislation

✓

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External

Item

Work

Council

Responsibilities

Occupant

Responsibilities

Plumbing

Repair or works required for drainage including sewerage

drains, water pipes and pits

✓

Electrical

wiring, fi ttings

and lights

epair and replacement o

f all light globes and fi xtur

✓

Replacement of all security ligh

ting

✓

Cost of repair and replacement of external wiring if damage is

due to misuse

✓

Repair and replacement of all building wiring from main supply

including the switchboard, safety switches, power points and

light switches (not new)

✓

Building Surrounds

Repair and maintenance of car parks

✓

Initial landscaping (subject t

o funding)

✓

Tree inspections and tree maint

enance

✓

Maintaining the garden, grounds and lawns inside the leased area.

g) Mowing

h) Weeding

i) Sweeping

j) Remove dead foliage

k) Keep all exit/entry points clear

l) Minor pruning (shrubs)

✓

Maintenance, inspection, repair and replacement of

playgrounds (inside leased area)

✓

Installation, maintenance, repairs and replacement of storage

sheds.

✓

Installation, maintenance, repair and replacement of outdoor

furniture/ shade

✓

Installation, maintenance, repair and replacement of shade

structures

✓

(if installed

by Council)

✓

(if installed be

club)

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Fabrication

Glass

Regular cleaning

✓

Replace broken or crack

ed windows from misuse

✓

Replace broken or cracked windows from vandalism

✓

Replace broken or cracked window arising from structural fault

or age

✓

Painting

Cost of external painting if damaged through users misuse

✓

Ext

ernal painting

✓

(as per

maintenanc

program)

✓

Roof, skylights,

xternal walls,

guttering and

down pipes

All cleaning, main

tenance and repair of the structure of the

emises as required including re-hanging guttering, replacing

weather boards etc.

✓

Fittings & Fixtures

Flyscr

eens and

screen doors

Maintain screen wire door/windo

✓

Install screens

✓

Replace broken scr

eens due to age or structural fault

✓

Signage

Gain approval, install, maintain and replace all external signs

elating to club

✓

Install, maintain and r

eplace all external signs relating to

Council e.g corporate signs or compliance signs

✓

Regular cleaning as required

✓

Replacement, maintenance of signs due to misuse

✓

Asset Management and Health and Safety

Work

Council

Responsibilities

Occupant

Responsibilities

Fire Services

Service/annual inspection of maintenance of fi re service equipment

✓

Provision of additional units

✓

Replacement of equipment if missing

✓

Replacement cost

charged to club

Refi ll fi re extinguishers if discharged through accidental/misuse

✓

Replacement

cost charged to

club after second

occasion per

annum

Payment of fi re services levy

✓

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Security

Provision of facility keys – buildings under 500m2

✓

Up to fi ve (5)

sets of keys

✓

Cost of

additional sets of

keys above fi ve (5)

Provision of facility keys – buildings over 500m2

✓

Up to ten (10)

sets of keys

✓

Cost of

additional sets of

keys above ten (10)

Cost of replacement for lost Council lock keys

✓

Replacement of damaged Council lock keys

✓

Replacement of Council locks external doors

✓

Replacement of internal locks

✓

Maintain a key register

✓

Provision of and payment of all costs for a security system

✓

Security grills, roller shutters installation

✓

Security grills, roller shutters maintenance

✓

Costs associated with clubs not setting monitored alarms or

calls outs to re alarm monitored alarms

✓

Garbage /

ecycling

Regular domestic waste/r

ecycling collection

✓

Provision of bins as determined by facility size

✓

Placement of bins for collection

✓

Provision of rubbish skips

✓

Building

Prepare maintenance schedules

✓

onduct annual condition audit

✓

Develop and display Emer

gency Evacuation Procedures in

prominent location.

✓

Conduct bi-annual facility inspections

✓

Graffi ti removal due to vandalism outside of leased area

✓

Graffi ti removal inside leased area

✓

Pathways to

xits

Clear access to exit doors a

t all times

✓

Pest control Pest control relating to structural items i.e. termites

✓

All pest control as required in

ternal and external i.e. spiders, mice

✓

Cleaning

Keep premises in clean, sanitary condition

✓

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Playing Surface and Associated Infrastructure

Work

Council

Responsibilities

Occupant

Responsibilities

General Facility

Sportsground

surface

Refer to sport specifi c infrastructure

Sportsground

encing – inside

leased area

Installation (subject to appro

val)

✓

Main

tenance and repairs

✓

Internal fence replacement

✓

Sportsground

encing –

perimeter of

facility

epairs to due to vandalism

✓

epairs due to misuse

✓

Replacement of fence that forms lease boundary

✓

Supply, maintenance and replacement of attachments to fence

(signs, scoreboards, windbreaks etc.)

✓

Ongoing maintenance of fencing posts and cross arms

✓

Scoreboards Provision of scoreboards

✓

Main

tenance of scor

eboards

✓

Replacement of scoreboards

✓

Removal of graffi ti

✓

Coaches/

pla

yers

benches

Provision of benches

✓

Main

enance of benches

✓

Replacement of benches

✓

Signage

Installation of signage

✓

Main

tenance of signage (club installed)

✓

Main

tenance of signage (Council installed)

✓

Irrigation

Installation, maintenance and replacement of irrigation systems

✓

torage of all wa

tering equipment neatly and safely

✓

Installation, maintenance and repair of water tanks and pumps

✓

Flag poles Installation of fl ag

poles

✓

Maintenance o

f fl ag poles

✓

Replacement of fl ag poles

✓

Sports lighting Installation of sports lighting

✓

(subject to

rolling program)

✓

Maintenance of sports lighting including globe replacement,

cleaning, aiming of lamps and wiring in the pole

✓

Structural integrity of light poles and power supply to pole

✓

Maintenance/replacement of electrical supply including wiring

and distribution boards to the pole. (subject to funding)

✓

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Ground/court

surrounds

Collection of rubbish after use

✓

Outdoor

furniture

Maintenance of park furnitur

e inside leased area

✓

Other

installations

✓

Sport Specifi c Infrastructure

Work

Council

Responsibilities

Occupant

Responsibilities

Tennis

Porous/clay

courts

Installation of new

✓

Repairs to foundation/base

✓

Maintain and secur

e bricked edges

✓

Broken, raised or chipped lines and/or protruding nails

✓

Topping up and spreading en tout cas

✓

Daily maintenance (bagging, sweeping, watering etc.)

✓

Hardcourt

(including

acrylic)

Installation of new

✓

epairs to foundation/base

✓

Replac

ement of acrylic surface

✓

50 per cent

costs subject

to funding

availability.

Conditions apply

✓

100 per cent

or 50 per cent

costs subject

to funding

availability.

Conditions apply

Maintenance of acrylic surface

✓

External court drainage (including spoon drains, lids, grates)

✓

Regular maintenance (sweeping, power washing)

✓

Line remarking

✓

Synthetic

ass/clay

Installation of new

✓

Repairs to foundation/base

✓

Replacement of synthetic surface

✓

50 per cent

costs subject

to funding

availability.

Conditions apply

✓

100 per cent

or 50 per cent

costs subject

to funding

availability.

Conditions apply

Maintenance of synthetic surface

✓

Grooming/sweeping

✓

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Equipment Nets

✓

Net posts (including winders)

✓

Hoses

✓

Drinking fountain

✓

Automatic irrigation system

✓

Sweepers, baggers and brooms

✓

Umpire chairs and other related equipment

✓

Keys

Key access to at least one pavilion door and one court gate on

ouncil key system

✓

ovision of locks to club access doors and provision of club keys

to committee and members

✓

Fencing

Curled fence bottoms and minor hole repair

✓

(perimeter

fence)

✓

(Internal fence)

Ongoing maintenance of gates onto tennis courts

✓

(gates

with Council

padlocks)

✓

Bowls/ Bocce

eens/Pistes Installation of new

✓

Preparation and ongoing maintenanc

e and repairs

✓

Resurfacing

✓

Replacement at end of useful life

✓

Equipment Supply, repairs, maintenance and replacement of all equipment

✓

Fly Fishing

ond

Installation, maintenance and r

epairs of fl y casting pond

✓

Model Car

Track

Main

tenance and r

epairs of model car track

✓

Supply, maintenance, repairs and r

eplacement of equipment

supporting use of track

✓

Maintenance, repair and replacement of drivers stands

✓

Dog Clubs

Bollard

Enclosure

Supply, maintenanc

e, repairs and replacement of bollards

✓

Supply, maintenance, repairs and r

eplacement of removable mesh

✓

Model Aircraft Clubs

unways

Maint

enance, grass cutting and repairs

✓

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GLOSSARY of TERMS

*Council permission required

No work may begin until written approval has been

received from Council. Works must be undertaken by

a registered licensed company relevant to trade to

undertake works. Certifi cates of compliance are required

where relevant.

Misuse

Use incorrectly, mistreat or abuse.

End of useful life

When an asset or component no longer serves the function

for what it is intended for or poses a risk in serving its

intended function. If clubs allow any installations under

their responsibility to deteriorate to a condition that is

a danger to the community or is inappropriate for a built

structure in a Council reserve, it will be removed by Council

and the club will be charged accordingly.

OH&S requirements/regulations

Clubs are not permitted to undertake any works without

meeting the appropriate OH&S requirements/regulations.

Occupant

An incorporated organisation which agrees to access

Brimbank City Council facilities under the terms and

conditions of an agreement.

Working at height

Clubs are not permitted to undertake any works above 2.1

meters without the appropriate OH&S requirements.

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Appendix 3

SAMPLE VOLUNTEER POLICIES AND PROCEDURES

Purpose: To ensure volunteers are well catered for and treated with respect and that volunteer management is in line with

legal requirements and Volunteering Australia’s principles.

SAMPLE POLICY STATEMENTS

• (Your Club Name) values the role of volunteers as essential to the organisation. Volunteers are respected for their

skills and talents.

• (Your Club Name) aims to maximise volunteers’ potentials by creating opportunities to utilise their talents and

abilities and supporting them to develop social connections.

• (Your Club Name) will clearly specify the work of volunteers through role descriptions to ensure that roles match

volunteers’ skills, interests and capabilities.

• (Your Club Name) will provide induction to volunteers and ongoing support as required.

• The duty of care for the volunteer remains with the Committee of Management.

• (Your Club Name) will provide a safe and healthy workplace as far as is practical.

• (Your Club Name) will reimburse volunteers for any purchases where receipts can be provided. Volunteers will not be

reimbursed for general costs e.g. phone unless approved.

• “Your Club Name” Committee of Management will ensure an appropriate level of insurance cover for volunteers.

• Volunteers will be briefed and provided training on the relevant legislative requirements related to their role

e.g. Victorian Information Privacy Act, Working with Children Checks.

• All volunteers must adhere to the policies and Code of Conduct and need to understand that failure to do so may

result in disciplinary action or dismissal.

• All volunteers will be subject to a probationary period of three months to ensure that the role is right for them and

that they are suitable for the role.

• Volunteers have the right to refuse work which is outside their role description.

• Volunteers have the right to leave their role but should give as much notice as possible. The Club Committee can

decide to terminate a volunteer position for just cause e.g. gross breach of the Codes of Conduct. Dismissal in other

instances will be a last resort after other attempts or approaches have failed.

This Volunteer Policy applies to all volunteers at the Club, long and short-term as well as the Club Committee of

Management.

Sample Volunteer Privacy Policy and Procedures

Approval Date:

Review Date:

ersion No:

President:

Sign:

Name:

Vice-President: Sign:

Name:

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Appendix 4

SAMPLE JOB DESCRIPTIONS

Insert club logo

Sample PD - President

Position Summary

Position:

President

Reports to:

<insert>

Remuneration:

This is a volunteer position. Reimbursement policies apply where appropriate.

Hours:

<insert>

Start Date:

<insert>

Term:

<insert>

Location:

<insert>

About <club name>

<insert>

Purpose

The role of the President is to provide the principle leadership and responsibility for the organisation and the Committee.

Responsibilities

• Chair Committee meetings ensuring that they are run effi ciently and eff ectively.

• Act as a signatory for the club in all legal purposes and fi nancial purposes.

• Regularly focus the Committee’s attention on matters of club governance that relate to its own structure, role

and relationship to any paid employees.

• Periodically consult with Committee members on their role, to see how they are going and help them to

optimise their contribution.

• Work with the Committee to ensure: The necessary skills are represented on the Committee; a succession plan

is in place to help fi nd new Committee members when required; goals and relevant strategic and business plans

are developed in order to achieve the goals of the club.

• Work with the treasurer to manage any paid employees of the club including recruitment, retention, salary and

performance reviews, etc.

• Serve as a spokesperson for the club when required.

• Communicate regularly and systematically with the presidents of the member clubs, the league, association

and or parent body.

• Assist in the development of partnerships with sponsors, funding agencies, local and state government,

shared facility users and organisations that are relevant to the goals of the club.

Personal Attributes

• be well informed of all organisation activities and able to provide oversight.

• be a person who can develop good relationships internally and externally.

• be forward thinking and committed to meeting the overall goals of the Club.

• have a good working knowledge of the Committee Constitution, rules and duties of offi ce bearers.

• be able to work collaboratively with other committee members.

• be a good listener and attuned to the interests of members and other interest groups.

• be a good role model and a positive image for the Club in representing the Committee in other forums

(e.g. league delegate meetings).

• be a competent public speaker.

Key Relationships

• <insert>

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Appendix 5

SAMPLE VOLUNTEER INDUCTION MANUAL

1.3 Create a volunteer induction Manual

[Insert Club Name Here]

[Insert Club Logo Here]

[POSITION]

Date:

If found please return to:

[Insert name – for example the Secretary or Volunteer Co-ordinator]

[Insert their position]

[Insert club name]

[Insert club address]

[Insert contact phone number/ email

Contents

Welcoming Letter

Club History

About the Club

Vision Statement

Mission Statement

Goals/Objectives

Values

Benefi ts of Joining our Club

Contact Details: Club

Contact Details: Emergency

Role Description

Procedures for the Role

Volunteer Rights & Responsibilities

Training Information

Budget

Membership Form

Police Clearance

Policies

Claiming Expenses

Member Protection

Risk Management

Confl ict Management/Grievance

Occupational Health & Safety

Other

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[Insert Name of Volunteer]

[Insert Address of Volunteer]

Welcome and thank you for taking on the very important role of [role title] within our club. The position commences

from [date of commencement] and has [insert length] tenure. The duties and responsibilities for this position

can be found in the Role Description Section of this Volunteer Induction Manual. Please note this is not an off er of

employment and does not constitute a contract of employment with the club.

Our club highly values its volunteers. This Volunteer Induction Manual outlines the specifi cs you need to know about

the club and your role.

As a volunteer you are subject to the rules and bylaws of the club. Policies relevant to your role can be found in the

Policy Section of this Volunteer Induction Manual. If you would like to fi nd out about the club’s other policies, please

contact [contact person – i.e. secretary. Include name, position, email and phone number].

I hope that you will enjoy your time spent with the club and I look forward to working together.

Yours sincerely

[insert signature]

____________________________

[insert name and position e.g. President]

Date: ___________________________

Club History

[Insert information about how long the club has been in existence, highlights, achievements, facilities, grades,

competitions, etc.

About the Club

Vision Statement

Insert vision statement here. A vision statement explains what the club aspires to be or achieve in the future. Delete if

not applicable.

Mission Statement

Insert mission statement here. A mission statement explains why the club exists (its purpose). Delete if not applicable.

Goals/Objectives

Insert objectives here. Goals and objectives are measurable statements, which relate to how a specifi c outcome is to

be achieved. Delete if not applicable.

Values

Insert values here. Values are the ideas or beliefs that are important to the club. Delete if not applicable.

Welcoming Letter

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Benefi ts of volunteering at our Club

Many of our volunteers have benefi ted from being a part of the club. Here are some of the benefi ts you can expect:

e.g. making new friends, new experiences and skills etc.

As a volunteer member of our club you will - Include any benefi ts such as a discount off certain businesses, access to

the clubrooms for private functions, free drink every Saturday after the match, clothing or merchandise available to

the volunteer.

Contact Details: Club

Insert key contacts from your club. This can include president, vice president, secretary, treasurer, volunteer

coordinator, records offi cer or coach.

Name

Position

Contact No.

Email

Name

Position

Contact No.

Email

Contact Details: Emergency

Insert emergency information contact details e.g. local police, local hospital, etc.

Organisation

Name

Position

Address

Contact No.

Notes

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Role Description

Insert a copy of the role description here. A role description should include:

• Role/Title.

• Description.

• Qualifi cations needed/desired.

• Duties/responsibilities.

• Skills/knowledge required.

• Experience required/desired.

• Requirements of this position regarding mandatory reporting.

• Approximate number of hours required.

• Tenure.

• Location.

Procedures for the Role

Insert procedures related to the position. This is the detail from the role description on how things are done, kept,

stored and processed. To help develop this section read through the role description and outline how each point is

achieved. For example, in the role description the duty of the secretary may be to check the mailbox and respond to

letters. This section would detail how often the mail is checked, on what day and where the mailbox is located. Where

equipment or keys are kept should also be included.

Volunteer Rights & Responsibilities

The following example is taken from Volunteering Australia.

As a volunteer you have the right:

• to work in a healthy and safe environment (refer to various Occupational Health and Safety Act[s]).

• to be interviewed and engaged in accordance with equal opportunity and anti-discrimination legislation.

• to be adequately covered by insurance.

• to be given accurate and truthful information about the organisation for which you are working.

• to be reimbursed for out-of-pocket expenses.

• to be given a copy of the organisation’s volunteer policy and any other policy that aff ects your work.

• not to fi ll a position previously held by a paid worker.

• not to do the work of paid staff during industrial disputes.

• to have a job description and agreed working hours.

• to have access to a grievance procedure.

• to be provided with orientation to the organisation.

• to have your confi dential and personal information dealt with in accordance with the principles

of the Privacy Act 1988.

• to be provided with suffi cient training to do your job.

Training Information

This can include the training needed for the position or optional training that is available. Clubs may also want to

include on-the-job training information, who, when, where, and how.

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Membership Form

Insert a membership form. This section may not be needed if they have already signed one.

Police Clearance

For the latest information regarding the requirements of recreation and sport clubs and their volunteers please visit

http://www.police.vic.gov.au/content.asp?Document_ID=274

Policies

Insert any relevant policies such as a Volunteer Management Policy or policies specifi c to this position. For coaches

this can include child protection policies, blood and infectious disease policy and/or photographing children policy.

Claiming Expenses

Insert information on claiming expenses. Although this may be included in the policy section it is probably good

practice to have this as a separate section in the induction manual for easy reference. It should include information on

how to claim, what can be claimed and a copy of the claim form.

Member Protection

Insert Member Protection Policy. If you do not have one, contact your State Sporting Organisation (as you may fall

under theirs) or visit Play By The Rules (

www.playbytherules.net.au

)

Risk Management

Insert any risk management procedures or a risk management plan for the position.

Confl ict Management/Grievance

Insert the clubs confl ict management policy or information on confl ict management or grievance procedures.

Occupational Health & Safety

Insert any occupational health and safety procedures relevant to the position.

Other

Insert any other information that is relevant to the position.

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Appendix 6

SAMPLE VOLUNTEER INDUCTION CHECKLIST

This checklist supports new volunteer induction /orientation to be thorough and consistent regardless of who conducts it.

Once a volunteer role has been established

The nominated volunteer should use this checklist as a guide and record of what the Induction has incorporated.

Volunteer name:

Induction commenced:

Induction completed:

Induction conducted by:

Signed:

The new volunteer has been shown around the facility: Introduced to committee members and other people

around the club

The new volunteer is shown around the facility

The amenities

Where to secure valuables

The tea room (how to access water, tea and coff ee)

Where equipment and supplies are kept

Shown how to access keys

Shown where the telephone is located

Shown where fi rst aid equipment, ice etc. are located

The volunteer has had the role, purpose and values of the club explained and has been provided with relevant

fi xtures, newsletter, details of website

The volunteer also needs to be shown:

• Specifi c work space, areas e.g. if working in the canteen

• About parking

• Where the OH&S Board is located

The volunteer running the induction explains the following procedures and provides a Volunteer Handbook

with information for further reference.

Confi dentiality, how volunteer privacy is maintained

Grievance procedures

Evacuation procedures

Given a run-down of club contacts and what various people do

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The new volunteer has had the club expectations explained and what they should be able to expect from

others in the club

• Gone through Codes of Conduct

• Taken through the Volunteer Handbook

Another member or volunteer is assigned as a Mentor or Buddy to show the new volunteer the specifi c tasks

outlined in the Role Description

The new Volunteer has fi lled in a Registration Form and provided emergency contact details

The new volunteer is set to go!

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Appendix 7

SAMPLE SOCIAL INCLUSION STATEMENT

<Your Club Name> recognises its responsibility and role

in promoting community wellbeing and assisting the

development of a community that is supportive, inclusive,

tolerant and welcoming to all.

Social Inclusion Code of Conduct

(For example coaches)

Sample Code of Conduct

Approval Date:

Review Date:

ersion No:

President:

Sign:

Name:

Vice-President: Sign:

Name:

PURPOSE

To ensure that all players, members, spectators, offi cials and volunteers have a very clear understanding of the behaviour

that is expected from everyone and to make it clearly understood that breaches of these codes will result in disciplinary

action.

COACHES are required to:

• Respect the rights, dignity and worth of every person regardless of their gender, ability, cultural background

or religion.

• Support, encourage and involve all players regardless of their talent level.

• Never ridicule or yell at players for errors or poor performance.

• Always consider the wellbeing and safety of participants before performance and results.

• Encourage participants to value their performances and not just results.

• Encourage and guide participants to accept responsibility for their own performance and behaviour

both on and off the fi eld.

• Maintain respectful and appropriate relationships with all participants.

• Ensure all activities are appropriate to the age, ability and experience of participants.

• Promote the positive aspects of the sport (e.g. fair play).

• Always respect the offi cial’s decision and support them to carry out their role.

• Display consistently high standards of good sporting behaviour and appearance.

• Follow all guidelines laid down by the national governing body and the Club.

• Hold appropriate valid qualifi cations before commencing to coach.

• Never condone rule violations, unfair or unduly rough play or the use of prohibited substances.

• Never smoke or drink alcohol whist in an offi cial capacity.

• Never use off ensive language or behaviour.

• To act as a role model at all times.

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PLAYERS are required to:

• Respect the rights, dignity and worth of every person regardless of their gender, ability, cultural background

or religion.

• Play by the rules and respect the umpire’s decisions.

• Display good sporting behaviour at all times.

• Never use off ensive language or behaviour towards anyone or engage in sledging or bullying of any person.

• Co-operate with your coach.

• Adhere to club policies including smoke-free areas and liquor license requirements.

• Never behave in a manner that would damage the reputation of the club either on or off the fi eld.

VOLUNTEERS and SPECTATORS are required to:

• Act as a good role models and ambassadors for the club at all times.

• Always welcome opposition players, spectators, offi cials etc. to the club.

• Never use off ensive language or behaviour.

• Treat all everyone including the opposition with respect regardless of their gender, ability, cultural background or religion.

• Display consistently high standards of good sporting behaviour including respecting the offi cial’s decisions.

• Adhere to the smoke-free policies of the club.

• Not to consume alcohol in any place other than where the club’s license allows.

• Adhere to and support the Club policies.

• Be trustworthy.

Your club may wish to ask people to sign off on the Codes e.g .This can be done as part of the Registration process.

I have read and agree to abide by the Codes of Conduct and understand that if I breach any of the Codes,

disciplinary action will result.

Name:

_______________________

Date:

__________

Signature:

____________________________

Parent signature to accompany where the participant is under 18

Parent’s Name:

________________

Date:

__________

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Monday to Friday

8.45am – 5pm

Monday to Friday

8.45am – 5pm

Customer Service

Sydenham

Station Street, Taylors Lakes

(located within Sydenham Library)

Opening hours

Monday to Friday

8.45am – 5pm

Monday to Friday

8.45am – 5pm

Municipal Offi ces

Keilor Offi ces

704B Old Calder Highway, Keilor

Sunshine Offi ces

6 –18 Alexandra Avenue, Sunshine

Opening hours

10.30am – 7pm

Tu:

1.00pm – 7pm

10.30am – 7pm

Th :

10.30am – 7pm

10.00am – 5pm

Sa:

10.00am – 12.30pm

Sunshine

6 –18 Alexandra Avenue, Sunshine

Keilor

704B Old Calder Highway, Keilor

My Brimbank App

Scan now or visit Council’s website

to download the

My Brimbank App

Telephone:

9249 4000

Email:

info@brimbank.vic.gov.au

Post:

PO Box 70

SUNSHINE VIC 3020

Website:

brimbank.vic.gov.au

Hearing or speech impaired?

TTY dial 133 677 or Speak & Listen 1300 555 727 or

www.iprelay.com.au, then enter 03 9249 4000

Find us on Facebook, Twitter and You Tube

Facebook:

www.facebook.com/brimbankcouncil

Twitter:

www.twitter.com/brimbankcouncil

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www.youtube.com/brimbankcitycouncil