Seasonal Tenancy Guide
Incorporating the Policy Statement and User Guidelines for the
Seasonal Allocation of Sportsgrounds and Pavilions
Parks and Gardens Department
For further information contact:
Sports Liaison Officer
Parks and Gardens Department
Telephone: 9278 4595
Facsimile: 9278 4596
Postal Address:
City of Boroondara, Private Bag 1 Camberwell 3124
Boroondara Seasonal Tenancy Guide
Table of Contents
1 Introduction ................................................................................................................................. 4
2 Background ................................................................................................................................. 4
2.1 Sports Facilities in Boroondara 4
2.2 Links to Council Policies 4
2.3 Definitions 5
2.5 Advisory Committee/ Sports Liaison Officer Roles 8
Section 1 POLICY STATEMENT 10
3 Seasonal Allocation Policy. .................................................................................................... ...10
3.1 Aim of Policy 10
3.2 Guiding Principles 10
4 Seasonal Tenancy Allocation.................................................................................................... 16
4.1 Application Process 16
4.2 Pavilion Allocation 19
4.3 Ground Allocation 19
4.4 Allocation not required / Reallocation 19
4.5 Pre-season Training and Practice Matches 20
4.6 Finals Matches 20
4.7 School Use 20
4.8 Casual Use 20
4.9 Non-Compliance 20
5 Fees ............................................................................................................................................. 20
Section 2 TERMS AND CONDITIONS OF SEASONAL TENANCY 21
6 Facility Use ................................................................................................................................ 21
6.1 Application 21
6.2 Access to Facilities 21
6.3 Pre-season Training, Practice and Finals Matches 22
6.4 Sub-letting or Hiring of the facility 22
6.5 Ground Closure 22
7 General Responsibilities ........................................................................................................... 23
7.1 Indemnity 23
7.2 Insurance 23
7.3 Pavilion Security 23
7.4 Food Service and Registration 23
7.5 Liquor Licensing 25
7.6 Local Law - Consumption of Alcohol on Council Controlled Land 27
7.7 Responsible Behaviour 27
7.8 No Smoking 28
7.9 Disability Discrimination Act and Equal Opportunities Act 28
7.10 Signs on Council Land Error! Bookmark
8 Fees and Charges ................................................................................................................... 30
8.1 Ground Usage Fees 30
8.2 Security Deposit 30
8.3 Keys 30
8.4 Utilities 31
8.5 Refunds 31
9 Sportsgrounds ........................................................................................................................... 31
9.1 Vehicles 31
9.2 Turf Wickets 31
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9.3 Practice Wickets 32
9.4 Synthetic Cricket Wickets 32
9.5 En tous cas 32
9.6 Soccer Goals 32
9.7 Line Marking 32
9.8 Training Lights 33
10 Facility Maintenance ................................................................................................................ 33
10.1 Rubbish 33
10.2 Waste Collection 33
10.3 Maintenance Responsibilities 33
11 Facility Modifications ............................................................................................................... 36
11.1 Sportsground and Park Improvements 36
11.2 Pavilion Alterations 36
11.3 Installation of Telephones 37
12 Grants ........................................................................................................................................ 37
12.1 City of Boroondara 37
12.2 State Government 38
13 Skill Development ..................................................................................................................... 38
13.1 Boroondara Community on Board 2008-2009 38
Section 3 APPLICATION FORMS 39
Form 3A 40
Form 3B 41
Form 3C 42
Form 3D 44
Form 3E 49
Form 3F 50
Form 3G 51
Form 3H 53
ATTACHMENTS 54
Attachment 1 Advisory Committee Contact Details 55
Attachment 2 Seasonal Tenancy Allocation Procedure 55
Attachment 3 Liquor Licence Application Process 57
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1 Introduction
Council manages and maintains 57 sportsgrounds on a seasonal basis, supporting 100 clubs within 8
sports codes to conduct formal sports activities. Over 10,000 people living within Boroondara and
surrounding municipalities are members of a sports club using Council facilities.
The Seasonal Allocation Guide provides the policy framework for allocating tenancy of
sportsgrounds and associated pavilions, in conjunction with the terms and conditions that must be
met by user groups. Council and seasonal tenant roles and responsibilities are clearly explained.
This guide is primarily for seasonal tenancy, but incorporates casual hire of sports grounds and
pavilions, including the use of facilities for pre-season training and finals matches.
2 Background
2.1 Sports Facilities in Boroondara
The City of Boroondara seasonally allocates 42 sports facilities incorporating 56 sportsgrounds and
35 pavilions to sports clubs at subsidised rates for the purpose of formal sport including competition
and training.
Demand for tenancy on sportsgrounds continues to be strong with many sports reporting increased
participation rates and a community demand for diversification of opportunities. There is an
expectation of increased competition for tenancy of Boroondara’s limited sports facilities. Through
this policy, Council will allocate tenancy based on criteria that evaluates applications with respect
to historical and current community benefit combined with an emphasis on efficient use of
Council’s limited resources.
Sportsgrounds in Boroondara are allocated to all seasonal sports based on the legislated seasons for
summer and winter sport:
SUMMER SEASON: 01 October – 28 February
WINTER SEASON: 01 April – 31 August
Source: Determination for the Division of Seasons and Occupation of Crown Lands
This Seasonal Tenancy Guide includes the policy statement and user guidelines that underpin the
application procedure for the use of Council sporting facilities. The Guide covers the above defined
seasonal tenancy (home and away) competition periods and the transitional periods when finals
matches, pre-season training, ground change-over and maintenance and are conducted.
2.2 Links to Council Policies
Council’s Open Space Policy (1996) encourages more efficient use of sports facilities through:
Strategic Objective 1
The creation of nodes of “intensified” activity which provide for a broader range of recreational
opportunities as well as intensification of the existing opportunities on the site.
Strategic Objective 2
More flexible use of the existing open space assets by “diversifying” recreation opportunities
within existing sporting and non-sporting parks and reserves.
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Participation trends change together with the demographics of the municipality. Council is aware
of this and recognises the need for all stakeholders to be flexible, aiming to accommodate growing
sports, introduce new and diverse opportunities while remaining supportive of traditional sports.
Council Policies and Strategies Relevant to the Provision of Sport in Boroondara
City of Boroondara Council Plan 2009 – 2013
Sports Strategy (2006)
Sports Audit (2005)
Community Grants Policy and Guidelines (2004)
Development and Funding of Sportsground Pavilions Policy (2003)
City of Boroondara Terms of Reference for Use by Advisory Committees (2003)
Disability Access and Inclusion Plan (2003)
Public Health Plan (2003)
City of Boroondara Leisure Facilities Strategy (1997)
Leisure & Culture Policy (1996)
City of Boroondara Open Space Policy (1996)
Capital Assistance for Sporting and Recreational Facilities Policy (1996)
2.3 Definitions
Access - the degree to which the public can use a sports venue at a time of their own choosing.
Capital Contribution - money spent by Council or clubs on capital items such as pavilions, fields,
courts.
Casual use - informal recreation use without prearrangement usually once off or at irregular
intervals.
Club - means the incorporated body of people united for social or sporting purposes, herein
applying for or having been granted seasonal tenancy of a sportsground(s) and/or pavilion.
Competition - a regular fixture of games or activities at one or several venues where one winner is
eventually determined.
Concrete wicket - a cricket wicket with a concrete base covered with a synthetic carpet overlay.
Council - means the City of Boroondara
Elite Sport - sporting competition that has a regional structure rather than local and is characterised
by higher performance standards and requirements.
Facility - a building and/or area, within which a sports activity is performed, for example, a
sportsground, basketball centre or indoor swimming pool.
Formal sports - sports that are competitive, occur at a certain time and venue, have rules and
organisation.
Ground allocation - where Council allows a group to use open space at set times over a season.
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Home Ground - the primary location/ground(s) that a tenant club uses to conduct the majority of
competition matches. Tenancy typically includes the ground(s) and associated pavilion.
Hours of use - the time allocated for use by the tenant in the seasonal tenancy or lease agreement.
Informal Sports - activities undertaken that are generally not an organised activity, occur when an
individual chooses to do so and at a variety of venues, eg walking, cycling.
Juniors - an age category, juniors are aged 16 and under.
Multiuse - where a venue can be used for a number of different sports or by different clubs of the
same sporting code.
Pavilion - a building at a sports venue where sportspeople can change clothes, prepare for a game
or shower post match.
Practice Nets/ Batting Cages - a caged area for cricket practice near the side of an oval.
Public use - use of a venue by the general public without needing to be associated with a club.
Recreation - unstructured physical activity.
STG - Seasonal Tenancy Guide
Seasonal Tenancy - means the agreement according to the defined terms and conditions by which a
club or organisation is granted occupation by Council for either the ‘summer’ or ‘winter’ season
Seniors - an age category, seniors are usually over 16 years of age but the lower age may vary
between sports.
Advisory Committee - Council appointed committee whose duties include “to promote effective
co-operation and communication between seasonal tenants, schools, park users, local residents and
Council”. Each Advisory Committee represents one or more sporting facility.
Sports Club - a group that organises a sports activity.
Sports Codes - a group of the same type of sports clubs. For example soccer is a sports code with
14 clubs in Boroondara.
Sportsground - an oval or recreational area located in a park or reserved owned and/or maintained
by the Council.
Sub-lease - Sub-leasing is not permitted for seasonally allocated facilities.
Summer Season - the period of organised sporting activity that takes place between 01 October –
28 February.
Synthetic Surface - a range of hard wearing surfaces (not grass), such as; plastic/rubber/carpet
(hockey, bowls, concrete cricket wickets) or en-tous-cas (baseball).
Target Groups - people who would particularly benefit from sports activity or who are currently
underrepresented in sports activity.
Tenant Club - any club, group or association that has been granted occupancy of a Council facility,
including sportsgrounds and pavilions for a defined period of time.
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Training - non-competitive activities undertaken to prepare participants for competition.
Turf Wicket - a prepared grass cricket wicket generally used for high grade cricket competition.
User Group - any sporting club, group, association or school using a sport or recreation reserve,
oval or other facility, including pavilions.
Utility Costs - money spent on utilities such as, water, power, gas and phone services.
Venue/Site - a location where a sport occurs. This could be either outdoors or indoors, for example
a sportsground (field or pitch), a tennis court, a pool or in sports centre.
Winter Season - the period of organised sporting activity that takes place between 01 April – 31
August.
Legal Framework
The Seasonal Tenancy Guide provides the policy, terms and conditions by which Council sports
facilities are used. It is a requirement of any agreement entered into, that users have read and
understand the conditions and obligations of seasonal tenancy.
The “Agreement” for Seasonal Tenancy consists of three key documents:
1) Seasonal Tenancy Agreement – Form 3B.
This is the signed undertaking by Club Officials that the Policy Statement, terms and
conditions of seasonal tenancy as outlined in the Seasonal Tenancy Guide are understood and
that the Club agrees to abide by them.
2) Sportsground/Pavilion Seasonal Tenancy Application - Form 3D.
If the application submitted by the Club is approved by Council, the user group will be bound
to the terms and conditions as detailed in the Seasonal Tenancy Guide.
3) Council’s letter of offer of defined seasonal tenancy, including:
Location(s) allocated
Pavilion(s) allocated (if applicable)
Hours of use
Advisory requirements and/or conditions*
*Advisory requirements and/or conditions – Due to Advisory circumstances an additional clause(s)
may be required to address issues specific to a certain club, facility, ground or pavilion. Any
Advisory requirements or conditions will be included in the Council’s letter of offer for seasonal
allocation. The club would be required to sign and return to Council the letter, acknowledging and
accepting the Advisory requirements and/or conditions.
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2.5 Advisory Committee/ Sports Liaison Officer Roles
Council has established the following Terms of Reference for the operation of Advisory
Committees. Amendments to these rules can only be made by resolution of Council.
DUTIES AND FUNCTIONS OF THE ADVISORY COMMITTEE
Based on the City of Boroondara Terms of Reference for Use by Advisory Committees, 2003.
Sections 1.1.1 – 1.1.11 have been modified in accordance with the STG and new forms
developed.
The Committee shall have, by delegation from the Council of the City of Boroondara
(hereinafter referred to as “Council”) the following, duties and functions:
To promote effective co-operation and communication between seasonal tenants, schools, park
users, local residents and Council.
To receive and consider applications for the use of the facilities in the park(s) under the control
of the Committee and to make recommendations to Council.
1. Seasonal Tenancy applications are to be considered by the Committee and returned to the
Sports Liaison Officer with recommendations.
2. Casual Usage applications are to be forwarded to the Sports Liaison Officer at least two
weeks prior to usage. A standard booking form will be provided to the Committee for this
purpose (Form 3H). Council will invoice the hirer in accordance with the current Fees and
Charges (City of Boroondara Budget).
To ensure that all conditions of use are followed by Tenant Clubs and Casual Hirers.
Conditions of use for Tenant Clubs are detailed in this Seasonal Tenancy Guide: Section 2
Terms and Conditions of Seasonal Tenancy. Conditions of Hire for Casual Hirers are listed on
the Casual Booking Form (Form 3H). A copy of the Seasonal Tenancy Guide, including all
associated forms, will be forwarded by Council to each Advisory Committee in May and
November of each year.
To report to Council any breaches of the Conditions of use that cannot be resolved by the
Committee. This includes insurance, liquor licences, hours of pavilion and training lights use,
level of noise etc.
The Advisory Committee is to allocate keys to pavilion users and maintain a key register. A
copy of the key register is to be forwarded to the Sports Liaison Officer at the start of each
season. Seasonal tenants will be required to pay a security deposit to Council prior to the season
before any keys are issued. In order to address security issues, if a tenant club or casual hirer
fails to return keys as requested their deposit will be forfeited and pavilion locks changed.
To report to Council on the suitability of seasonal tenant clubs and other park users, the ability
of the ground to cope with usage levels and any other issues of concern. Council at the end of
June and November will provide information on clubs’ compliance with tenancy requirements
including payment of all charges to the Committee.
To ensure that pavilions and other buildings are kept in a clean condition and are used in a
responsible and lawful manner. Committee to complete and return to Council the standard
Pavilion Audit Form after each Committee meeting. (Refer Appendix 6)
To report any breakage or damage to buildings or grounds, or malfunctions of equipment to the
Sports Liaison Officer.
To recommend to Council in writing any capital improvements for consideration by Council in
annual budget deliberations.
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To exercise such other duties and functions as the Council from time to time may delegate.
Funds currently held in trust by Council are available to be used at the discretion of the
Committee, subject to Council approval. These funds will remain in trust, and an annual
statement on the balance of these funds will be provided by Council to the Committee until fully
expended.
SPORTS LIAISON OFFICER ROLE
The Sports Liaison Officer’s (SLO) role is to organise and administer the planning, co-ordination,
evaluation and promotion of Council’s sporting infrastructure and provision of sporting
opportunities.
The SLO is the primary point of contact for Sportsground Advisory Committees and sporting clubs
providing support and assistance to them as required.
The SLO undertakes the following roles specific to Sportsground management:
coordinate and administer seasonal tenancy applications for Council-managed sportsgrounds
and pavilions,
coordinate and administer casual hire applications for Council-managed sportsgrounds and
pavilions,
receive requests for pavilion maintenance items,
receive requests for ground maintenance issues,
conduct regular inspections on the quality of sports facilities prepared for use by clubs,
organisations and casual hirers,
coordinate and maintain the sporting clubs key and bond administration system,
provide information to promote the benefits of sports participation in Boroondara,
research and apply for external funding for open space and sports ground development and
improvement works,
carry out research and assist with the preparation of policies and policy documents.
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Section 1 POLICY STATEMENT
3 Seasonal Allocation Policy
3.1 Aim of Policy
The Seasonal Allocation Policy aims to provide a fair and equitable basis for the seasonal allocation
of City of Boroondara managed and maintained sports facilities.
3.2 Guiding Principles
The Seasonal Allocation Policy is guided by the Sports Strategy Principles (2005) that provide a
framework for the efficient and equitable seasonal allocation of Boroondara sports facilities. While
allocation has traditionally been based on prior occupation, the growing demands placed on Council
to meet the needs of growing sports and a wider diversification of sporting codes has meant that
Council must provide facilities in a more efficient manner. Multi-use and relocation to optimise
usage may be considered.
Underpinning the provision of sport in Boroondara are the following ten Sports Strategy principles:
Principle 1: BENEFITS OF PARTICIPATION
Council recognises that participation in sport and physical activity brings about a range of
positive personal, social and economic benefits for individuals and communities.
What this means for Boroondara
It is estimated that over 28,000 people are members of Boroondara-based sporting clubs.
Recognising the important health and wellbeing benefits for individuals and communities derived
from sport, our focus is to enhance participation at a local, grass roots level to enable more people
to participate more often.
We understand that participation in sport declines with age. Recognising the important health and
wellbeing benefits of recreation, coupled with our City’s ageing community, we will find ways to
encourage participation in older adults.
How this impacts our decision making
Proposals are required to demonstrate the number of people expected to benefit from the
proposal. On this basis, projects that support sustained, high levels of participation will be
given priority;
We will encourage projects that provide opportunities that support regular participation by older
adults as well as other groups who are under-represented in sport;
We will regularly measure and report on the extent of participation in sport in order to measure
the health and wellbeing of participation in our community;
We recognise that there are a range of participation standards inherent with sport. Council’s
focus is to strengthen participation at a local, grass roots level;
Although we recognise that participation in sport crosses municipal boundaries, we will
consider the benefits of sports proposals to Boroondara residents, as opposed to non residents.
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Principle 2: COMMUNITY BUILDING AND STRENGTHENING
Our focus on sport is not just about participation in physical activity. Off the field, we
understand that sporting clubs make an important contribution to building social capital and
local leaders in our community.
What this means for Boroondara
Sporting clubs influence the capacity, wellbeing and connectedness of our community. Our focus is
threefold:
Firstly it is directed to building collaborative relationships between sporting clubs, our community
and others that influence sport in Boroondara.
Secondly, it is directed to building the capacity of sporting clubs so that they can continue to deliver
quality opportunities for the community.
And finally, it acknowledges the value of historical connections between sporting clubs and their
surrounding community by contributing to local identity, building local capacity and establishing
close links with its community.
How this impacts our decision making
We will plan for sport in a way that builds partnerships and strengthens community connections
through sport;
We will promote the range of opportunities for residents to be involved in local sport;
We will support sporting clubs to help them manage issues such as volunteering, governance,
leadership, recruitment and risk management;
We will recognise clubs who have developed innovative and positive partnerships with their
community;
Facility and ground allocations will recognise the long, established connections between some
clubs and the local community.
Principle 3: ACCESS FOR ALL
Council recognises that all Boroondara community members have equal rights to participate in,
and enjoy the benefits of sport and physical activity.
What this means for Boroondara
There are some individuals who, because of their age, ability or ethnic background, have greater
difficulty in accessing sport because their inherent disadvantage. Regular participation in physical
activity is a vital ingredient to maintaining and improving health and as such, it plays an important
role in improving the health of people most at risk.
Only a small proportion of sport participation in Boroondara is represented by disadvantaged
people. For example, only 4% of people who play sport are aged over 60 years. This is against
18.4% of the municipal population aged over 60 years. Also, only 4% of club members have a
disability. However it is estimated that20% of any community have a disability.
Finally, we recognise that, because our facilities reflect participation patterns of the era that they
were built, collectively sports facilities disproportionately cater for male dominated sports.
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How this impacts our decision making
Council will give priority to sport opportunities and/or clubs that actively encourage
participation by all sectors of our community, particularly those that are under represented in
sport;
All new capital developments will address accessibility issues;
We will support sporting clubs to include all people, irrespective of gender, age, ethnicity and
ability;
We will build partnerships with advocates and support organisations so as to better understand
the needs of disadvantaged communities;
All sporting clubs in Boroondara will be required to operate in accordance with anti-
discrimination legislation;
Clubs operating on Council-owned facilities will be accessible to all people who meet approved,
membership criteria.
Principle 4: SUPPORTING DIVERSE OPPORTUNITIES
Council supports the evolution and diversification of opportunities offered in Boroondara, in line
with the changes in participation trends.
What this means for Boroondara
We acknowledge and support the diverse range of sporting codes across the municipality. Our
community’s need for sport is diverse and will evolve over time. Because of this, we need to ensure
that our facilities have the capacity to evolve with our community.
Clubs that cater for diverse needs by providing for a range of skill levels across a broad range of
timeslots are also well placed to cater for evolving community need.
How this impacts our decision making
Proposals that introduce a new sport, or add to an under represented sport in our municipality
are encouraged;
Clubs that offer sporting options to a mix of genders, age groups and abilities, as well as across
a broad range of timeslots are also encouraged;
Proposals that assist clubs to deliver more diverse opportunities will be supported.
Principle 5: GOOD GOVERNANCE
Sporting Clubs are located in the heart of local neighbourhoods. The connection between local
clubs and their community is a close and important one. Sporting Clubs can greatly influence
local amenity and community relationships through effective governance.
What this means for Boroondara
The community has high expectations of how sporting clubs and organisations will behave and
interact with the surrounding community. They expect sport to contribute to the community. Good
governance is demonstrated by:
· A positive and proven track record as good community citizens;
· Respect for the amenity of the local area;
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· Initiating and contributing to the health and well-being of our community;
· Working in partnership with the community to resolve shared issues, and
· Evidence of well managed internal structures and operations.
How this impacts our decision making
Proposals from sporting clubs that have a positive history and track record as good community
citizens are given priority;
Sporting clubs are encouraged to actively contribute to the support and development of local,
community participation in sport;
We support clubs that demonstrate their empathy to local amenity and community well-being
through actions such as appropriate hours of operation, responsible drinking programs such as
the Good Sports program;
We expect and will support Clubs to demonstrate good governance through its financial
management, operating systems, record keeping and documentation.
Principle 6: FLEXIBLE & MULTIPURPOSE SETTINGS
Council supports the sharing of facilities and encourages initiatives that maximize efficient and
multi-functional use of facilities.
What this means for Boroondara
The cornerstone of successful facilities is their capacity to evolve and change as community needs
also evolve and change over time.
Many sports facilities are used for limited hours, days and sporting seasons and contribute little
outside these periods of use. Most are purpose built and provide little flexibility for multi-use.
How this impacts our decision making
New sports facilities will incorporate design features that enable flexible, multi-purpose use;
Single purpose proposals will be under greater scrutiny and will only be supported where there
is clear evidence to support need, viable participation levels and can attract external financial
contributions;
Sports facilities that are underutilised will be reviewed with the view of investigating
opportunities for co-location or sharing of facilities;
We support infrastructure that allows for a range of users and/or uses within the context of
maintaining local amenity.
Principle 7: FINANCIAL EQUITY
Council will support equitable access to sports resources through its charging policies and
resourcing mechanisms.
What this means for Boroondara
Council makes an enormous financial contribution to sport. It does this by developing and
maintaining facilities and infrastructure as well as providing a range of support services.
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Organisations that benefit from the use of sports grounds and facilities are therefore expected to
make a financial contribution towards the cost of such grounds and facilities.
This principle is not about full cost recovery. It is a about balancing the value of sport and clubs to
our community, with the cost of sport to Council.
How this impacts our decision making
We will negotiate benefits for sporting clubs that make substantial capital contributions to
Council facilities and infrastructure for broader community benefit;
Clubs who will receive a direct benefit from a new project are expected to make a capital
contribution;
Clubs that have exclusive access to facilities are expected to contribute more to the cost of such
facilities;
Our charging systems for sporting facilities will be consistent with charging rationales for other
Council facilities;
Charging systems will recognise a range of variables that influence the cost to Council and will
be applied to all regular users of reserves and facilities, including schools;
Charging systems will reflect and support Council policies about equity and participation for all
people;
Capital projects that have a capacity to attract external funding sources will be given priority;
Sports proposals will be required to identify capital and recurrent costs.
Principle 8: SPORTS ALLOCATIONS
Council aims to provide an equitable distribution of sport and recreation facilities, services and
resources, while recognising the history and contributions made by sporting clubs.
What this means for Boroondara
Like other local governments, Boroondara has historically provided facilities and recurrent support
to traditional, reserve-based sports codes; such as cricket and football. As a result of this resourcing
pattern, reserve-based sports are dependant upon Council’s continuing support. Resource
limitations mean that the same level of support cannot be provided for all sports.
Sporting reserves also provide an important, informal open space for a diverse range of activities
outside of formal sports use. On this basis, Council understands that the recurrent maintenance of
reserves for sport also provides a broader community benefit and maintains an important, local
amenity which is available to everyone.
How this impacts our decision making
The capacity to accommodate new or additional sporting needs will be considered on a case-by-
case basis within the context of specific local area needs and demands;
We will respond to emerging municipal sporting issues and balance this with the individual
needs of clubs;
Accommodating demonstrated and new demands for sport will not disadvantage other clubs
who use facilities that are well utilised and who have a history of good governance and
community support;
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Our sports allocation decisions will take into account the capacity of the asset to accommodate
and sustain continued use;
Building and ground improvement proposals that increase opportunities by creating flexible,
multi-purpose use of space will be encouraged.
Principle 9: RISK MANAGEMENT
Council requires that a comprehensive risk assessment, liability and management process be
incorporated into any future sports development and initiatives.
What this means for Boroondara
Managing risk is an essential and ongoing concern for Council. Effective risk management practices
contribute to positive sporting experiences and quality environments by contributing to a safe
environment for players, spectators, residents and Council staff.
The primary focus of risk assessment is to enable proactive decision making in relation to insuring,
managing, reducing or accepting particular risk.
Sporting Clubs, with the support of their Associations, make a strong contribution to providing a
safe sporting environment. As such, our focus is to work in partnership with clubs to manage this
shared responsibility.
How this impacts our decision making
We will support clubs to develop and implement effective risk management strategies and
systems. We will monitor the efficacy of clubs to implement such strategies and systems;
Proposals that provide improved safety and security to users and/or the community will be
given priority;
We will monitor the full use of all facilities and reserves so we can accurately understand asset
performance and anticipate maintenance needs;
Council reserves the right to withhold any use of its sports assets and reserves that presents an
unacceptable risk to Clubs, residents and/or Council.
Principle 10: SUSTAINABLE RESOURCE MANAGEMENT
Implicit to our sporting strength is the quality of the environment that it sits within. The
development and growth of sport in the City of Boroondara will be matched with a commitment
to preserving our natural resources and improving local amenity.
What this means for Boroondara
Council is committed to ensuring that economic, social and environmental objectives (triple bottom
line) are integrated into all planning and policy making. With this in mind, this principle is squarely
focused upon ensuring that our sports resources and its environment is protected and enhanced for
future generations.
How this impacts our decision making
We will ensure that all new sports proposals are water and energy efficient and assess the
impact on the environment;
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We will find ways to deliver quality sports facilities in a manner that protects and enhances the
natural environment and contributes to the conservation of natural resources;
We will ensure facility developments maximise the opportunity to incorporate sustainable
design features. Such features will be considered throughout planning, building and
maintenance phases of facility life-cycle;
We will promote clubs that have innovative ways to manage natural resources and we will
promote their initiative to others;
We will aim to strike a balance between active and passive sports facilities and infrastructure
within the open space system.
4 Seasonal Tenancy Allocation
4.1 Application Process
Seasonal allocation of sportsgrounds and pavilions for the standard ‘home and away’ summer or
winter season is by the following process. It should be noted that use of the facilities for pre-season
training, practice and finals matches are outside of the defined “seasonal allocation” and while the
same terms and conditions apply, the application process is separate (refer to sections 4.5 and 4.6).
STEP 1 CONDITIONS OF TENANCY
Groups applying for seasonal use of a Council facility (ground and/or pavilion) will have read this
guide and associated documents, ensuring that they fully understand the obligations placed on them,
should the application be successful.
STEP 2 APPLICATION
To apply for seasonal allocation of a City of Boroondara sportsground and/or pavilion, the applicant
must submit the following to the Council/Advisory Committee:
Application Pack, including:
Application Checklist – Form 3A
Signed copy of the Seasonal Tenancy Agreement – Form 3B
Club Contact Details – Form 3C
Sportsground / Pavilion Seasonal Tenancy Application – Form 3D
Copy of Certificate of Incorporation.
Proof of Public Liability Insurance of not less than $10 million, noting the interests of the City of
Boroondara and indicating all policy exclusions.
Security Deposit (Attachment 4) of $500 if the club has requested tenancy of a pavilion. This
will be used to cover the cost of replacing lost keys, repairing any damage, cleaning and other
expenses that may be incurred by Council as a result of the Tenant’s actions.
Additional Forms, which may include
Application for Non-Seasonal Facility Use (for pre-season training, practice and finals match use of
facilities) – Form 3E
Application for Approval to apply for a Liquor Licence (if applicable) – Form 3F
Application for Permission to Sell Food at Sporting Venues (if applicable) – Form 3G
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Boroondara Seasonal Tenancy Guide- Winter 2010 16
Clubs should retain a copy of all documents for their records.
Applications for seasonal tenancy including all associated documentation must be
forwarded to:
Secretary of the Advisory Committee/Sports Liaison Officer
Parks and Gardens
City of Boroondara
Private Bag 1
CAMBERWELL VIC. 3124
Application deadlines:
Summer Season (1 October – 28 February)
· Applications must be received by 1 June,
· Confirmation of summer ground allocation to be forwarded to the club late in August.
Winter Season (1 April – 31 August)
Applications must be received by 1 December
· Confirmation of winter ground allocation to be forwarded to the club early in February.
STEP 3 ASSESSMENT
Applications received by the due date are considered initially by the Advisory Committee where
applicable, then by Council. Allocations are awarded by Council based on compliance with the
guiding principles and policy objectives outlined in Section 1 of the Seasonal Allocation Guide.
Late applications will only be considered if ground and/or pavilion vacancies remain following the
allocation assessment process.
Council will endeavour to assess and respond to applicants within six (6) weeks, however delays
may occur if:
· Council requires the applicant to provide missing information;
· There is a larger number of seasonal application forms received than expected;
· The application is from a new club without a prior history in Boroondara;
· There are a larger number of applications for a facility than can be accommodated. This being
the case, applicants would be required to provide additional information to justify their need for
allocation against the guidelines and objectives of the Seasonal Tenancy Agreement policy.
Assessment Criteria
While the availability of facilities will be a key determining factor, the allocation of Council
facilities is not automatic. Clubs must have a history of responsible behaviour on and off the field,
be financially stable and demonstrate initiatives that are aligned with the 10 Sports Principles
outlined in Section 3.2.
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Boroondara Seasonal Tenancy Guide- Winter 2010 17
Where more than one club requests a facility, allocation will be determined through an assessment
of applications with respect to their history relative to the sports principles, including:
· Availability of facilities suitable for the sport proposed, relative to industry guidelines;
· Efficiency of facility usage, potential for multiuse;
· Historical contribution of the club to the provision of sport within the City of Boroondara;
· Club’s previous record with respect to compliance with the Seasonal Tenancy Agreement,
including, but not exclusively:
- Timely payment of fees,
- Behaviour and respect for others on and off the field,
- Pavilion cleanliness, care for ground condition and sustainability,
· Club’s initiatives to support programs that cater for the needs of both genders and all age
groups;
· Club’s incorporation and implementation of good management policies including:
- Good Sports Program - Responsible Serving of Alcohol,
- Food Safety Program,
- Sound financial and planning practices;
· Percentage of active members that reside, study or work in Boroondara.
STEP 4 NOTIFICATION
Council will provide written notification of the outcome of the application, successful or not. The
allocation granted will include permitted times of use. Confirmation of the need for these hours is
required prior to the start of the playing season. Times not required may be allocated to another
user. Clubs are only entitled to use the grounds and associated facilities for the hours allocated.
Council will endeavour to accommodate the needs and requests of all applicants, however to
achieve this user groups may not receive allocation of the ground of their first choice. Applications
will be assessed against the seasonal allocation guidelines and objectives listed in the Seasonal
Allocation Guide.
Council reserves the right to offer Clubs a ground other than that requested, or to refuse
allocation. Permission to use the sportsground and/or pavilion may be withdrawn by the
Council/Advisory Committee without prior notice if any of the Conditions of Use outlined in the
Agreement and the Seasonal Tenancy Guide are not met.
STEP 5 FINALISATION OF AGREEMENT
For successful applicants the Seasonal Tenancy Agreement (Form 3B) submitted to Council in Step
2 becomes the binding agreement.
To complete the application process, successful applicants must forward the following
documentation (signed where applicable) to the Secretary of the Advisory Committee/Sports
Liaison Officer. All documentation including any outstanding from Step 2 of the application
process must be received prior to the commencement of tenancy.
Copy of the Association fixture,
Confirmation of the hours of use required,
Copy of Liquor Licence if alcohol is to be consumed,
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Boroondara Seasonal Tenancy Guide- Winter 2010 18
Certificate of Food Act Registration if food and/or alcohol are to be served.
4.2 Pavilion Allocation
Application for the use of a pavilion(s) is made in conjunction with the seasonal application for
sportsgrounds (refer to 2.5). Priority is given to clubs that have been allocated the adjoining
sportsground(s) as their home base. However, due to the limited facilities available and Councils
desire for efficient and multiuse of facilities, clubs may be allocated use of the pavilion on a shared
basis with defined times of access.
4.3 Ground Allocation
Home Ground
Council aims to provide Boroondara based clubs with a “home ground”, a primary location from
which the majority of training and competition takes place. More than one Club may be allocated a
facility as its “home ground” with equal rights. Where a second or third party utilizes a ground as a
supplementary competition and/or training venue the “home ground” club has priority for
allocation. Traditionally Clubs are allocated the same home ground each year and are encouraged
to invest in the development of the facility.
Surface Quality
Council endeavours to provide facilities of a consistent and high quality. Its primary role is to
support sport at the grass roots level and encourage mass participation in physical activity. Grounds
are therefore maintained to a standard suited to community based competitive sport. Council is not
obligated to provide facilities to ‘elite’ or ‘premier league’ standard, nor is it feasible to move clubs
around based on the grading of teams from one season to the next.
Changing Trends / Excessive Demand on Available Resources
As participation trends and community needs change, Council may need to review the traditional
pattern of annual allocation to provide efficient use of Council facilities, including sportsgrounds
and pavilions. The desire is not to impact on existing users unless clear benefit can be provided to
those clubs through any potential relocation/reallocation of use. Where possible all efforts would
be made for clubs to retain the same primary “home ground” each year.
While all effort is made to accommodate applicants’ requests, the case may arise where demand
may exceed the available resources that Council can allocate. Unsuccessful applicants would be
responsible for making alternate arrangements.
4.4 Allocation not required / Reallocation
Council must be notified prior to the start of the season of any allocation that is no longer required.
If Council is not notified of the availability of facilities prior to the issue of invoices the club will be
required to pay for the rental of that facility for the whole season.
Consistent with Council’s initiative for more efficient and multiuse of facilities, any facility that is
not be used to it’s full potential may be considered for reallocation to a co-tenant.
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Boroondara Seasonal Tenancy Guide- Winter 2010 19
4.5 Pre-season Training and Practice Matches
Advisory application for pre-season training, and/or practice match allocation must be made by the
Club. The completed Non-Seasonal Facility Use application (Form 3E) should be directed to the
Secretary of the Advisory Committee/Sports Liaison Officer.
Ground allocation cannot be guaranteed. End of season finals matches and Council ground
maintenance programs will be given a higher priority. A charge in addition to the seasonal tenancy
charge may be levied by Council for ground usage for pre-season training and practice matches.
4.6 Finals Matches
Advisory application for finals allocation of grounds and/or pavilions must be made by the
Association with which the tenant is affiliated. The completed Non-Seasonal Facility Use
application (Form 3E) should be directed to the Secretary of the Advisory Committee/Sports
Liaison Officer. A charge in addition to the seasonal tenancy charge will be levied by Council to
the Association for this usage. Please note Council does not permit the application of a gate charge
at its grounds.
4.7 School Use
Applications for school use of facilities should be made through the City of Boroondara’s Sports
Liaison Officer. Charges will be in accordance with Council’s Sports Strategy.
4.8 Casual Use
Casual use of the facility, other than for pre-season training, practice and finals matches may be
requested using Form 3G.
4.9 Non-Compliance
Council reserves the right to suspend or revoke a club’s seasonal tenancy at any time if the Terms
and Conditions of Seasonal Tenancy (Section 2) are breached.
Where the terms of the Agreement, signed by the Club have not been adhered to the following
course of action will be applied:
1. Letter to the Club advising of the issue and requesting rectification within 30 days. The club
will be advised of the consequences should they not rectify the issue.
2. If the issue is not resolved the matter will be referred to the Manager, Parks and Gardens and a
meeting with the club will be arranged.
3. If the issue is not resolved a report will be submitted to the Director City Works recommending
that seasonal tenancy be revoked.
5 Fees
Ground and pavilion usage fees will be calculated in line with Council policy. Tenant clubs will be
advised of the fees applicable during the first month of each tenancy period. Invoices will be raised
in the second month of tenancy and are required to be paid within thirty days. Failure to pay by the
due date may jeopardise future tenancy applications.
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Boroondara Seasonal Tenancy Guide- Winter 2010 20
Section 2 TERMS AND CONDITIONS OF
SEASONAL TENANCY
The use of Sportsgrounds in the City of Boroondara is permitted by Council on the following
conditions. Permission to use the ground can be withdrawn by the Council/Advisory Committee
without prior notice if any of the Terms and Conditions of Seasonal Tenancy as outlined in this
guide is not met.
6 Facility Use
6.1 Application
Prior to commencement of tenancy, the applicant must submit to the Advisory Committee
/Sports Liaison Officer:
Application Checklist (Form 3A),
The duly executed copy of the Seasonal Tenancy Agreement (Form 3B),
Club Details (Form 3C),
Sportsground/Pavilion Seasonal Tenancy Application (Form 3D),
Non-Seasonal Facility Use (pre-season training, practice and finals matches – Form 3E)
Application for Council Approval to Apply for a Liquor Licence (Form 3F),
Application for Permission to Sell Food at a Sporting Venue (Form 3G),
Proof of public liability cover of not less than $10 million, noting the interests of the City of
Boroondara and indicating all policy exclusions.
Copy of the Association Competition Fixture.
Copy of Liquor Licence if alcohol is to be consumed.
Certificate of Food Act Registration if food or beverages are to be served.
Security Deposit of $500 where the club has tenancy of a pavilion. (Attachment 4).
Applications must be made according to the process outlined in Section 1 of the Seasonal
Allocation Guide.
6.2 Access to Facilities
Pavilions and sports grounds may only be used within the following times or as indicated in the
Club’s Tenancy Agreement with Council:
Mondays to Thursdays: 7:30am to 10pm
Fridays and Saturdays: 7:30am to 11pm
Sundays 9am to 8pm
ANZAC Day 12pm to 8pm
Good Friday & Christmas Day No use is permitted
All other Public Holidays 9am to 8pm
Persons are not permitted inside pavilions for any reason outside of these times without Council
permission.
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Boroondara Seasonal Tenancy Guide- Winter 2010 21
A copy of all team’s fixtures must be forwarded to the Council/Advisory Committee, prior to
commencement of the tenant’s competition season. Any changes to fixtured games are to be
forwarded promptly.
Permission for the playing of sport on Council-owned property will be reviewed and may be
cancelled should any reasonable complaint made to the Advisory Committee or Council by nearby
residents be sustained.
6.3 Pre-season Training, Practice and Finals Matches
While all efforts will be made to accommodate out of season use at the ground requested, Council
reserves the right deny any application or offer another venue where appropriate.
Pre-Season Use
Advisory application (using Form 3E) must be made to the Council/Advisory Committee by the
incoming club for pre-season usage. Approval to use the facility will be made in consultation with
the current tenant. A charge may be levied by Council for this usage.
Finals Matches
Advisory application (using Form 3E) must be made to the Council/Advisory Committee by the
Association with which the tenant is affiliated to use the facility for finals matches. A charge will
be levied by Council for this usage.
End of Season
If no application is made and approved by Council’s Sports Liaison Officer for additional matches
(finals/knockout matches), Council will assume the last fixtured match completes the season. This
is to allow an inspection of the pavilion to be arranged and for any end of season ground
renovations or alterations to be programmed.
Where fixtures have not been provided 31 August will be the assumed end of season date for winter
tenants and 28 February will be the assumed end of season date for summer tenants.
6.4 Sub-letting or Hiring of the facility
The tenant shall not sublet or hire out either the ground or the pavilion at any time during the
tenancy. Any requests to use the facilities should be directed to the Advisory Committee or Sports
Liaison Officer.
6.5 Ground Closure
If the Manager Parks & Gardens, or his delegate declares the ground to be in an unsatisfactory
condition, use of the ground is prohibited for the period of the declaration. Notification may be
given by oral or written notification to the President or Secretary of the club or by a notice placed at
the ground.
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Boroondara Seasonal Tenancy Guide- Winter 2010 22
7 General Responsibilities
7.1 Indemnity
The tenant shall have a Public Liability policy of not less than $10 million. A Certificate of
Currency denoting level of cover, date of expiry, and any policy exclusions should be provided.
7.2 Insurance
Building Insurance
Council’s insures buildings that are owned by Council. The building insurance policy does not
cover contents owned by Clubs or tenants. Fixtures and fittings e.g. kitchen refit that has been
installed by the club may be considered removable and therefore a contents. Clubs are advised to
check with their insurer.
Contents Insurance
The Council/Advisory Committee cannot be held responsible for any loss or damage to private
property which occurs beyond its control, howsoever caused. Clubs are to ensure the security of
their own property, and it is recommended that they undertake the appropriate insurance cover for
property left or stored on Council premises. Damage or theft of tenant property is not covered
under Council’s insurance policy.
7.3 Pavilion Security
Clubs must ensure that the premises are left in a secure state when vacating the premises. The
Council/Advisory Committee must be notified immediately of any circumstances where the security
of the premises might be compromised.
The Council lock systems on the pavilion must not be interfered with or altered in any way without
the approval of Council’s Sports Liaison Officer. All areas of the pavilion must be accessible to
Council officers at all times to carry out inspections or maintenance works. Interference with locks
to doors, the fitting of bolts etc. may breach fire protection regulations.
The changing of any lock from the Council’s locking system is not permitted at any time and
will be removed at the tenant’s expense.
Electronic alarms may only be installed with the approval of Council’s Sports Liaison Officer.
Alarms must be silent and monitored by the club. Installation, maintenance and removal are at the
Club’s expense.
Club Equipment and Goods
Pavilions are available for public hire outside of the times allocated to the tenant clubs. Clubs may,
at their own risk, store goods or install equipment and facilities eg. pool tables, television etc. in
pavilions provided they are installed, insured and controlled by the Club. Council is not responsible
for the security of any club property.
7.4 Food Service and Registration
All sporting clubs selling food (including alcohol) to the public on a regular basis must be registered
annually as a food business with Council’s Health Services Department.
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Boroondara Seasonal Tenancy Guide- Winter 2010 23
Under the Food Act the kitchen/canteen from which any person or organisation sells food, must be
registered as a Food Premise with the Council.
Council’s Health Services Unit registers and inspects the kitchen facilities of all sporting clubs that
sell food to their members, supporters or the public at large.
Clubs must submit a Food Safety Template to Council when they register / re-register.
A Food Safety Supervisor with the relevant level of competency must be nominated to coordinate
the sale of food and training of volunteers who will handle the food.
Application
Each year an initial application must be made in writing to Council’s Health Services Department
using Form 3G (Application for Permission to Sell Food at a Sporting Venue). A copy should also
be included with the documents for Seasonal Sportsground/Pavilion Application (refer Form 3A –
Application Checklist).
Food Safety Program
In most cases, it is a requirement that the applicant has a food safety program in place. Check with
Council’s Health Services Department if this applies to your club. The food safety program is your
plan for delivering safe food to your customers. It says how you make sure the food you sell is safe.
A food safety template and other approved templates are available at the following websites:
www.health.vic.gov.au/foodsafety www.foodsmart.vic.gov.au
A hard copy may be purchased from Information Victoria, phone: 1300 366 356.
Registration
A current copy of the certificate of Food Act Registration must be included with the application for
seasonal allocation of the facility. The Food Act Registration certificate must be displayed at all
times within the designated club rooms to which the registration applies.
It is important to note that the Club must hold a current Food Act Registration to serve/sell alcohol
on the premises.
More Information
Detailed information and links to relevant organisations are available from:
City of Boroondara Health Services Department Food Safety Victoria
Private Bag 1 Hotline 1300 364 352
Camberwell 3124 Website www.health.vic.gov.au
Phone: 9278 4710
Website: www.boroondara.vic.gov.au www.foodsmart.vic.gov.au
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Boroondara Seasonal Tenancy Guide- Winter 2010 24
7.5 Liquor Licensing
Clubs shall not permit the sale or consumption of liquor within Council facilities without Council
permission and the relevant liquor licence. All liquor license applications must be approved by
Council prior to the Director of Liquor Licensing issuing a licence. Compliance is a condition of
tenancy.
The Role of Council in Liquor Licensing
Source:
http://www.justice.vic.gov.au/wps/wcm/connect/DOJ+Internet/Home/Alcohol/Change+Your+Licen
ce/JUSTICE+-+Alcohol+-+The+Role+of+Local+Councils
Local Councils have a significant role in the approval and administration of liquor and related
issues, including:
· Considering and issuing planning permits for licensed premises
· Stipulating liquor trading hours
· Initiating disciplinary proceedings against licensees that trade in breach of their licence
conditions, and
· Initiating by-laws governing the consumption of liquor in public places.
The Director of Liquor Licensing will not grant or vary a licence until satisfied that adequate
planning permission has been obtained. An appropriate planning approval from the relevant council
or evidence that an application for permission has been made, must accompany a new liquor licence
and certain licence variation applications. The planning approval also stipulates the Liquor trading
hours.
A Local Council may also object to licence and licence-related applications on the grounds that the
grant would detract from, or be detrimental to, the amenity of the area in which the premises are
situated.
Many Councils have also introduced local laws limiting the places and/or times at which opened
containers of liquor may be carried or consumed in public places other than those licensed under the
Liquor Control Reform Act 1998. (Refer to section 7.6).
Important points to remember when applying for a liquor licence within the City of
Boroondara
All liquor licence applications must be approved by Council prior to the Director of Liquor
Licensing issuing a licence.
No liquor shall be consumed in a Council sports pavilion unless written consent is first obtained
from Council’s Governance Department and a licence/permit is then obtained from the Liquor
Licensing Commission. Compliance is part of any tenancy agreement.
Prior to each season or match any tenant or casual user who requires a licence/permit shall submit
an application form for the permission to consume liquor on a Council Property to the
Council/Secretary of the Advisory Committee.
In consenting to any application, Council must be satisfied that the hours granted are not excessive.
In general acceptable hours are those during or at the conclusion of legitimate club activities, for
example, training, matches or meetings.
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Boroondara Seasonal Tenancy Guide- Winter 2010 25
Due to the increased security risk associated with the storage and sale of alcohol, an additional
security deposit may be applied. Stock should be securely locked away and levels kept to a
minimum, reducing the risk of break-ins and theft.
Consumption of alcohol is only permitted during the following hours:
Monday to Thursday 6pm to 10pm
Friday 6pm to 11pm
Saturdays 12noon to 11pm
Sundays 12noon to 8pm
Public Holidays 12noon to 8pm
Christmas Day and Good Friday excluded
The times listed above are the maximum available. Permission will not be granted outside of these
times and Council may reduce the permitted hours where applicable.
Note: Council permission for the consumption of alcohol will not be granted on days when the
club does not have tenancy.
The consent by Council will allow the applicant to seek the appropriate licence/permit from the
Director of Liquor Licensing. Any sales or charges for liquor, and the storage of liquor on the
premises must be in accordance with the licence/permit from the Director of Liquor Licensing, and
must also comply with the requirements of Council.
The applicant shall promptly advise the Committee and Council’s Sports Liaison Officer of the
result of that application. A copy of any licence/permit issued by the Liquor Licensing Commission
shall be forwarded to Council’s Sports Liaison Officer as part of the club’s tenancy application
prior to the commencement of each season.
If, after the relevant licence/permit has been obtained, reasonable complaints are received and
substantiated by Council’s Sports Liaison Officer, consent may be withdrawn forthwith and the
Commission advised. Should any liquor be consumed in the pavilion after consent is withdrawn,
Council may take proceedings against the person(s) named in the original application. The Director
of Liquor Licensing and Victoria Police will also be advised of any breach of relevant legislation.
Applications should be made to Council no later than six weeks prior to the particular event or the
commencement of the season.
Application Procedure for Council Approval
1) Complete Form 3F Application for Council Approval to Apply for a Liquor Licence and
forward to the Advisory Committees/Sports Liaison Officer.
2) The Committee shall forward the application as soon as possible to Council’s Governance
Department with any comments.
3) Council’s Governance Department may consent to, or refuse the application, or reduce the
number of hours within which liquor may be consumed.
4) Where Council gives consent, the Governance Department will notify the person(s) named in
the application who may then apply to the Liquor Licensing Commission for the relevant
licence/permit. Refer to Attachment 3 for the application process.
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Boroondara Seasonal Tenancy Guide- Winter 2010 26
Application for a Liquor Licence
For information on the types of licences available, application forms, guidelines and fact sheets
contact:
Consumer Affairs Victoria – Liqour Licensing
GPO Box 4304
Melbourne 3001
Telephone: 1300 650 367
Website: www.justice.vic.gov.au/alcohol
Email: liquor@justice.vic.gov.au
7.6 Local Law - Consumption of Alcohol on Council Controlled Land
In the City of Boroondara the following Local Law applies to sports grounds:
8. Alcohol on Council-controlled Land
8.1 A person must not consume alcohol or possess an open receptacle containing alcohol -
(a) on Council-controlled land, if his or her consumption or possession of alcohol, or behaviour
generally, interferes with the reasonable use and enjoyment of the Council-controlled land by
another person; or
(b) in a place which Council has resolved is a prescribed place for the purposes of clause 8 of this
Local Law.
Penalty for the first offence: five (5) penalty units.
8.2 An authorised officer may-
(a) direct that a receptacle in the possession of a person contrary to clause 8.1 be sealed or
emptied, in which case the person possessing the receptacle must comply with the direction; or
(b) impound that receptacle.
Reference: Part C – Operation of Local Law ID, Section 8
7.7 Responsible Behaviour
Tenants and their guests are required to respect the amenity of those occupying neighbouring
properties. No person using the Park/Reserve shall behave in a disorderly manner or create or take
part in any disturbance or use indecent or abusive language or commit any nuisance or in any way
offend against decency as regards dress, language or conduct in any sportsground.
Under no circumstances are ball activities to take place in or within close proximity to the pavilion.
Any damage incurred as a result of ball activities or other misuse of the facility will result in a loss
of the security deposit (8.2), with additional repair costs charged to the offending club.
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Boroondara Seasonal Tenancy Guide- Winter 2010 27
7.8 No Smoking
The tenant club must ensure compliance with Council’s smoke-free policy which prohibits smoking
in any Council owned building, including pavilions. It is recommended that No Smoking signs are
placed in prominent positions within the facility.
7.9 Disability Discrimination Act and Equal Opportunities Act
The City of Boroondara’s commitment to provide disability access in all Council owned and leased
premises, requires tenants to adopt inclusive practices in line with the obligations under the
Disability Discrimination Act and the Equal Opportunity Act.
7.10 Signs on Council Land for Sporting Clubs
Temporary Match Day Signs
There is no limit to the number of temporary match day signs (canvas / cardboard / Corflute /
plastic) not exceeding 5 square metres that can be erected prior to a sporting event.
Signs must be erected on the inside of the sportsground fence and face in towards the centre of the
ground.
Signs must only be erected on the day that play occurs and must be removed that same day.
Signs must not be attached to trees, power poles, lighting poles, Council buildings or other
structures.
Permanent Sponsorship / Advertising Signs
There is a limit of 2 permanent sponsorship signs which can be erected on the boundary fence or
pavilion, not exceeding 5 square metres in total, regardless of the number of tenant clubs.
These signs must face into the field of play and should not be visible from any surrounding
residential property.
Mock-ups of intended signage must be provided to Council Officers from the Parks and Gardens
Department for approval prior to installation. The methods of fixing signs to structures will be
confirmed at this time.
If Council receives complaints from the local community regarding these sponsorship / advertising
signs, Council reserves the right to remove the signs.
Permanent Identification Signs
One identification sign per street frontage is allowed. (i.e. “This is the home of “)
Only 25% of the sign can have reference to a sponsor
The scale and height of the sign is to be compatible with the character and function of the site.
Planning permission may be required for a permanent sign type.
Mock-ups of intended signage must be provided to Council Officers from the Parks and Gardens
Department for approval prior to installation. The methods of fixing signs to structures will be
confirmed at this time.
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Boroondara Seasonal Tenancy Guide- Winter 2010 28
Temporary Community Signs / Special Event Signs
These are usually real estate type signs which advertise a special event or recruitment drive. Clubs
need to Contact Parks and Gardens on 9278 4595 for the “Community Signs on Council Land
Guidelines” pack for details on what is allowed.
REQUIREMENTS FOR ALL SIGN TYPES
Position on a Site
Signs are to be located in an approved position on the site, taking into account:
the need for reasonable visibility of the sign;
the need for setbacks from the street or a road junction (at least 3 metres preferred);
the need to protect features of natural or cultural interest on the site;
the location of existing Council owned signs on the site and the need to avoid clutter and
confusion.
the need to protect underground services, such as power, gas and irrigation lines
Commercial Advertising
Commercial advertising for temporary Community signs should be less than 25% of the total sign
area.
This does not include commercial advertising signs that are located within a sports ground visible
only to spectators at the ground.
Signs promoting an event for a sporting club will not be erected at another club’s allocated facility
or other parkland.
Exclusions
Council will not allow sponsorship signage with external parties where their primary operation or
product involves tobacco, gambling, sex industry or portrays a negative emphasis on gender, race,
sexual preference, religious belief, marital status or physical or mental disability.
Sponsorship signage from parties involved in the sale or production of alcohol will only be accepted
where the target market for the event, program or service is above the legal age for the purchase of
alcohol and is not deemed a high risk group.
Council will not enter into sponsorship agreements with registered political parties or with local
politicians.
Illumination / Animation
Illuminated and animated signs are not permitted.
Colours
Muted colours preferred for signs erected in parks and reserves.
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Boroondara Seasonal Tenancy Guide- Winter 2010 29
Construction
A sign must be securely fastened. This is a requirement for temporary and permanent signage.
Permanent signage must be kept in good condition and not faded / rusted.
Costs of Display
The advertiser must meet all costs arising from the display and removal of a sign.
Indemnification
The advertiser / club must provide Council with written indemnification.
Council Rights of Removal
Council reserves the right to remove any type of signage on council managed land, without
warning, regardless of whether it meets the guidelines above. Council Officers in all instances will
make every endeavour to communicate these actions with the relevant club.
Memorial Naming of Pavilions / Sportsgrounds / Scoreboards
There are strict policy guidelines based on the State Governments “Guidelines for Geographical
Names Victoria”. Refer to Council’s “Naming of Council Property Policy” for further information
8 Fees and Charges
8.1 Ground Usage Fees
Ground usage fees will be calculated in line with Council policy and tenant clubs advised of the
fees during the first month of each tenancy period. Invoices will be raised in the second month of
tenancy and are required to be paid within thirty days. Failure to do so may jeopardize future
tenancy applications.
8.2 Security Deposit
The Security Deposit ($500) will be used to cover the cost of replacing lost keys, repairing any
damage, cleaning and other expenses that may be incurred by Council as a result of the Tenant’s
actions. Repair costs in excess of $500 will be charged to the club.
The security deposit may be applied by the Council/Advisory Committee during the period of the
tenancy or at the end thereof to cover the cost of any maintenance work or other work, including
cleaning, identified by the Council/Advisory Committee. The application of the security deposit
does not in any way limit the liability of the tenant under (6.4) above.
8.3 Keys
Tenant Clubs are issued keys with a bond payable as per clause 6.1(viii). Clubs may not cut
additional keys or change any of the existing locks on pavilions under any circumstances. Each
club will be provided with two (2) keys. Additional keys may be provided at the expense of the
club, and with the consent of the Sports Liaison Officer.
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Boroondara Seasonal Tenancy Guide- Winter 2010 30
Organisations using Council property at the Park/Reserve must provide the Advisory Committee
and the Sports Liaison Officer with a register of names and contact details of persons issued with
keys. Key holder details should be included on the Sportsground/Pavilion Seasonal Tenancy
Application with advice of any change to the register provided within seven (7) days of the change.
The security deposit will be forfeited if the keys allocated to the club are lost or not returned within
two (2) weeks of the end of the tenancy period, unless prior alternate arrangements are made with
the Secretary of the Advisory Committee and Sports Liaison Officer.
If any keys are lost during the period of tenancy, Council may elect to install new locks to the
pavilion, at the cost of the Tenant Club.
8.4 Utilities
The tenant is responsible for all gas, telephone and electrical accounts associated with the pavilion
and training lights. In the case where a facility is used by more than one club, costs will be
apportioned based on the hours of use.
8.5 Refunds
Charges paid other than the Security Deposit are not refundable under any circumstances.
9 Sportsgrounds
9.1 Vehicles
No motor vehicle, bicycle, scooter, cart or other vehicle whether propelled by mechanical, human or
animal power may be driven or ridden on any footpath or through any sportsground without the
prior written consent of the Council/Advisory Committee except on internal roads or areas set aside
for the specific use of vehicles.
No person shall park or leave any motor car or other vehicle in any of such lands excepting at
places and times as are provided for the purpose by Council.
9.2 Turf Wickets
Council staff from the Parks & Gardens Department are responsible for the preparation and
maintenance of turf wickets during normal working hours.
Where turf wicket tables are currently in place, turf wickets will be prepared on the basis of a
standard fixtured senior team match, with two practice wickets per training session, twice a week,
prior to a fixtured match.
Clubs are wholly responsible for turf wicket covers, including their placement and removal from the
wicket, storage and any expense.
Covers may only be secured by plastic pegs. The use of steel pegs is not permitted at any time.
Should any damage occur to Council equipment due to contact with steel pegs, the Tenant Club will
be charged for the cost of repairing the damage.
Any extra wicket requirements will incur a separate charge.
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Boroondara Seasonal Tenancy Guide- Winter 2010 31
9.3 Practice Wickets
Clubs are responsible for the full cost of installing concrete practice wickets including synthetic
carpet and enclosures.
All applications for the installation of practice wickets are to be submitted to the Advisory
Committee and Council for approval.
Council will carry out maintenance of the concrete wickets and the area confined by and including
the fence. Maintenance of the synthetic carpet is the responsibility of the tenant clubs and must be
maintained to Council’s satisfaction. Practice wickets are to be available for public use outside of
tenancy times. No gates are to be installed.
Training nets may be secured only with the use of plastic pegs. Steel pegs are not permitted at
any time. Should any damage occur to Council equipment due to contact with steel pegs, the
Tenant Club will be charged for the cost of repairing the damage.
9.4 Synthetic Cricket Wickets
Council supplies and is responsible for the maintenance of concrete centre wickets. Clubs are
responsible for the installation and maintenance of synthetic carpets on centre and practice wickets
which must be maintained to Council’s satisfaction. Any installation is at the risk of the club and is
to be available for public use outside of club tenancy times. Storage of synthetic carpets is the
responsibility of the club. The carpets are not permitted to be stored within the pavilion.
The covering and uncovering of a cricket wicket with a synthetic surface so the ground can be used
during winter is the responsibility of the tenant cricket clubs using the oval. Council will deliver
the soil next to the wicket. The wicket must be covered within 14 days of the soil delivery. Council
may elect to cover the wicket after this time, in which case it cannot be held responsible for any
damage that may occur to the synthetic surface during this process.
9.5 En tous cas
Clubs are responsible for the supply, installation and maintenance of en tous cas surfaces where
applicable (e.g. baseball diamonds).
9.6 Soccer Goals
Soccer goal nets may only be secured with plastic pegs. Steel pegs are not permitted on ovals at
any time. Should any damage occur to Council equipment due to contact with steel pegs, the tenant
Club will be charged for the cost of repairing the damage.
9.7 Line Marking
Any line marking requirements for the oval are the responsibility of the tenant clubs. Field
dimensions must comply with Sport and Recreation Victoria guidelines, taking into account size
and orientation to allow for run-off area around the playing area.
Only line marking products recommended for use on turf will be permitted. Products that damage
or kill grass such as herbicides, diesel or oil will not be allowed. Any costs associated with the
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Boroondara Seasonal Tenancy Guide- Winter 2010 32
reinstatement of any damaged turf caused by the use of products not recommended for line marking
will be charged back to the responsible party.
9.8 Training Lights
Training lights may only be used between the hours of 4pm and 9pm. Power will be provided to
training lights only during the hours specified in this Agreement. The Manager, Parks and Gardens
must approve any use outside of these times.
10 Facility Maintenance
The tenant is responsible for the good and safe order of the buildings and grounds at the reserve and
any damage that may occur during the tenancy.
10.1 Rubbish
All rubbish, paper or litter on the reserve shall be cleaned up after each use. The club is responsible
for the removal of any catering rubbish or rubbish left from any meetings or social functions. If, in
the opinion of the Advisory Committee, Council, or a Sub Committee appointed by the Advisory
Committee for the purpose, the buildings and grounds are not kept or left in proper order, the
cleaning will be arranged by Council/Advisory Committee and costs charged to the tenant.
The Council/Advisory Committee will carry out regular inspections of the ground and pavilion.
Inspection reports will be pinned on the internal pavilion notice board.
10.2 Waste Collection
Park litter bins are provided for the disposal of litter by the public. These bins are not to be used for
club litter. Council will provide each pavilion with one 240-litre bin for general rubbish and one
240-litre bin for recyclables. The bins will be collected weekly as part of the household rubbish
cycle. Extra bins can be sourced through an external provider.
On the same day as collection the bins must be removed from the roadside and returned to the
storage area and secured.
10.3 Maintenance Responsibilities
In general clubs are responsible for minor repairs, cleaning and maintenance, with major repairs and
replacement carried out by Council.
Any damage caused to any fittings or fixtures, either internally or externally, due to misuse or club
negligence will be the responsibility of the club to repair or replace to Council’s satisfaction.
Allocation of responsibility for maintenance items is summarised in the following Maintenance
Schedule. Any breakage, damage or malfunctions should be promptly reported to:
Sports Liaison Officer
Parks and Gardens Department
City of Boroondara
Private Bag 1
Camberwell Vic. 3124
Phone: (03) 9278 4595
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Boroondara Seasonal Tenancy Guide- Winter 2010 33
Maintenance Schedule
BUILDING
ITEM CLUB RESPONSIBILITY COUNCIL
RESPONSIBILITY
1. Alarm / Security System Purchase, installation, No responsibility.
service and maintenance of
non audible alarms only. To
provide Council with access
code.
2. Ceilings Repairs due to misuse. Major repair and
replacement due to structural
faults, age etc.
3. Curtains and Blinds Regular cleaning, repair and No responsibility.
replacement.
4. Doors (including cupboard Regular cleaning and repair Replacement, repair due to
doors and door fittings) due to misuse. age or structural fault.
Repairs of external doors due
to vandalism.
5. Heating Fixtures Clubs will be invoiced for No responsibility.
payment of gas and
electricity accounts.
6. Building Alterations Submissions of requests for Council to consider and
consideration. Works where approve all works.
permission has been granted
by Council.
7. Damage - internal Repairs due to misuse. Repair due to age or
structural damage.
8. Electrical wiring, Changing of light globes. All other maintenance and
switchboard, power repair.
points, switches, light
fittings.
9. Food handling areas To keep all areas in a clean Maintenance, repair and
and hygienic state. Any replacement due to age or
repairs due to misuse. structural fault.
10. Fire Extinguishers and Monitoring of equipment. Annual maintenance and
Fire Hoses Cost of refilling or replacement due to age.
replacement of damaged
equipment due to club
negligence.
11. Fixtures - permanent Regular cleaning of all Repair/replace due to age or
fixtures and structural fault.
repair/replacement due to
misuse.
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Boroondara Seasonal Tenancy Guide- Winter 2010 34
ITEM CLUB RESPONSIBILITY COUNCIL
RESPONSIBILITY
12. Floor surfaces and All regular cleaning, Replacement, repair due to
coverings. maintenance and age or structural fault where
replacement. Council installed.
13. Glass, windows. To keep clean and replace Repairs of external windows
internal breakages. due to vandalism.
14. Guttering No responsibility All maintenance, repair and
replacement as required.
15. Hygiene To keep all areas in a clean No responsibility.
and hygienic state.
16. Keys, locks Responsible for keys issued Purchase, install & maintain
by Council. No foreign locks. Cost of initial
locks systems permitted. provision of two (2) keys per
club. Additional keys may
be provided at the club’s
expense.
17. Kitchen Appliances – Purchase, maintenance and No responsibility.
including cooking and repair.
refrigeration equipment
18. Lighting - security No responsibility Replacement and
maintenance as required.
19. Painting Internal painting if damaged Internal and external painting
due to misuse. as determined by Council.
20. Plumbing and fixtures Cost of repairs due to Repair and renewal of all
misuse. plumbing fixtures due to age
or structural fault.
21. Plumbing waste pipes and Keep drains clear of foreign All sanitary fixtures and
drains objects. fittings.
22. Roofs No responsibility. All maintenance, repair and
replacement as required.
23. Skylights Cost of repairing or replacing All maintenance and repair
due to club negligence. as required.
24. Vandalism No responsibility. Removal of graffiti from
external areas and any other
required works.
25. Walls Regular cleaning and repair Structural maintenance and
if damaged through misuse. repair.
26. Telephones Installation, payment of No responsibility.
accounts and maintenance.
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Boroondara Seasonal Tenancy Guide- Winter 2010 35
SPORTS GROUNDS
ITEM CLUB RESPONSIBILITY COUNCIL
RESPONSIBILITY
27. En tous cas surface Supply, installation and No responsibility
maintenance.
28. Fences Cost of repairing or replacing Maintenance and repair as
due to club negligence. required.
29. Line Marking All line marking for the oval Line marking on turf cricket
using recognised line wickets only. Once a year
marking products. line marking for Athletics
oval. No responsibility for
Use of products that damage
any other oval line marking.
or kill the grass are not
permitted.
30. Signage Obtain permit as required. No responsibility
Supply, install and remove.
Securely fasten.
Maintain in good condition.
31. Synthetic Cricket Wickets Purchase, installation, repair No responsibility for
and replacement of synthetic synthetic carpet.
carpet.
Delivery of soil next to the
Covering and uncovering of wicket at the end of the
the wicket season.
32. Training Lights Cost of replacement of All maintenance except
globes. globe replacement.
11 Facility Modifications
11.1 Sportsground and Park Improvements
All requests for ground improvements or additions to park infrastructure should be made to Council
in writing by the Club through the Advisory Committee. Submissions will be considered in the
context of budgetary demands.
11.2 Pavilion Alterations
No alteration or installation to any pavilion may be made without the written consent of Council’s
Manager, Parks and Gardens. Any proposed alterations must first be considered by the Advisory
Committee, with their recommendation being passed on to Council.
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Boroondara Seasonal Tenancy Guide- Winter 2010 36
11.3 Installation of Telephones
Clubs may arrange installation by qualified tradespeople, of telephones and pay TV systems in
pavilions, subject to prior Council and Advisory Committee approval. The club must:
Meet all associated installation and operating costs,
Ensure the position and connecting point of the cable to the pavilion is to the satisfaction of the
Manager of Parks and Gardens.
Meet any costs associated with the reinstatement of damage caused during the installation and/or
removal of the service.
12 Grants
The following are indicative of the types of grants on offer to sporting clubs each year. Clubs are
encouraged to seek funding to assist with athlete assistance, program and facility development. It is
recommended that Clubs seeking Council’s support or financial assistance contact the Sports
Liaison Officer to discuss their concept plan, especially for larger projects.
12.1 City of Boroondara
Sporting Achievement Grant
This grant provides limited financial support to assist individuals who have been selected by a
representative body and are striving towards excellence in their chosen area. Applicants must be
residents of Boroondara participating in an officially recognised competitive event, at a Regional,
State, National or International level in their chosen sport. Applications from no-participants i.e.
coaches, umpires or officials will not be accepted.
The grant process is open throughout the year; however applications should be made well in
advance of the event to enable sufficient time to process the request. For information on the
funding available, terms and conditions refer to the Sporting Achievement Grants Policy on the
Council website www.boroondara.vic.gov.au
Community Grants Program
This program is funded by Council and the Rotary Club of Balwyn through proceeds from the
Rotary Sunday Market. The Program provides funding to community organisations and groups to
meet identified needs, support local networks, encourage participation in community life, facilitate
responsive community service provision and promote access, inclusion and acceptance of diversity.
The City of Boroondara provides funding to local ‘not for profit’ community organisations and
groups to assist them in undertaking projects that improve the quality of life of Boroondara
residents and contribute to the development of strong and inclusive communities.
Note: Building projects, capital works and facility maintenance are ineligible.
More Information: City of Boroondara on 9278 4444.
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Boroondara Seasonal Tenancy Guide- Winter 2010 37
12.2 State Government
Community Facility Funding Program 2009/2010 - Minor Facilities Funding
(Sport & Recreation Victoria / Department for Victorian Communities)
The Minor Facilities Funding program is designed to assist organisations, communities and
Councils to work together to develop local sport and recreation facilities that create more
accessible, usable and sustainable leisure opportunities.
The objectives of Minor Facilities funding are to encourage:
· Participation in sport and recreation,
· Involvement in community organisations in planning and developing facilities,
· A coordinated response through cooperation between Councils and their communities,
· A strengthened community through sustainable sport and recreation facilities.
More Information and the application form may be found at: www.grants.dvc.vic.gov.au
13 Skill Development
13.1 Boroondara Community on Board 2009-2010
Boroondara Community on Board aims to support local community organisations and clubs to grow
and develop through skills training, information and support.
This dynamic program of skill development workshops will assist your group, however big or
small, to achieve its goals, meet its governance responsibilities and respond effectively to the
challenges it faces. It will also put you in touch with other local community groups and introduce
you to potential business partners.
All workshops are free of charge. For further information please contact the Community Planning
Department on 9278 4753 or email your registration to onboard@boroondara.vic.gov.au.
Additional information can be obtained on the Council website or through the Community
Planning, Leisure & Cultural Services or Parks & Gardens Departments.
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Boroondara Seasonal Tenancy Guide- Winter 2010 38
Section 3 APPLICATION FORMS
This section includes the “package” of forms required to complete an application for seasonal
allocation of sportsgrounds and/or pavilions in the City of Boroondara:
Application Checklist
Seasonal Tenancy Agreement
Club Details
Sportsground / Pavilion Seasonal Tenancy Application
Non-Seasonal Facility Use (for pre-season training, practice and finals matches)
Application for Council Approval to Apply for a Liquor Licence
Application for Permission to Sell Food at a Sporting Venue
Sports Facility – Casual Use (for Advisory events and public use)
Applications for seasonal tenancy including all associated documentation, as above,
must be forwarded to:
Secretary of the Advisory Committee/Sports Liaison Officer
Parks and Gardens
City of Boroondara
Private Bag 1
CAMBERWELL VIC. 3124
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Boroondara Seasonal Tenancy Guide- Winter 2010 39
Form 3A
APPLICATION CHECKLIST
Check Form Information Required Date Comments
Rec’d
Office use
only
Form 3A Application Checklist.
Form 3B Seasonal Tenancy Agreement
completed and signed.
Form 3C Club Contact Details
Form 3D Sportsground / Pavilion
Seasonal Tenancy Application
Form 3E Non-Seasonal Facility Use
(Application for pre-season training,
practice and finals match usage)
Form 3F Application for Approval to
Apply for a Liquor Licence
Not Required
Limited Licence
Renewable Limited Licence
Form 3G Application for Permission to
Sell Food at Sporting Venues
Certificate of Incorporation
(copy)
Public Liability Insurance
(copy)
Policy No.
.................................
Minimum $10million required Insurer: .....................................
Cover: ......................................
Security Deposit $500 (chq)
(if pavilion requested)
Copy of Certificate of Food Act
Registration (if applicable)
Liquor Licence (if applicable)
Association Competition
Fixtures
Please retain copies of all documentation forwarded to the Advisory Committee / Council.
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Boroondara Seasonal Tenancy Guide- Winter 2010 40
Form 3B
SEASONAL TENANCY
AGREEMENT
__________________________________________________________________________
Club Name ...............................................................................................................................
Season: Summer / Winter Year: ……………..
We the undersigned, having read and understood the Seasonal Tenancy Guide (200…),
including the Policy Statement, Terms and Conditions of Seasonal Tenancy, hereby agree to
ensure that all members of the organisation named in this agreement will comply with the
conditions.
Signed ...................................................................... President
Print Name ………………………………………………………………..
Date ......../........./...........
Signed ...................................................................... Secretary
Print Name ………………………………………………………………..
Date ......../........./...........
__________________________________________________________________________
Office Use Only
Signed Seasonal Tenancy Agreement Received: ……./……../………
Receiving Officer: ……………………………..
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Boroondara Seasonal Tenancy Guide- Winter 2010 41
Form 3C
CLUB DETAILS
SEASON: Summer / Winter
YEAR: 200….………….
CLUB: ……………………………………………………………….
Postal Address: ……………………………………………………………………………….
…………………………………………Post Code: ………………….
Association that the club is affiliated with: ……………………………………………………
Association Phone: ………………………. Email: …………………………………………
__________________________________________________________________________
Preferred Club Contact (Name): ............................................................................................
Position Held: ………………………………………………………………………………...
__________________________________________________________________________
President: ..................................................................................................................................
Address.......................................................................................................................................
................................................................................................ Postcode: …………….
Phone: (Business)............................................. (Home).....................................................
(Mobile)……………………………… (Fax)…………………………………….
E-Mail: .……………………………….……………………………………………………….
__________________________________________________________________________
Secretary: .................................................................................................................................
Address: .....................................................................................................................................
................................................................................................ Postcode: ……………..
Phone: (Business)............................................. (Home) ..................................................
(Mobile)……………………………… (Fax) …………………………………..
E-Mail: ………………………………….……………………………………………………..
__________________________________________________________________________
Treasurer: ................................................................................................................................
Phone: (Business)................................................. (Home)....................................................
(Mobile)………………………………… (Fax) ………………………………….
E-Mail: ………………………………………………………………………………………...
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Boroondara Seasonal Tenancy Guide- Winter 2010 42
Information for the Boroondara Website and Community Information System:
Please complete the following to ensure that the information Council provides to the community
through its website and customer services department is up to date and reflects the clubs current
activities:
Club Name: ................................................................Sport: .........................................
Facility Location: .............................................................................................................
Club website: ………………………………………………….
Contact Details (for the website and provided in response to community enquiries):
Name: ………………………………………………………………………..
Phone: (BH) ............................................. (AH) ...................................................
E-Mail: ……………….…………………………………
Club Précis for website: (3 lines max.)
…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
…………………………………………………………………………………………
Club Membership Details (for internal records and sports audit update purposes):
Club Members Male Female TOTAL
Juniors (16yrs & under)
Students
Seniors
Veterans
Social Members Only
Team Details:
Teams Number of Grades
teams
Junior Girls (16yrs & under)
Junior Boys
Juniors - mixed
Senior Women
Senior Men
Veterans
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Boroondara Seasonal Tenancy Guide- Winter 2010 43
Form 3D
SEASONAL TENANCY APPLICATION
For Sportsgrounds and/or Pavilions
SEASON: Summer / Winter 200..….
(Cross out the season not applicable)
CLUB: ……………..……………………………………………………..
Contact Person: …………………………………. Position Held: ……………………….
Phone (Business): ………………………………. (Home): ………………………………
(Mobile): ……………………………….. (Fax): ………………………………...
Email: …………………………………………………………………………………………
Seasonal Allocation is requested for the following sportsground and/or pavilion:
NOTE: A SEPARATE FORM MUST BE COMPLETED FOR EACH VENUE REQUESTED
Name of Park/Reserve: ............................................................................................................
Ground requested: e.g. East, West, 1, 2 etc. ………………………………………………...
Pavilion requested: ………………………………………………………………………….
Key holders:
NAME ADDRESS CONTACT DETAILS
(h)
(w)
(mob)
Email
(h)
(w)
(mob)
Email
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Boroondara Seasonal Tenancy Guide- Winter 2010 44
Season Dates
Please list the date on which the season commences and the date on which it finishes (inclusive),
excluding finals and practice matches.
Season commences: Date: ......../........../200....... and finishes: Date: ....../......../200......
Clubs are required to provide Council with a copy of the fixture as soon as it is available.
NOTES:
1. The end of season must be prior to 31 August for winter tenants and 28 February for
summer tenants.
Pre-season training, practice and finals matches must be booked separately to this application using
Form 3E, Sports Facility – Additional Use.
PAVILION USAGE
Regular Use:
Bearing in mind the hours of permitted use (Section 2.3), please indicate the hours the pavilion
will be required on a regular basis during the season:
Regular Use: Morning Pavilion usage: Afternoon/Evening usage:
Mondays am to am pm to pm
Tuesdays to to
Wednesdays to to
Thursdays to to
Fridays to to
Saturdays to to
Sundays to to
Pavilion – Meetings / AdvisoryEvents:
Please indicate the events the Club anticipates holding during the season:
EVENT DATES TIME PAVILION REQ’D
Month if exact dates unknown (refer to Permitted Times -STG Section 2.3)
Committee Meetings:
A.G.M. to
to
to
to
to
to
to
to
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Boroondara Seasonal Tenancy Guide- Winter 2010 45
EVENT DATES TIME PAVILION REQ’D
Month if exact dates unknown (refer to Permitted Times -STG Section 2.3)
Social Events:
to
to
to
to
to
to
to
to
to
Other Events:
to
to
to
to
to
to
Should the number of functions be numerous, please list on an additional sheet.
SPORTSGROUND
Facilities required:
Full Share of Oval
Half Share of Oval
Training Lights
Cricket Nets
Other...........................................
Dates and Times:
Please complete the following table, nominating which teams train and play at what times
and the ground requested.
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Boroondara Seasonal Tenancy Guide- Winter 2010 46
CLUB:…………………………………… GROUND: ………………………………..
Note: A separate form is required for each ground requested.
DAY / TIME OVAL OCCUPANCY TEAM PURPOSE
(e.g. 4pm to 6pm) (East, West etc.) (full, 1/2 share) (eg Juniors U14) (training/match)
Monday
to
to
to
to
Tuesday
to
to
to
to
Wednesday
to
to
to
to
Thursday
to
to
to
to
Friday
to
to
to
to
Saturday
to
to
to
to
Sunday
to
to
to
to
NOTE: Should the information provided be incomplete Council shall not be responsible for
double bookings or conflict with maintenance schedules.
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Boroondara Seasonal Tenancy Guide- Winter 2010 47
ADVISORY COMMITTEE RECOMMENDATION Office Use Only
The …………………………..………………… Advisory Committee has reviewed the
attached Sportsground / Pavilion Seasonal Allocation Tenancy Application from the
………...……………………………………………………… (Club) for seasonal allocation
of …………………………………... (ground) and …………………………….. (pavilion).
We hereby make the following recommendation to Council for allocation of Seasonal
Tenancy:
Refusal of Seasonal Tenancy
Reason ……………………………………………………………………………
Acceptance as requested in the accompanying application,
Acceptance with the following modifications to the allocations requested:
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
Signed: ………………………………………………………………………Secretary/Chairperson
Name: …………………………………………………
Date.............../.............../.............
COUNCIL DECISION
Officers of the City of Boroondara have reviewed the attached Sportsground /
Pavilion Seasonal Allocation Tenancy Application and noted the above recommendations
of the Advisory Committee responsible concerning the Club and venue usage. We
hereby grant the following seasonal tenancy to ………………………………………….
(Club):
Refusal of Seasonal Tenancy
Reason ……………………………………………………………………………
Acceptance as requested in the accompanying application,
Acceptance with the following modifications to the allocations requested:
…………………………………………………………………………………………
…………………………………………………………………………………………
Signed: ……………………………………………………… Sports Liaison Officer
Name: ……………………………………………………
Date.............../.............../.............
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Boroondara Seasonal Tenancy Guide- Winter 2010 48
Form 3E
NON-SEASONAL FACILITY USE
Application for Facility Use for Pre-Season Training, Practice and Finals Matches
APPLICATION PROCEDURE
1. Application - Send completed Sports Facility Non-seasonal Use Application to the Advisory
Committee responsible for the venue required. (refer to Attachment 1)
2. Advisory Committee Approval
3. Council Approval
4. Notification from Council of success (or not) of the application.
CLUB ………………………………………………………………………………………………….
CONTACT NAME ………………………………………………. POSITION ……………………
PHONE ……………………………… EMAIL ……………………………………………
ADDRESS ……………………………………………………...
SUBURB ………………………………………. POSTCODE ………………..
FACILITY REQUIREMENTS
Ground: ………………………………………… Pavilion: …………………………………
PURPOSE
DATE TIME (pre-season training / TEAM RESPONSIBILITY
(e.g. 4pm to 6pm) (e.g. 4pm to 6pm) practice /finals match) (eg Juniors U14) (Club / Association)
Conditions of Hire: As per the City of Boroondara Seasonal Tenancy Guide (2005).
ADVISORY COMMITTEE APPROVAL
The ………………………………………………...
Advisory Committee has approved this booking.
SIGNED ………………………………………….
NAME ……………………………………………
DATE …………………………
COMMENT ……………………………………...
__________________________________________________________________________
Boroondara Seasonal Tenancy Guide- Winter 2010 49
Form 3F
APPLICATION FOR COUNCIL APPROVAL TO
APPLY FOR A LIQUOR LICENCE
Sportsground Seasonal Tenancy
Season: Summer / Winter Year: 200 ……
Club: ………………………………………………………………………………..
Venue: ………………………………………………………………………………..
Note: A separate application must be completed for each venue that a club has tenancy.
Club Contact: ……………………………………….. Club position: …………………...
Address: …..……………………………………………………………………………….
Phone: ………………………(h) ………………………. (b) ……………………….…(mob)
Type of licence sought*:
Limited Licence Renewable Limited Licence
* Refer to www.justice.vic.gov.au/alcohol / .......Applying for a liquor licence for further
details
Responsible Serving of Alcohol (RSA)
Does your Club have a current RSA qualification? YES / NO If Yes what level? ……
Please provide details of RSA qualified staff that will be responsible for the serving of
alcohol at the venue:
Name Qualification Name Qualification
Please return application for Council approval to apply for a liquor licence to:
Sports Liaison Officer
City of Boroondara
Private Bag1
CAMBERWELL VIC 3124
OFFICE USE ONLY Approved Rejected
Signed: ……………………………. Sports Liaison Officer Date: …./…../…..
Form 3G
APPLICATION FOR PERMISSION TO
SELL FOOD AT A SPORTING VENUE
Name of Club: …………………………………………………………………....
Venue: …………………………………………………………….……
Season: Winter Summer Both Year ……….
Food Service Coordinator: …………………………………………….…………….
Phone: …………………………… Email: …………………………………..
_______________________________________________________________________
1. Type of application
New application for registration as a food business
Annual registration (Club has previously been registered as a food business)
2. Does the Club have a current Food Service Program? Yes / No
Refer to section 7.4 for details.
3. Foods to be sold:
Please complete the following table, indicating what foods the Club intends to sell.
4. Advisory Events:
Other than regular match day catering, describe any Advisory events (luncheons, fundraisers
etc) that the club expect to hold that would involve the sale of food:
……………………………………………………………………………………………
……………………………………………………………………………………………
……………………………………………………………………………………………
……………………………………………………………………………………………
Information provided will be forwarded to Council’s Health Services Department who will
then contact the Food Service Coordinator to further the Food Act Registration process.
Please complete this form and return to:
Sports Liaison Officer
City of Boroondara
Parks and Gardens,
Private Bag 1
Camberwell 3124
Club: ………………………………………. Venue: ……………………………...
Food Service Coordinator: ………………………….….…. Phone: ……………………
FOOD Pre- Prepared Cooked Details
packed on site on site
Yes/No Yes/No Yes/No
Packaged chips
Confectionary
Packaged soft
drinks
Hot drinks (tea,
coffee, milo, etc.)
Hot chips
Hot dogs
Dim Sims
Pies/Sausage Rolls
Pizza
Sandwiches
Packaged Liquor
Beer on tap
Other (please list)….
Form 3H
SPORTS FACILITY
CASUAL USE APPLICATION
For AdvisoryEvents and Public Bookings
APPLICATION PROCEDURE
1. Application - Send completed Sports Facility - Casual Use Application to the Advisory Committee
responsible for the venue required. See Appendix 1 for details.
2. Advisory Committee Approval
3. Council Approval
4. Notification from Council of success (or not) of the application.
HIRER DETAILS – PERSON/CLUB TO INVOICE
CLUB …………………………………………………………………………………………….
CONTACT NAME ………………………………………………. PHONE ……………………………….
ADDRESS ……………………………………………………... SUBURB ………………………….
POSTCODE ……………….. EMAIL ……………………………………………………
DETAILS OF BOOKING
GROUND ……………………………………………………… PAVILION ……………………………
DATE …………………… START TIME …………………… END TIME ………………………
ACTIVITY (e.g. Family Reunion) ………………………………………………………………………..
ADVISORY REQUIREMENTS ……………………………………………………………………………
………………………………………………………………………………………………………..………
Conditions of Hire:
CASUAL HIRE FEE PAYABLE
No vehicles are to enter the park.
Hire Charge $
The sportsground must be left in a neat and tidy
condition. GST $
This form, signed by both Advisory Committee and Refundable Deposit* $__________
Council, and receipt must be carried on the day of Total Charge $__________
booking. * refer to Condition of Hire 4.
Deposit is refundable if keys are returned, no
damage is done and the facility is left in the same condition as before use.
ADVISORY COMMITTEE APPROVAL COUNCIL APPROVAL
The This booking has/has not been approved by
……………………………………………... the City of Boroondara.
Advisory Committee has approved this booking. SIGNED …………………………………………
SIGNED …………………………………………. NAME …………………………………………..
NAME …………………………………………… DATE ……………………….
DATE ………………………… COMMENT………………………………………
COMMENT………………………………………
ATTACHMENTS
This section includes additional information to assist clubs occupying Council facilities on
seasonal allocation.
Attachment 1. Advisory Committee Details
Attachment 2. Seasonal Tenancy Application Procedure
Attachment 3. Liquor Licence Application Process
Attachment 1 Advisory Committee Contact Details
The following grounds have Advisory Committees of Management.
Last updated October 2009
GROUND COMMITTEE / CONTACT PHONE NO.
Canterbury Sportsground, Surrey Hills CANTERBURY SPORTSGROUND (m) 0417 343 893
Ash Maiyah
PO Box 135
Canterbury 3126
secretary@canterburycc.com.au
Dorothy Laver Res. (East), Glen Iris DOROTHY LAVER/ERIC RAVEN (h) 9885 8227
Dorothy Laver Res. (West), Glen Iris Reg Bugeja
Eric Raven Reserve 19 Cloverdale Road
Glen Iris 3146
r.bugeja@optusnet.com.au
Ferndale Park. FERNDALE PARK (h) 9889 1347
John Coffey (b) 9487 3425
1039 Toorak Road (bfax) 9484 0296
Camberwell 3124
john.coffey@immi.gov.au
Greythorn Park GREYTHORN PARK (h) 9857 7312
Liz Garwoli (w) 9872 5577
46 Hosken Street
North Balwyn 3104
garwoli_rd@netspace.net.au
Howard Dawson Reserve HOWARD DAWSON/NETTLETON (m) 0402 500 322
Nettleton Park John Harker
13 Bickleigh Street
Glen Iris 3146
jvharker@gmail.com
Myrtle Park (East), North Balwyn MYRTLE/ MACLEAY PARK (m) 0413 483 349
Myrtle Park (West), North Balwyn Ros Lowe
Macleay Park (No. 1,2,3,4,5) 3 Kendari Ave
North Balwyn 3104
rosl@vic.cfmeu.asn.au
Watson Park, Ashburton WATSON PARK (h) 9885 4819
Don Nimon
18 Keyes Street
Ashburton 3147
nimon@vic.chariot.net.eu
Attachment 2 Seasonal Tenancy Allocation Procedure
Council advertises for the submission of applications in
CLOSING DATES
the Boroondara Bulletin and Progress Press one month
Applications to Advisory
prior to closing date. Council also sends application packs
Committees / Council by:
to tenant clubs from the previous season.
6 JUNE (for Summer Season)
7 DEC (for Winter Season)
Committee recommendations
Application submitted to Committee submitted to Council by the
21st of the same month.
No
Is all required information provided? Call club and ask for required
information.
Yes
Should application be approved?
· Considerations
· Tenancy history
· Ground capabilities
Alternative accepted and new form
submitted to Committee
Committee makes recommendations for
tenancy to Council.
Confirmation of allocation or refusal sent For unsuccessful clubs look at
to Committee and club by Council. alternative venues
- propose alternative to club.
Committee arranges to meet club on site
for initial inspection and key allocation.
Alternative not accepted
or no alternative available
Proposed charges sent to clubs by
Council in first month of tenancy
Invoices sent to club by Council in second month of tenancy
DURING SEASON – COMMITTEE
· Irregular pavilion/ground inspections
· Contact Council to arrange necessary
maintenance
· Monitor club behaviour
Committee arranges to meet club at end of season for final inspection
and return of keys. Notify Council to return security deposit
Attachment 3 Liquor Licence Application Process
Source:
http://www.justice.vic.gov.au/wps/wcm/connect/DOJ+Internet/Home/Alcohol/Apply+for+a+
Liquor+Licence/JUSTICE+-+Alcohol+-+Liquor+Licence+Application+Process
Lodging the application and paying the required fee does not immediately guarantee approval
of your liquor licence. This is where the prospective licensee's obligations to the community
begin.
You must:
Display prominently outside your premises for 28 days, the prescribed notice of your
intended application.
The community, residents, council or police may:
Lodge any legitimate objections to the granting of the licence with the Director of
Liquor Licensing.
The Liquor Licensing Panel will:
Review the application
Hear argument from the objectors and applicant, and
Recommend a decision to the Director of Liquor Licensing.
The Director of Liquor Licensing will either:
Issue or refuse the application.
Either the applicant or the objectors may at this point lodge with the Victorian Civil and
Administrative Tribunal (VCAT), an appeal against the Director's decision.
The application process is summarised in the following diagram.
For further information and application forms contact:
Victorian Consumer & Business Centre
113 Exhibition Street
Melbourne 3000
Telephone: 1300 650 367
Website: www.consumer.vic.gov.au ……/Business Licensing & Regulation
Liquor Licence Application Process Diagram
Source:
http://www.justice.vic.gov.au/wps/wcm/connect/DOJ+Internet/resources/file/ebe5f2050455a
3a/liquor__chart_application_process.pdf