Recreation Infrastructure Funding Policy

Approval date: 23 October 2017

Background

In 2017, Latrobe City Council undertook a Recreation Needs Assessment, a strategic document that provides Council with one consolidated document to cover the current provision, participation, demand and planning for sport and active recreation within Latrobe City. The document will allow Council to deliver an affordable network of active recreation opportunities in conjunction with clubs and relevant funding bodies.

As part of that assessment, this Recreation Infrastructure Funding Policy was developed to ensure a fair and consistent allocation of Council resources towards the development of Council owned and/or managed facilities for sport and recreation.

Council has a role in providing facilities that benefit the community through increasing participation and encouraging active, healthy lifestyles; and to build the capacity of volunteers to offer improved opportunities for all.

This policy applies to the development of infrastructure on Council owned and managed property. In particular, it identifies the funding responsibilities for identified core and optional infrastructure relating to specific sport and recreation activities.

It should be noted that Council’s funding for the core components is dependent on budget availability and the competing demands of other projects.

For ease of reference, the sport and recreation organisations that utilise these venues/facilities are referred to throughout the document as ‘clubs’.

Objectives

The objectives of this Policy are:

  • To ensure that the development of community sport and recreation facilities within Latrobe City occurs in an effective and cost-efficient manner
  •  To provide clarity on the roles and responsibilities of both Council and clubs in relation to the development and provision of sport and recreation infrastructure
  • To encourage partnerships between Council, clubs and other agencies for the development of sport and recreation facilities across Latrobe City

Guiding principles

The proposed policy is based on the following principles:

  • This policy is to be consistent with the Sporting Reserves and Pavilion License, which requires that all user groups/clubs/organisations must obtain Council’s permission prior to the planning or undertaking of any works on Council owned or managed facilities.
  • Any developments must obtain the relevant Council and any other approvals/standards (such as Australian Standards, Building Code requirements, and the requirements of the sport/activity’s governing State/National body)
  • Where a club can successfully demonstrate the capacity and resources to deliver a project, Council may consider permitting clubs to undertake works on Council owned or managed land, conditional on meeting the requirements of dot point no. 4 and no. 5 below.
  • Permission will be subject to clubs entering an agreement with Council applicable to the complexity of the project, and
  • Where there are concerns identified in relation to the levels of ongoing cost and/or risk associated with construction, maintenance and/or replacement of a project that will become a Council asset, Council reserves the right to reject the approval of works by a club or organisation or impose an increased level of Council involvement at the cost if the club.
  • Council will be responsible for funding only core components of sport and recreation venues/facilities, whilst the clubs will be responsible for other components that are considered optional
  • Funding will only be considered for facilities located on Council owned or managed land, or Crown Land reserves that are supported by Council through annual maintenance grants
  • Priority will be given to developments that will encourage participation in active sport and recreation activities
  • Any developments that do not align with the local level facility hierarchy or the relevant state sporting guidelines will not be supported
  • A local level facility can alternatively be defined as "a local facility will tend to draw people from within one local council area, unless the facility is close to a council border. The catchment for a ‘local’ facility could be district, neighbourhood, or very local ie: one suburb or one town."
  • A regional facility is generally a facility that has the capacity, due to its large size, exceptional or unique function, to support activities and events that draw people from across a region. A regional facility caters for a broad catchment across municipal boundaries, equitably distributed and not replicated across the region. A regional facility meets the strategic intent and standards as required by the State and National Sports Bodies, and specific targeted elite teams.
  • All designs and projects will be economically sustainable in design and construction, as per the ESD guidelines by Sport and Recreation Victoria
  • The components of any proposed development will be assessed, and will include, but not necessarily limited to:
    • The integration of the proposed development with surrounding facilities/infrastructure, including the site’s ability to cater for it
    • The functionality of the development’s design
    • The impact of the development on any other activities on the site
    • The contribution/detraction to local amenity
  • It is recognised that some developments will be subject to certain circumstances that warrant special consideration. These may include:
    • Significant changes to participation levels
    • Changes to requirements from governing/statutory bodies (e.g. change room requirements, lighting levels, access for people with disabilities, etc.)
    • Historical factors beyond the control of the current club
    • Multiple tenants at a facility
    • Specific conditions of tenure arrangements.

Scope

This policy relates to the development of all Council owned or managed land (or Crown Land reserves that are supported by Council through annual maintenance grants) and infrastructure used for the purposes of providing active sport and recreation activities within the Latrobe City. Developments may include new facilities or the refurbishment/renovation of existing facilities.

Developments associated with indoor sporting centres/stadiums or aquatic facilities are not covered by this Policy.

Funding will be subject to future Council budget considerations.

Process

Council officers will complete a weighted assessment matrix for all recreation projects previously identified in a Council master plan or strategy.

A club seeking funding for a project not previously identified in the strategy or master plan is required to complete an Expression of Interest (EOI) form detailing the proposed project.

Once the EOI form is lodged, the viability of the project will be assessed by Council officers against the same assessment matrix.

The assessment criterion is as listed:

  • Past and current participation average increase/decrease over the past three years
    • Where possible, the data will be sourced from the peak sporting bodies to ensure quality and consistency when assessing each project through the matrices.
    • Where data cannot be sourced from peak sporting bodies, Council will require clubs records for participation over the three year period for analysis.
    • In order to fairly calculate participation figures for sites with multiple user groups on the matrix, calculation of the average percentage for all user groups combined will occur. However, if the project is set to benefit only one user group, then the data analysed within the matrix will be that of the main beneficiary.
    • For female only sports, the club will be scored on one section of KPA 1 and will not be scored on both the ‘all’ section and ‘female’ section to obtain double scoring
  • Current compliancy issue with the facility:
    • Non-compliant to State Sporting Association Guidelines:
      • Non-compliant umpires change rooms such as size, number of change rooms, in accordance with local level peak body guidelines.
      • Unisex compliance issues
    • Building Code Compliance Issues:
      • Occupational Health and Safety
      • Asbestos
      • Disability Discrimination Act (DDA) compliance
      • Issues relating to Australian Standards
      • In accordance with Latrobe City’s building audit
  • Will the project encourage the development of a multi-use facility?
    • Is the facility a multi-use facility or is it a single use facility?
    • Will the project benefit multiple-user groups?
  • Has the Club worked with GippSport to develop strategic plans and documentation?
    • Female friendly policies/programs to promote female inclusion within the club
    • Participation Plans
    • Has the club initiated the process with GippSport?
  • Clubs making a cash contribution to core components only of the project will be scored on the level of the following contributions:
    • 20+%
    • 10-20%
    • 1-10%
    • 0%
  • Masterplan Alignment:
    • Does the project align with a Council master plan?
  • Grass Based Sporting Review or Hardcourt Audit alignment:
    • For relevant projects, does it identify a need with the recommendations and findings from Latrobe City’s Grassed based sporting review or the Latrobe City Council Hardcourt Audit?
    • Current ground condition/usage
    • Overused
    • Matches potential use – within four hours of matching potential use
    • Underused
    • Hardcourt compliancy to sporting guidelines
  • Trends and Demands
    • Does the sport and project align with sporting based trends and demands within Latrobe City as identified within Latrobe City Council's Recreation Needs Assessment?
    • Increase
    • Steady
    • Decrease
    • In order to fairly calculate trends and demands figures for sites with multiple user groups on the matrix, calculation of the average percentage for all user groups combined will occur. However, if the project is set to benefit only one user group, then the trend data analysed within the matrix will be that of the main beneficiary.
  • Current lighting conditions:
    • No lighting
    • Non-compliant lighting <50 lux
    • Number of current lighting poles
      • One lighting pole with light
      • Two or more lighting poles with lights

If successful, the project may be considered for implementation within the next annual budget, as an indicative item that will subject to the assessment and consideration of other requests and funding priorities, as a part of the annual budget process.

Process for the development of infrastructure on council owned or managed land

What types of projects will be funded?

  • Core components as per table 1
  • Projects that promote participation in physical activity
  • Projects that have demonstrated a need through current and past participation
  • Projects with compliancy or occupational health and safety issues
  • Projects that encourage the development of multi-use, shared facilities
  • Projects that strongly align with master plans/strategies
  • Projects that demonstrate a need through trends and demands of the sport
  • Projects that align with Councils documents such as the Grass Based Sporting Review Document
  • Projects aligned with external funding opportunities

What types of projects will not be funded?

  • Applications for non-core components as per table 2
  • Projects that do not score as highly as others
  • Projects where cash contributions have not been confirmed with bank statement proof
  • Projects that do not strongly meet the assessment criteria

Timeframe for EOI completion

  • Expression of interest applications to be submitted before October 31st. EOI’s submitted after October 31st of each year will not be considered in the following year’s annual budget.

Levels of contribution

Sports pavilions

Core components

The table below outlines the core components of sporting pavilions. The table outlines the maximum number of components Council will fund.

The size of each component will be determined by the relevant sport’s peak body facility guidelines/requirements. Where these guidelines are not available, Council Officers will liaise with the relevant Peak bodies to determine an appropriate size/number for the facility’s purpose. The additional costs associated with any such developments that exceed these minimum size/embellishment requirements will be borne by the club.

Table 1: Core components that Council will fund

Component Quantity
Change rooms* 1 – 4
Amenities (showers/toilets) 1 - 4
Kitchen/Kiosk 1
Umpire change facilities 1
Storage room (within pavilion, up to 20 square metres) 1
First aid room 1

Multi-purpose/social space (up to 50 square metres)#

1

Power upgrades as part of successful lighting or pavilion projects^

If necessary

Drinking fountains as part of overall project 1-4

Rubbish bins as part of overall project (fixed)

1-4

* For sites/reserves with three or more grounds, consideration will be given to the development of extra facilities.

# Where three or more user groups occupy a pavilion, Council will consider an increase in the size of the social/multipurpose space as part of the overall project.

^ Power upgrades as part of a successful lighting or pavilion project (if necessary) will be assessed as part of the project and not assessed individually.

Optional components

 

Table 2: Optional Components Council will not fund

Optional component
Commercial/catering kitchen
Bar facilities (if permitted by Council)
Meeting room/s
Additional Administration/Social space >50 m2
Gymnasium
Additional storage (in addition to core component)
Security system
Alarms
Timekeeper room
Cleaner’s room
Shade spectator area

Pavilion fit-out

Table 3: Responsibilities for fit-out items of pavilions

Council

Club

General:

  • All plumbing works for core pavilion components, including hot water supply & hot water systems
  • Locks and security lighting (and security screens/doors where appropriate)
  • Appropriate floor coverings for core pavilion components such as epoxy flooring
  • Light fittings (including emergency exit lighting
  • Curtains/blinds
  • Bay change facilities

General:

  • Furniture &  Shelving
  • Floor coverings for optional pavilion components
  • Bar facilities and fit-out
  • Telephone, television and internet connections and associated equipment
  • Heating/cooling of all pavilion components (core and optional)
  • Security alarms

Canteen/Kiosk/Kitchen:

  • Benches and cabinets
  • Tiling
  • Oven/hot plates
  • Extraction fans/range hood
  • Hot water urns

Canteen/kiosk/kitchen:

  • Instant hot water (‘zip’) units
  • Refrigeration/freezers
  • Dishwasher
  • Crockery and cutlery

Change Rooms:

  • Bench seating and clothes hooks
  • Change room fixtures such as mirrors, towel dispensers, toilet roll holders, etc.

Ancillary infrastructure

Ancillary infrastructure includes features that are necessary to deliver the sport/activity, but are separate from the main pavilion. The following outlines the responsibilities of both Council and the club in relation to the development of such features.

Works undertaken with Council funding, on Council owned or managed land will be delivered by Council. No in Kind contributions will be considered.

Table 4: Ancillary Infrastructure Table

Component

Council Contribution 100%

Club Contribution 100%

Description

General power upgrades

Yes

No

General power upgrades not a part of an overall pavilion or lighting project are not supported by this Infrastructure Funding Policy. Funding for this type of infrastructure can be obtained through alternate Council funding streams ie: Grants.

 

Sports Lighting

(includes field, and hardcourts surfaces)

 

Yes

No

Council will contribute up to 100% towards sports lighting up to a standard of 100 lux. Only LED lighting systems are considered acceptable for funding.
The installation of sports lighting will require Council approval and is also subject to building approval and, in certain cases, a planning permit.
Council will contribute towards:

  • Construction of a new field/surface lighting system
  • Upgrading of an existing field lighting system.

Council does not fund lighting levels above 100 lux at local level facilities.
Once installed, the operating cost of the field lighting becomes the sole responsibility of the club, including the ongoing replacement of bulbs/globes. Council will maintain lighting infrastructure, including the poles.

Scoreboards

No

Yes

Construction and maintenance of scoreboards will be 100% funded by clubs and they must:

  • Be consistent with the State Sporting Organisation and Council guidelines. As a guide the scoreboard should not exceed 3m x 6m
  • Adhere to Council’s relevant policy regarding outdoor advertising/sponsorship signage
  • Not detract from the site’s amenity.

Coaches boxes and player dugouts

No

Yes

Construction and maintenance of coach’s boxes and player dugouts will be 100% funded by the club.

Sports playing/ field perimeter fencing for ovals or fields

Yes

No

Council owned or managed land facilities fencing projects must be approved by Council.

Types of fencing must be approved and agreed upon by Council prior to purchase.

Clubs are to contribute 50% of the construction for fencing, with Councils contribution at a maximum of 50%.

Upgrades of fencing will need to be co-funded by the clubs, 50% contribution with 50% Council contribution.

Council will only fund playing field perimeter fencing at measurements of 0.9 metres in height.

Goal posts and padding

 

No

Yes

The installation and maintenance of goal posts and padding will be 100% the responsibility of the club in which they must meet the requirements of the relevant State Sporting Organisation.

Protective/safety netting

 

*Safety netting is netting that prevents balls from leaving the field/ground

 

No

Yes

Clubs must contribute 100% of the cost and maintenance of protective/safety netting, to assist with the containment of the ball for safety or functional purposes.

Gate keepers box

 

No

Yes

Clubs must contribute 100% of the cost and maintenance of a gate keeper’s box. Planning and building permits may be applicable and are also the responsibility of the club. In general, a gate keeper’s box will:

  • Have a maximum allowable size of 1.5 x 1.5 metres
  • Not detract from the site’s amenity.

Sirens & Public Address (PA) Systems

No

Yes

Clubs must contribute 100% of the cost and maintenance of  sirens and PA systems, and planning permits may be applicable. Seeking this permit is the responsibility of the club.

Solar Powered Units

No

Yes

Council approval must be sought prior to any purchase or installation of solar energy systems. They must also be approved by Council they must comply with Building and Planning permit requirements

If successful Clubs will then contribute 100% to the installation and maintenance of solar energy systems.

Irrigation and Drainage

 

Yes

No

Council will contribute 100% of the costs of installation and maintenance of irrigation and/or drainage.

Sports

Due to their nature, some sports have specific requirements as determined by the relevant State Sporting Organisation.  Furthermore, sports infrastructure provided for exclusive use by a club will be 100% funded and maintained by the club.

Table 5: Sport Specific Table

Sport

Council Contribution 100%

Club Contribution 100%

Description

Athletics

 

-

-

Latrobe City Council’s regional facility for athletics is the Joe Carmody Track located at Latrobe Leisure Moe Newborough. This synthetic facility is identified as the regional facility for athletics in Gippsland. Any further development or redevelopments for athletics will be grass based only.

Baseball/

Softball

 

No

Yes

Clubs must fund 100% of the cost and maintenance of dugouts. Clubs must provide 100% of the cost for the construction and maintenance of batting cages and the synthetic/ decomposed granite (en tout cas) infield (including pitcher’s mound).
Clubs must also 100% fund the construction and maintenance of any safety/protective netting to keep the ball within containment of fields.

Cricket

 

Yes

Yes

Clubs are responsible 100% for turf wicket construction and maintenance costs.

Cricket Australia’s Facility Guidelines state that for Community Club (home or satellite grounds) 5-6 pitches adequately accommodates for weekly Country, Metropolitan and/or Junior Association fixtures.

The current Sporting Reserves License Agreement states clearly that Council will not fund or maintain Turf benches in which this is consistent with the Infrastructure Policy. This type of infrastructure will remain the club’s responsibility to maintain, however there may be an opportunity to partner with Cricket Victoria/Australia in funding additional turf benches where they are deemed to be a priority and there is a demonstrated demand.

Council will provide 100% of the replacement cost of:

  • Centre wicket synthetic pitch when it is at the end of its useful life.

Clubs must contribute 100% of the cost of construction and maintenance of cricket nets and associated infrastructure. Clubs should ensure that any associated planning permits and building permits are secured for these projects prior to

Equestrian

No

Yes

Clubs must contribute 100% to covered arenas, holding pens, cross country courses and components, round yards.  

Council will only fund local level core components that directly impact participation.

Football (Australian Rules)

 

No

Yes

Clubs will provide 100% of the cost and maintenance of the football goal post instalment and removal.
Clubs must contribute 100% of the cost and maintenance of the following:

  • Interchange box
  • Goal Posts and Pads
  • Posts and safety nets behind goals
  • Construction and maintenance of any safety/protective netting to keep the ball within containment of fields

Football (Soccer)

 

No

Yes

  • Clubs must provide 100% of the cost and maintenance of the player’s race and portable goals.
  • Clubs will provide 100% of the cost and maintenance of goals and nets and back nets.

Hockey

 

No

Yes

Clubs must provide 100% of the cost of hockey pitch synthetic surface replacement.

Lawn Bowls

 

No

Yes

Clubs must provide 100% of the cost of constructing and maintaining bowling greens, pavilions and any ancillary infrastructure.

Netball

 

Yes

Yes

Council will provide 100% of the cost of the construction of netball court/s.

  • Surface replacement, as per State Sporting Organisation requirements
  • Line Marking as part of overall project

Clubs will 100% fund and maintain:

  • Netball Goal Posts, nets and padding.

Tennis

 

Yes

Yes

Council will provide 100% of the cost of tennis court:

  • Surface reconstruction or replacement, once a surface has reached the end of its useful life, this will include net posts as part of the overall project

Clubs will 100% fund and maintain:

  • Tennis Nets
  • Tennis Net Handles
  • Poles and any other similar structures

Gridiron

 

No

Yes

Clubs will 100% fund and maintain:

  • Gridiron Goal Posts and netting.

Principles of management

The Recreation Infrastructure Funding Policy will be managed through the Recreation & Open Space team. Each project identified in a Recreation strategy or master plan will be assessed using the Assessment matrix tool, to determine its priority against all other project for Council and external funding opportunities. Project assessment matrixes once completed will be reviewed every 12 months.

Accountability and responsibility

Accountability and responsibility for this policy is outlined below.

Council

  • Responsibility to ensure this Policy is consistent with Latrobe City Council Strategic Direction and other Latrobe City Council Policy
  • Responsibility for the decision to approve this Policy by Council Resolution

Chief executive officer

  • Overall responsibility for compliance with this policy
  • Overall responsibility for enforcing accountability
  • Overall responsibility for providing resources
  • Overall responsibility for performance monitoring

General manager

 

  • Responsibility for compliance with this policy
  • Responsibility for enforcing accountability
  • Responsibility for providing resources
  • Responsibility for performance monitoring

Manager

  • Develop frameworks and procedures in compliance with this policy
  • Enforce responsibilities to achieve compliance with frameworks and procedures
  • Provide appropriate resources for the execution of the frameworks and procedures

Employees, contractors and volunteers

  • Participate where required in the development of frameworks and procedures in compliance with this policy.
  • Comply with frameworks and procedures developed to achieve compliance with this policy.

Evaluation and review

This policy will be reviewed on request of Council, in the event of significant change in the Executive team, significant changes to legislation applicable to the subject matter of the policy or, in any other case, during each Council term (generally four years)

Definitions

Table 6: Definitions

Title

Definition

Ancillary features

Functional features that ensure the activity can be undertaken effectively (e.g. field lighting)

Core component

Features that are essential for the sport/recreation activity to occur

Club

A not-for-profit, incorporated sport or recreation organisation that facilitates delivery of the activity

Club contribution

A financial contribution from the club towards the proposed development

In-kind contribution

The dollar value of contributions of clubs to a project such as volunteer labour or donated materials. Such contributions must not conflict with Council’s relevant Procurement policies

Club contribution agreement

Documentation of the respective financial contributions of Council, the club/s and any other contributors. Includes the responsibilities of each party to the Agreement

Council contribution

The maximum percentage of the total project cost that Council will contribute

Council owned or managed

Land or infrastructure that is either owned by Council or managed on behalf of another entity (such as Crown or DELWP (Department of Environment, Land, Water and Planning) land

Lux

The unit of measure of illuminance, applied to sports field lighting

Local Level Facility

A local level facility can alternatively be defined as “a local facility will tend to draw people from within one local council area, unless the facility is close to a council border. The catchment for a ‘local’ facility could be district, neighborhood, or very local ie: one suburb or one town.”

Main venue

The registered home base of the club

Optional component

Features that clubs desire to have on site that are not essential to the usual delivery of the sport/activity, but are beneficial to the clubs’ operations

Regional Level Facility

A regional facility is generally a facility that has the capacity, due to its large size, exceptional or unique function, to support activities and events that draw people from across a region. A regional facility caters for a broad catchment across municipal boundaries, equitably distributed and not replicated across the region. A regional facility meets the strategic intent and standards as required by the State and National Sports Bodies, and specific targeted elite teams.

Secondary venue

Additional facility to the club’s Main Venue that allows the club to provide increased activities to the community

Related documents

 

All sport infrastructure developments and expressions of interest must align or comply with the following, but is not limited to:

Internal Strategic Documents:

  • Latrobe 2026
  • Council Plan 2013 - 2017
  • Recreation & Leisure Strategy – 2006
    • Gippsland Hockey Facilities Plan - 2007
    • Morwell Outdoor Recreation Plan – 2008
    • Tennis Plan – 2008
    • Soccer Plan – 2008
    • Southern Towns Outdoor Recreation Plan – 2009
    • Northern Towns Outdoor Recreation Plan – 2010
    • Hazelwood North Due Diligence report – 2010
    • Gaskin Park Master Plan 2011
    • Traralgon South Recreation Reserve Master Plan – 2013
    • Public Open Space Strategy – 2013
    • Morwell Recreation Reserve Precinct Master Plan – 2014
    • Warren Terrace Reserve Master Plan – 2014
    • Traralgon Outdoor Recreation plan – 2014
    • Draft Traralgon Recreation Reserve & Showgrounds Master Plan - 2014
    • Moe Newborough Outdoor Recreation Plan – 2015
    • Catterick Crescent Reserve Master Plan – 2016
    • Maryvale Reserve Master Plan – 2016
    • Latrobe City Grass Sporting Reserves Review - 2016
    • Recreation Needs Assessment – 2017

External Documents:

  • Australian Standards
  • Building Code of Australia
  • AFL Preferred Facility Guidelines for State Regional  Local Facilities
  • Community Sporting Facility Lighting Guide for Australian Rules football, Football (Soccer) and Netball
  • Artificial Grass For Sport Guide
  • Tennis Facility Planning Guide
  • Bowls Australia – Green Construction Guidelines
  • Tennis Australia – National Tennis Facility Planning and Development Guide
  • Baseball Victoria – Lighting Standards
  • Cricket Australia – Community Cricket Facilities Guidelines
  • Football Federation Victoria – Lighting and Facilities Guidelines
  • Netball Victoria – Facilities Guidelines
  • Hockey – Guidelines and Australian Lighting Standards 
  • Australian Lighting Standards

Other:

  • Capital Works Policy
  • Capital Works Budget
  • Public Open Space Strategy
  • Risk Management Framework
  • Procurement Policy
  • Seasonal Allocation Policy

Reference resources

  • Local Government Act 1989