Boroondara Sports Forum Introduction Welcome Introductions - - PowerPoint PPT Presentation

Boroondara Sports Forum

• Welcome
• Introductions
• Guests
• Agenda

Introduction

• 1. Arrive, food, drinks, networking

5:45pm - 6:00pm

• 2. Welcome, introductions, Forum overview

6:00pm - 6:05pm

• 3. Guest Speaker

6:05pm - 6:30pm

• 4. Club information

6:30pm – 7:00pm

• 5. GoodSports

7:00pm – 7:15pm

• 6. Cricket

7:15pm - 7:40pm

• 7. Questions and discussion

7:40pm – 7:55pm

• 8. Wrap up & close

8pm

Agenda

• Community Sport
• Community health and wellbeing
• Homelessness
• Peter Burns

Community

• When do I use the casual booking form?
• How do I complete the casual booking

process?

• Uploading supporting documents
• Update Details/Change of contact

Integrated Management System (IMS)

When do I use the casual booking form?

• Any booking which falls outside of your

clubs allocated tenancy days and times

• Social functions, committee meetings,

presentation days, school holiday clinics

Booking process

Example

Casual Booking Process

• Any casual bookings will be reviewed by Council

Officers (please note a casual booking request is not an automatic reservation of a ground or pavilion)

• Officers will advise if the booking is possible via

email and if payment is required

• Events such as Presentation nights and

Committee meetings will not be charged

• School holiday clinics or use of an additional

ground as a “once off” will be charged

Uploading Supporting Document

Uploading Supporting Document

UPDATE DETAILS/CHANGE OF CONTACT

• For club contact’s your email address is the log in
• Please advise Council if you will have a change in club

contact during the season

Update Details/Change of contact

Grants Sponsorship Fundraising

The program provides funding for activities that respond to the cultural, social, recreational and environmental needs of the community.

Community Strengthening Grants

• Increase participation
• Support the inclusion of under-represented

groups

• Develop skills and build the capacity of

community groups

• Enhance partnerships between local
• rganisations and foster the development of

local community networks

Objectives

The opportunity

Grants are available for:

• Up to $2,000 for equipment
• Up to $10,000 for a project or

event

The detail of what kinds of projects or equipment purchases are supported under the terms of the grants program are covered in the Guidelines document. We encourage you to contact Sports Services who can provide advice as to whether your proposal is eligible under those guidelines.

• April

Applications open

• Mid – late April

Information sessions

• May

Applications close

Website with the Grant workshop info

http://www.boroondara.vic.gov.au/our-city/community/onboard

Important Dates

Strategies for success

• Identify a need at your club that can be met

by the grants program

• Be clear about the need, the wider

community benefit and what the outcomes

• f your proposal will be
• Discuss your proposal with Sports Services
• Book into one of the workshops (optional)
• Send a draft of your application through to

Sports Services for feedback before submission

Common application mistakes

• Did not identify a broad community benefit
• Failure to identify a need, or to clarify how

the proposal will meet that need

• Outcomes of the project unclear
• Similar program provided by another

agency

• Funding is the responsibility of another

level of government

Previous successful applications

• Professional development courses for coaches and umpires
• New Bikes for a cycling club whom started a junior bike lending scheme
• The introduction of a womens football team – advertising, new equipment,

coaching, administration and clothing

• Produce a brochure to increase the profile of the club and its facilities to

local residents

• Developed website – for up-to-date information for visitors and club

members

• BBQ, chairs, tables, TV, beanbags and other furniture, kitchen equipment

and crockery to improve clubroom amenity to members and other facility users

• Timelines
• Processes

Licence agreements

• Seasonal Clubs should have returned

signed copies of their licence agreement to

• Council. Any club that has not, will be

contacted.

• It is a requirement that tenants have signed

and returned the licence agreement prior to tenants gaining access to Council buildings.

• Dog Clubs and Personal Trainers will soon

receive their agreements.

Timelines for licences agreements

• Once Clubs have received their seasonal allocation

from Council via email, they will be permitted until 31 October to confirm that they require all of the grounds and days of use included in their allocation.

• Any changes to the previous season will be updated

in your seasonal licence agreement. (e.g. a club may add an extra half share to their allocation)

• This adjustment will occur in the form of a letter of

variation which is sent to your club for signing and then added to the licence agreement

• This then allows for the process to be completed as

the seasonal licence agreement can be executed.

Licence Process – Year 1

• Sports Services will email clubs informing

that applications for the summer season 2017-18 are open through IMS. At this time clubs will be able to request any changes they require to their allocation and also update club contact details and membership information.

Licence Process – Year 2

• If there are no changes requested from the 2016-17

season;

Fees will be confirmed by letter to clubs with the invoice for seasonal, utilities and pre-season fees

• If there are changes to hours of seasonal use or the

licenced area:

Details of the confirmed changes including new seasonal fees and utilities will be confirmed via a ‘deed of variation’ document and sent to clubs for signing.

Licence Process – Year 2

• Some pavilion handovers have recently
• ccurred or will be over the next two

weeks.

• Please ensure that Council are notified in

advance of handover dates so that we can perform a post inspection in the days following

Pavilion Handovers

• Please ensure you are comfortable with

the condition the pavilion has been left in by the winter tenant and that the transfer

• f the keys has been documented
• Once the inspection is completed please

send through a copy of the pavilion inspection and copy of key register

• If you have any questions or concerns

during the process please contact me

Pavilion Handover

• Ground allocations being sent to Clubs
• Review allocations and notify Sport Services of

any changes by 31 October

• Invoices will not be altered if clubs realise their

allocation is not accurate/used and they have been over charged/allocated after that period

• Invoicing during November (tenancy fees, utility

fees and pre-season fees)

• Additional turf curator fees at the end of the

season

Summer season

• Additional usage – request spreadsheet for turf

and will be sent to clubs to complete and send back to us

• 20/20 – Ensure risk controls in place, signs up in

pavilions noting the controls required. Ensure you know the controls for your grounds

• Clubs to be aware of the utility costs, information

previously sent to all clubs. Will be reviewed again before next season

Summer Season

• Pre-season opportunities from September
• Tenancy commences October 1, but aiming to

move all clubs to home grounds next week

• No practice matches this coming weekend, but

following weekend ok

• Be mindful of ground works

Club seasonal information

• Food Handling – Liaise with Councils Health

Department who can help and monitor

• Club information to Council – Clubs should

provide Council their Annual Report, including a statement of assets and liabilities and profit and loss statement for the preceding financial year;

• Clubs proposed growth and 5-year plans should be

discussed with us

Club information

Risk

• Clubs undertake own ground inspections

prior to training and games

• Pavilion inspections – Officers and Clubs
• Inspection checklist (monthly)
• Let us know of any incidents (eg. Balls onto

roads, risk issues, damage occurred etc.) before the next working day

• Rubbish bins –
• allocated amount per site
• if bins lost or stolen please let us know
• lock bins away – used by public, burnt or stolen,
• If waste pick up is missed, please let us know
• Put out and bring in asap
• Clubs Test and Tag own electrical equipment
• Don’t leave cash or valuables in pavilion
• Clubs to have own insurance
• Recent increase in theft, including car keys and then stealing
• f the cars (or belongings) in the car park
• More incidents in Holidays
• Report any break-ins or theft to Council and police

Pavilions

• Clubs to maintain the pavilion and surrounds suitable

for community use

• More community use of Council facilities
• Clean up after home teams and away teams and

spectators

• Use checklist in License to review maintenance and

cleaning responsibility

• Swipe card key system – continual roll out across

pavilions

Facilities

• Ground reconstruction completed – Gordon

Barnard Reserve East

• Centre wicket pitch and surrounds – Victoria Road

Reserve, Macleay Park 2

• All Seasons cricket pitch replacements and synthetic

covers

• Lights – Willsmere Reserve, Gordon Barnard East,

Myrtle Park East

• Pavilions - Nettleton Park, Robinson Road, Markham

Reserve, Burke Road South

Capital and renewals

• Winter covers - beneficial to the summer and winter tenant

clubs

• Cricket nets repairs – Balwyn Park, Greythorn Park,

Deepdene Park

• New Cricket Nets
• Eric Raven
• Stradbroke Park

Facilities

• Send through a copy of current liquor license via

IMS (also email through red line diagram)

• Clubs new or varied license come to Sport

Services first before VCGLR, with hours and red line

• Occasional events or single events also come to

Sport Services first before VCGLR with hours and red line

• Standard renewal - clubs directly liaise to VCGLR

but still send us a copy of the license

Club Liquor License

• Junior Sport - License only permitted outside the

hours of Junior sport participation (training and games)

• License hours and pavilion tenancy hours

accurately reflected

• License to reflect local amenity. Eg move inside the

pavilion from 9pm, location of Red Line, etc

• Inspectors are out in force
• Club members and guests aware of obligations

Liquor Licenses

• Bill

GoodSports

Ground usage

• Sports grounds are at near capacity
• Balance of organised sport vs passive recreation
• Ageing population and variety of use of our open

spaces

• Sports ground usage hours will be reviewed
• Clubs to liaise with Sport Services prior to club

growth or assuming additional ground use is available

• High junior cricket numbers

• Chris Gorrie – Cricket Australia
• Neil Dalrymple - North Balwyn Cricket Club
• Discussions, questions and comments

Cricket

• Thanks for attending
• Council Officers to remain
• Take any remaining food and drink
• Good luck for the season

The End