Boroondara Sports Forum
Introduction • Welcome • Introductions • Guests • Agenda
Agenda 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
Community • Community Sport • Community health and wellbeing • Homelessness • Peter Burns
Integrated Management System (IMS) • When do I use the casual booking form? • How do I complete the casual booking process? • Uploading supporting documents • Update Details/Change of contact
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
Community Strengthening Grants The program provides funding for activities that respond to the cultural, social, recreational and environmental needs of the community.
Objectives • Increase participation • Support the inclusion of under-represented groups • Develop skills and build the capacity of community groups • Enhance partnerships between local organisations and foster the development of local community networks
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.
Important Dates • 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
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 of 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
Licence agreements • Timelines • Processes
Timelines for licences 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.
Licence Process – Year 1 • 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 2 • 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.
Pavilion Handovers • Some pavilion handovers have recently occurred 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 Handover • Please ensure you are comfortable with the condition the pavilion has been left in by the winter tenant and that the transfer of 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
Summer season • 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
Club seasonal information • 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 information - Food Handling – L iaise 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
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
Pavilions • 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 of the cars (or belongings) in the car park •More incidents in Holidays • Report any break-ins or theft to Council and police
Facilities • 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
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