Agenda of Shoalhaven Sports Board

Minutes of the Shoalhaven Sports Board

Meeting Date: Wednesday, 8 March 2017

Location: Jervis Bay Rooms, City Administrative Centre, Bridge Road, Nowra

Time: 5:01pm

The following members were present:

Mr David Goodman - Chairperson

Clr Nina Cheyne

Clr Bob Proudfoot

Clr Patricia White

Mr Andrew Johnstone- arrived at 6.00 pm

Mr Syd Weller

Mr Roger Walker

Ms Elaine Caswell

Mr Tony Hardman

Mrs Elizabeth Tooley

Ms Lisa Kennedy

Mr Phil Newlyn

Mr Keith Wallace

Mrs Jane Lewis - Recreation Community & Culture Manager (General Manager’s Nominee)

Others Present:

James Harris – Unit Manager, Social & Infrastructure Planning

Susan Edwards – Senior Strategic Planner

Michael Thompson – President of the Nowra Velo Club

Apologies / Leave of Absence

An apology was received from Clr Pakes, Clr Findley

Confirmation of the Minutes

RESOLVED (Clr White / Roger Walker)

That the Minutes of the Shoalhaven Sports Board held on Wednesday 14 December 2016 be confirmed.

CARRIED

Declarations of Interest

Nil

Reports

SB17.1 Council Policy - Sportsground Management (policy consolidation)

HPERM Ref: D17/36390

The Committee discussed the policy and agreed on amendments.

Pest & weed management at sportsgrounds was raised and James noted that this is a Council responsibility.

Recommendation

1. Council adopt the Sportsground Management Policy POL17/15.

2. Council rescind the following policies:

a. Sporting Groups Communications

b. Sportsgrounds – User Group Responsibilities

c. Glass Bottle Free Sportsgrounds

d. Sportsground Closure

e. Sportsground Fencing

Recommendation (Syd Weller / Elaine Caswell)

1. Council adopt the Sportsground Management Policy POL17/15 with the following amendments:

a. 3.3 to read “supply, sale and consumption of drinks in glass bottles”

b. Reference be made to the Smoke Free Act in regards to no smoking at sportsgrounds

2. Once approved by Council, a copy of the Sportsground Management Policy POL17/15 to be provided to all Shoalhaven sporting groups and management committees that undertake activities on Council managed sportsgrounds

3. Council rescind the following policies:

a. Sporting Groups Communications

b. Sportsgrounds – User Group Responsibilities

c. Glass Bottle Free Sportsgrounds

d. Sportsground Closure

e. Sportsground Fencing

CARRIED

SB17.2 Shoalhaven Sports Board - Portfolio Update

HPERM Ref: D17/42965

Clr White suggested that each Sports Board sub-committee meet to consider and discuss priorities then feedback the Board. Discussion followed and it was agreed that a workshop should be scheduled just after Easter, prior to the next Sports Board meeting on 7 June 2017 (4pm start time and on a Wednesday if possible).

Susan Edwards, Senior Strategic Planner, suggested that the Communication and Marketing sub-committee consider how best to communicate with sporting groups.

Recommendation (Item to be determined under delegated authority)

That Council endorse the following Sports Board Community Member portfolio main priorities for the 2017 calendar year:

Sporting governance - <insert priorities>

Communication and Marketing - <insert priorities>

Grass Roots Club Development - <insert priorities>

Grants and Funding - <insert priorities>

Sports Tourism, Programs and Events - <insert priorities>

Facility Development - <insert priorities>

Talent Programs - <insert priorities>

RESOLVED (Clr White / Phil Newlyn)

That:

1. A Shoalhaven Sports Board workshop be scheduled (prior to the June meeting, 4pm start time and on a Wednesday if possible) to determine Sports Board Community Member portfolio main priorities for the 2017 calendar year with regard to:

a. Sporting governance

b. Communication and Marketing

c. Grass Roots Club Development

d. Grants and Funding

e. Sports Tourism, Programs and Events

f. Facility Development

g. Talent Programs

2. Shoalhaven Sports Board Sub-Groups to meet prior to the workshop to discuss priorities and prepare for the above workshop.

CARRIED

SB17.3 Shoalhaven Sports Board Strategic Planning

HPERM Ref: D17/43013

Susan spoke about Community Infrastructure Strategic Plan (CISP) priorities for members’ consideration at the upcoming workshop. Council’s website link to the final CISP will be emailed to members for their information.

The Committee discussed drainage issues, up-keep of sporting fields and associated costs and priorities. Possible mandatory rest periods for sporting fields was also discussed.

Recommendation (Item to be determined under delegated authority)

That Council endorse the following strategic planning priorities for Shoalhaven sport facility development in the 2017 calendar year:

1. <insert priorities>

RESOLVED (By consent)

1. Strategic planning priorities for Shoalhaven sport facility development in the 2017 calendar year be considered at the upcoming workshop (to be scheduled prior to the June 2017 committee meeting).

2. The website link to Council’s Community Infrastructure Strategic Plan be emailed to Sports Board members.

CARRIED

SB17.4 Shoalhaven Sports Board - Current projects update

HPERM Ref: D17/43033

James Harris tabled a letter addressed to Council from Mr Michael Thompson, President of the Nowra Velo Club, regarding a possible criterium track / cycling facilities at Berry Sport & Recreation Centre.

Mr Thompson addressed the Committee and advised that the Nowra Velo Club are seeking support for the concept.

Roger Walker raised the proposed Shoalhaven Heads Pump track and discussion followed. In addition, the need for similar significant community requests for sport and recreation infrastructure should be considered by the Sports Board before recommending it to Council.

Keith Wallace, NSW Sport and Recreation representative provided an update. A newsletter will be sent to sporting clubs and Council which will include information regarding funding opportunities and child safe environment for children to play sport.

Mr Wallace highlighted the importance of planning for sporting organisations and the growth of sport, including the need to encourage sporting organisations to consider facilities, governance and participation rates for inclusion in their strategic plans.

NSW Sport and Recreation will be holding a strategic planning workshop in Nowra for sporting clubs and will continue to liaise with Council with regard to Council and Sports Board support.

The playing fields at Callala was raised and James Harris provided an update to members advising that Council is considering future options.

Elaine Caswell raised the issue of the all-weather athletics track and it was noted that this is proposed as part of the Bomaderry Nowra Regional Sporting and Community Hub.

Recommendation (Item to be determined under delegated authority)

That the report of the General Manager (Corporate & Community Services) which provides an update on current projects under development by Council be received for information

Recommendation (Clr White / Roger Walker)

1. That the report of the General Manager (Corporate & Community Services) which provides an update on current projects under development by Council be received for information.

2. That Council write to the Berry Sport & Recreation Centre to confirm in principle support for the criterium track/facilities cycling complex at the Berry Sport and Recreation Facility.

CARRIED

RESOLVED (Clr White / Syd Weller)

That a representative from the Shoalhaven Heads Forum – Pump Track Committee be invited to attend the next meeting of the Shoalhaven Sports Board to provide a presentation on the proposed pump track in Jerry Baily Oval, Shoalhaven Heads.

CARRIED

SB17.5 Voluntary Users Contributions Policy - Readoption

HPERM Ref: D17/44090

Recommendation

That

1. Council change the name of the “Voluntary Users Contributions Policy” to “Sports Capital Works Partnership Program”.

2. The “Sports Capital Works Partnership Program” provide an initial first part funding for design and/or planning.

3. Applications for the “Sports Capital Works Partnership Program” only be open and available and determined by 1 July every year to encourage funds to be spent in the same financial year.

4. The “Sports Capital Works Partnership Program” require that where the total project cost is less $5 000 one quote should be sought, and over $5,000 at least three quotes should be obtained.

5. The “Sports Capital Works Partnership Program” reference Council’s Community Infrastructure Guidelines to assist in clarifying and promoting project partnerships arrangements with Council and other possible partners in accordance with identified priorities.

6. The “Sports Capital Works Partnership Program” project nomination form be an “attachment” document to the program/policy.

7. Council endorse minor text changes as shown in the attached “Sports Capital Works Partnership Program” which is shown as tracked changes.

Recommendation (Clr White / Tony Hardman)

That

1. Council change the name of the “Voluntary Users Contributions Policy” to “Sports Capital Works Partnership Program”.

2. The “Sports Capital Works Partnership Program” provide an initial first part funding for design and/or planning.

3. Applications for the “Sports Capital Works Partnership Program” only be open and available and determined by 1 July every year to encourage funds to be spent in the same financial year.

4. The “Sports Capital Works Partnership Program” require that where the total project cost is less $5 000 one quote must be sought, and over $5,000 at least three quotes should be obtained.

6. The “Sports Capital Works Partnership Program” project nomination form be an “attachment” document to the program/policy.

7. Council endorse minor text changes as shown in the attached “Sports Capital Works Partnership Program” which is shown as tracked changes.

8. Item 2.5 Criteria for prioritisation, be amended as follows:

ii – Value of additional in-kind labour to contribute - 10%

iv – The apparent “readiness of the project to proceed – 20%

9. Item 6 – Application of ESD Principles – to remain in the policy.

carried

Note: Clr Proudfoot requested that his vote be recorded as against this resolution.

Clr White – left the meeting at 7.10 pm

SB17.6 Anti Obesity Policy

HPERM Ref: D17/64817

Phil Newlyn – left the meeting at 7.14pm

Recommendation (Item to be determined under delegated authority)

That the Sports Board consider this report from Tony Hardman.

RESOLVED (Tony Hardman / Elizabeth Tooley)

1. Elizabeth Tooley and Tony Hardman to prepare a draft policy document for consideration by the Sports Board as a pre cursa for the process and possible presentation of a recommendation to the Council

2. A policy template to be emailed by Council staff to Tony Hardman.

CARRIED

OTHER BUSINESS

SB17.7 Additional Item - Special Rates Variation IPART Submission and Nowra Showground Ideas Day

Jane Lewis, Recreation Community & Culture Manager, updated the Committee regarding the Special Rates Variation IPART Submission in relation to funding for maintenance in parks. Jane agreed to email the document link to members and also include it in the Sports Board minutes http://getinvolved.shoalhaven.nsw.gov.au/rates

James Harris updated members and advised that the event was well attended. A report will now be provided to Council for consideration.

SB17.8 Additional Item - Site Visits for Shoalhaven Sports Board Members

Jane Lewis spoke about site visits for members to sporting facilities being planned or under construction, and suggested that initial visits to the Berry Equestrian Centre and the Bomaderry Nowra Sport and Recreation Hub be scheduled in May 2017. Other site visits to be scheduled in the future as required.

Recommendation (By consent)

That Council schedule site visits to the Berry Equestrian Centre and the Bomaderry Nowra Sport and Recreation Hub in May 2017 for the Shoalhaven Sports Board members and this be funded from existing relevant budgets.

CARRIED

There being no further business, the meeting concluded, the time being 7.38pm.

Mr David Goodman

CHAIRPERSON

Shoalhaven Sports Board – Wednesday 07 June 2017

Page 7

SB17.10 Shoalhaven Sports Board - Current Projects Update

HPERM Ref: D17/120745

Group: Finance Corporate & Community Services Group

Section: Recreation Community & Culture

Purpose / Summary

To provide a brief project update to the Sports Board on current projects under development by Council.

Recommendation (Item to be determined under delegated authority)

That the report of the General Manager (Finance, Corporate & Community Services) which provides an update on current projects under development by Council be received for information.

Options

· Adopt the recommendation and Council staff continue progressing current projects under development.

Implications: This will enable staff to continue progressing projects as discussed in the report.

· Not adopt the recommendation and provide an alternative resolution with direction for staff.

Implications: Unknown until Board identify alternatives.

Background

The following is a brief project update of current projects under development.

Shoalhaven Indoor Sporting Centre (File 30436E)

Works scheduled to commence construction of this Centre in mid-2017 and staff are liaising with relevant sports to identify their building fit out requirements. Adjoin owners and users of the site have been informed of the commencement date. A ‘Turning of the Sod’ event is proposed.

Bomaderry Nowra Regional Sporting & Community Hub Master Plan (File 52005E)

Council is working in consultation with the consultants to develop the plans and work towards stage one the relocation of the croquet lawns.

Draft Bay& Basin Community Hub Master Plan (File 52153E)

The draft Bay & Basin Community Hub Master Plan was on exhibition from 24 March to 26 April 2017 ten (10) submission were received and a subcommittee was established in line with Council Minute. The subcommittee met on May 4 2017 and went through the submission. It was determined to put the draft master plan up to Council to be adopted in June Strategy and Assets meeting.

Shoalhaven Equestrian Centre of Excellence (File 48794E)

Stage 1 of the construction of an equestrian facility provided on a ‘like to like’ basis is in progression the new site replacing the former facility where the land was acquired to facilitate the Berry Highway Bypass. Estimated completion of this works is Easter 2017.

Council resolved at its ordinary meeting in April 2017

“That Council:

1. Accept the status report for stage 1 of the Shoalhaven Equestrian Centre of Excellence.

2. Lodge a DA application for the remaining area of Shoalhaven Equestrian Centre of Excellence Master Plan.

3. Work with the Berry Riding Club to negotiate a future licence area that aligns with relevant Development Application approvals.

4. Note that the budget reallocations as detailed in the report will form part of the March Quarterly Budget Report submitted in May.”

South Nowra Soccer Fields Replacement Amenities Building (File 38429E)

Council at its meeting of 31 January 2017 voted an additional $500,000 to complete the replacement amenities building which is budgeted to cost $1.1million and includes a $200,000 contribution towards the project from the Shoalhaven District Football Association. It is estimated that the replacement building will be completed in August 2017.

Options for the Ulladulla Future Park Site (adjacent to Ulladulla Sports Park) (File 1783E)

Council has received a confidential briefing regarding options for this site which includes the possibility of expanding Ulladulla Sports Park onto the site. In the near future, it is hoped that Council will consider a public report on this matter and further information will be provided to the Sports Board at that time.

Fees & Charges review (File 52027E)

Consultants LKS Quaero are continuing to work closely with Council staff to complete this project. A report is anticipated to be presented to Council once the DPOP, 2017/18 budget and 2017/18 Fees and Charges have been adopted. Sports Board members will be invited to attend a briefing.

Proposed site visits – Berry Equestrian Centre/Bomaderry Nowra Sport and Recreation Hub

After speaking with David Goodman this item is on hold for the time being

For any members who wish to visit the site they are located at

· Berry Equestrian Centre (Schofields Lane Berry)

· Bomaderry Nowra Sport and Recreation Hub (Cambewarra Road Bomaderry)

Plans can be viewed at Councils ‘get involved’ page.

NSW Health – Making Healthy Normal signage

Council has been working with NSW Health to deliver signage on our walking paths. The signage is provided free to councils, council will install and maintain them. The sign shows a walking/cycler how far they have travelled.

A sample is provided below.

We have nominated potentially sixteen (16) sites across the city, but been informed by NSW Health “The footpath signage is more expensive and there will be a restricted print run this time but again indicate amount you could use. If the signs are beneficial, consideration will be given to printing more in the next financial year.” We are waiting to receive feedback on the number of signs we will be allocated.

Community Engagement

As required, community engagement will be undertaken for the various projects detailed in this report.

Shoalhaven Sports Board – Wednesday 07 June 2017

Page 10

SB17.11 Policy Review - Elite Athlete Support Program

HPERM Ref: D17/104114

Group: Finance Corporate & Community Services Group

Section: Recreation Community & Culture

Attachments: 1. Elite Athlete Support Program Policy ⇩

Purpose / Summary

The Local Government Act requires that all Council policies should be reviewed within twelve (12) months of an election of a new Council. Various Recreation Corporate & Community Services Policies will be presented to Council over the next 12 months for review, with any proposed amendments. The following Policy is presented for Council at this meeting:

Elite Athlete Support Program – POL16/182 – see Attachment 1

Recommendation

That Council adopt the amended Recreation Community & Culture - Elite Athlete Support Program Policy POL16/182 as indicated in the report.

Options

1. Resolve to adopt the recommendation in the report.

Implications: Council ratifies the updated Elite Athlete Support Program Policy – POL16/182.

2. Resolve to change a recommendation

Implications: Requires resubmission of amended policy

3. Resolve to make amendments to individual policies

Implications: Requires resubmission of amended policy

Background

The purpose of the Recreation Community & Culture – Elite Athlete Support Program Policy – POL16/182 is to define Council’s criteria and guidelines in processing applications for elite athletes wishing to utilise Council's Shoalhaven Swim & Fitness Centres and recreation / sporting facilities as part of their training and development.

The following changes to this Policy are presented for Council’s consideration:

· Clause 3.8 – deleting reference to:

o Deleting reference to “Council’s current Patron Behaviour Guidelines (PRD12/36)

o Including reference to “7.01 - Shoalhaven Swim & Fitness - Patron and Staff Guidelines - Patron Behaviour - Standard Operating Procedure (PRD16/71)”

· Clause 3.9 – deleting specific hours

· Inclusion of area for “Approved / Not Approved” and signature/s

Community Engagement

Due to the minor nature of amends to the Elite Athletes Support Policy, no community engagement has been undertaken on this occasion.

Policy Implications

The Local Government Act requires that all Council policies should be reviewed within twelve (12) months of an election of a new Council.

Shoalhaven Sports Board – Wednesday 07 June 2017

Page 34

SB17.12 Shoalhaven Sports Board - Planning Workshop

HPERM Ref: D17/152859

Group: Finance Corporate & Community Services Group

Section: Recreation Community & Culture

Attachments: 1. Priorities - Sportsboard ⇩

Purpose / Summary

To inform the Shoalhaven Sports Board of the planning workshop and seek their direction in moving this proposal forward.

Recommendation (Item to be determined under delegated authority)

That the Sports Board

1. Continue to address actions from the Community Infrastructure Strategic Plan that are relevant to the Sports Board as identified in the attached document

2. To approve the circulation of the members contact details list to all Sports Board members

Options

1. Sports Board adopt the recommendation

Implications: This will ensure the Sports Board are meeting their Terms of Reference and helping to strengthen sports in the Shoalhaven.

2. Sports Board reject the recommendation and provide an alternative recommendation

Implications: This may detract from the Sports Board’s core business

Background

Following the review of the Sports Board in 2016 it was determined that the Sports Board should work within portfolios and look at sports in a strategic environment.

Council’s Sports Board determined at its March 2017 meeting to hold a workshop to go through the priorities that relate to the Sports Board from Council’s recently adopted Community Infrastructure Strategic Plan.

Staff acted upon the Boards request and set up a workshop for the 10 May 2017 at 4pm. The meeting was attended by three Sports Board members and two Councillors. Three staff acted as facilitators.

The five (5) priorities (as presented to the March 2017 Sports Board meeting and attached) which relate to the following:

· Strategy for increased use of sports parks

· Information and Advertising

· Hire Agreement Policy

· Educations Programs

· Assisting Clubs Strategically

were circulated at the workshop, and the following discussion points were raised:

· It was noted that the first three (3) items had synergies, and the following two (2) had synergies. Therefore it was discussed that the five (5) be split into two (2) lists, with actions being addressed together on each.

· Two options were proposed: that either

o the Sports Board split into two groups to work on the two sets of priorities simultaneously, or

o the entire Board work on the first three (3) actions together for the 6 months (or until completion), and then work on the next two (2) actions together (until completion).

Due to the lack of attendance at the workshop, it was determined that no decisions could be taken, and these options be reported back to the Sports Board for direction. In moving forward it is essential to have the full involvement and support of the Board.

Further discussion points raised at the Workshop:

Item	Comment
Need to further clarify the Board’s function/parameters.	Council has forwarded the review documents and current terms of reference Completed
Members were advised of David Goodman’s recommendation that Sports Board members attend Club and Association meetings where possible, to increase awareness of the Board, and to report items of significance back to the Board – thus functioning as a conduit between associations and Council.	It was suggested that a long-standing member might attend Club meeting with new member to assist. Board to nominate a member(s) to undertake this task and timeframe Council staff encourages this approach
It was suggested that the Board prepare an introduction kit for members to take along to the meetings, to assist in explaining the Board’s function.	Board to nominate a member(s) to undertake this task and timeframe
It was identified that some Board members have not received a copy of the Review of the Sports Board. This has been sent by email to all members, on 11 May 2017.	This has been circulated to all Board Members on 11 May 2017. Completed
Members requested a list of sportsgrounds, sporting organisations and Associations. This is being developed by staff. Once circulated, corrections/input from Sports Board members will be appreciated.	Council is currently updating their lists where this information is known / provided and will circulate in due course. To assist it would be helpful and appreciated if Sports Board members would add / amend any of the Groups or Associations they are involved with or aware of.
Clubs should be encouraged to develop strategic plans for the growth of their sport, and that some associations currently require this. There was a suggestion that the Sports Board could assist with design of a template for strategic plans for Clubs.	Board to nominate a member(s) to undertake this task and timeframe Office of Sport is willing to assist with this Council staff encourages this approach
Members requested a copy of the circulation list of other sports board members	Approval being sought as part of this resolution. This needs to be done to meet Privacy requirements

From the above list Council staff have identified that the Sports Board could develop their own Strategic Plan to assist them with their objectives and goals to meet those objectives.

Policy Implications

The actions as identified in the table are from the Council’s endorsed and adopted Community Infrastructure Strategic Plan, these actions are for the improvement and enhancement of sports in the Shoalhaven.

Financial Implications

This will be undertaken as part of the Sports Board agenda, any costs that are required will need to be met within existing budgets.

Shoalhaven Sports Board – Wednesday 07 June 2017

Page 39

SB17.13 DRAFT Healthy Living Policy

HPERM Ref: D17/155581

Group: Finance Corporate & Community Services Group

Section: Recreation Community & Culture

Attachments: 1. Healthy Living Policy (DRAFT) ⇩

Purpose / Summary

At the Shoalhaven Sports Board meeting of 8 March 2017, the Board resolved for Council to establish and adopt an Anti Obesity Policy in an effort to encourage people to not gain excessive weight and to adopt a healthier lifestyle (SB17.6). In line with the current NSW Healthy Eating and Active Living Strategy 2013-2018, the attached DRAFT Healthy Living Policy (attachment 1) has been developed for consideration.

Recommendation

That Council adopt the Healthy Living Policy.

Options

1. Adopt the Healthy Living Policy without amendment.

Implications: This would affirm Council’s commitment to providing and supporting opportunities for community members to adopt healthy lifestyle choices and to improve their health and wellbeing.

2. Adopt the DRAFT Healthy Living Policy with amendments.

Implications: With minor amendments, this could still affirm Council’s commitment to providing and supporting opportunities for community members to adopt healthy lifestyle choices and to improve their health and wellbeing.

3. Not adopt the DRAFT Healthy Living Policy and opt for another action.

Implications: This would potentially communicate a negative message that Council is not concerned with supporting and promoting healthy living for its community and staff.

Background

At the Shoalhaven Sports Board meeting of 8 March 2017, the Board resolved:

“Elizabeth Tooley and Tony Hardman to prepare a draft [Anti Obesity] policy document for consideration by the Sports Board as a pre cursa for the process and possible presentation of a recommendation to the Council.” (SB17.6)

The intention for this policy is for Council to encourage people to not gain excessive weight, or those who are overweight to reduce weight, and encourage people to adopt a healthier lifestyle with the greater use of Council facilities and services.

The Board members provided suggestions for inclusions in an Obesity Policy which provided great direction.

Following these suggestions and in line with the current NSW Healthy Eating and Active Living Strategy 2013-2018 ( http://www.health.nsw.gov.au/heal/Publications/nsw-healthy-eating-strategy.pdf ), the attached DRAFT Healthy Living Policy has been developed with the objective of promoting healthy lifestyle choices and reducing the impact of lifestyle related chronic disease.

Community Engagement

The DRAFT Healthy Living Policy has been distributed to Council’s Group Directors, Community Development Unit, Social & Infrastructure Planning Unit, Strategic Planning Unit, Manager Ulladulla Service Centre, and Development Services Unit.

Policy Implications

By supporting this policy, the Shoalhaven Sports Board would be affirming its commitment to providing and supporting opportunities for community members to adopt healthy lifestyle choices and to improve their health and wellbeing.

Financial Implications

There are no financial implications associated with this policy – all outcomes associated with this policy are current core business and would continue as normal.

Risk Implications

There are no risks associated with this policy.