Agenda of Shoalhaven Sports Board

Minutes of the Shoalhaven Sports Board

Meeting Date: Wednesday, 27 October 2021

Location: Teams

Time: 5.29pm

The following members were present:

Mr David Goodman - Chairperson

Mr Martin Aicken

Mr Craig Howsan

Dr Phill Newlyn

Ms Elizabeth Tooley

Ms Lucy Burgmann

Ms Kristina Pejkovic

Ms Jane Lewis – Director City Futures

Others present:

Mr Kent Stroud – Manager – Community Planning Projects

Mr Simon Brown – Precinct Coordinator – Programs & Assets

Ms Jessica Richardson – Community Capacity Builder

Ms Catherine Campbell – Representative – NSW Sport & Rec

Election of Chairperson

RESOLVED (Martin Aicken / Kristina Pejkovic)

That Craig Howsan be appointed as the Interim Chairperson for the meeting until David Goodman joins.

CARRIED

Apologies / Leave of Absence

An apology was received from Clr White, Tameka Gogerly, Roger Walker.

Confirmation of the Minutes

RESOLVED (Kristina Pejkovic / Elizabeth Tooley)

That the Minutes of the Shoalhaven Sports Board held on Wednesday 02 June 2021 be confirmed.

CARRIED

Declarations of Interest

Lucy Burgmann – SB21.8 - Sports Grants Program 2021 / 2022 - Funding Determinations – significant non pecuniary interest declaration – Lucy is a member of the Culburra Cougars Football Club who is one of the applicants – will remain in the room and will not take part in discussion or vote.

Reports

SB21.8 Sports Grants Program 2021 / 2022 - Funding Determinations	HPERM Ref: D21/400645
Note: David Goodman joined 5.33pm and assumed the Chair.
Lucy Burgmann – significant non pecuniary interest declaration – Lucy is a member of the Culburra Cougars Football Club who is one of the applicants –remained in the room, but did not take part in discussion or vote
Recommendation That: 1. The Shoalhaven Sports Board approve the following nine (9) applications for the 2021 / 2022 Sports Grants Program: a. Erowal Bay Tennis Club Inc. – Synthetic Resurfacing Tennis Court 2 - $17,318.40 b. Nowra Croquet Club Inc. – Development of Croquet Lawns - $50,000.00 c. Sussex Inlet and District Rugby League Football Club Inc. – Finkernagel Oval On-Field Spectator Fence - $3,538.00 d. West Street Nowra Croquet Club – Croquet Court Line Marking Replacement - $519.18 e. Milton Ulladulla Bulldogs Rugby League Football Club – Bill Andriske Oval New Storage Shed - $13,954.00 f. Berry Riding Club – Berry Equestrian Centre Connection of Power to Spectator Shed - $6,269.91 g. Shoalhaven District Football Association – Ison Park Canteen Renovation - $23,208.00 h. Culburra Cougars Football Club – Crookhaven Oval Car Park Fencing - $15,845.72 i. St Georges Basin Football Club – Install 2 Covered Grandstands - $24,344.00 2. The Shoalhaven Sports Board approve the remaining 2021 / 2022 Sports Grants Program balance of $12,802.79 to be transferred to the Swim Sport Fitness Minor Improvement Program budget to extend the city-wide sportsground seasonal maintenance programs.
REcommendation (Craig Howsan / Martin Aicken) That: 1. The Shoalhaven Sports Board approve the following nine (9) applications for the 2021 / 2022 Sports Grants Program: a. Erowal Bay Tennis Club Inc. – Synthetic Resurfacing Tennis Court 2 - $17,318.40 b. Nowra Croquet Club Inc. – Development of Croquet Lawns - $50,000.00 c. Sussex Inlet and District Rugby League Football Club Inc. – Finkernagel Oval On-Field Spectator Fence - $3,538.00 d. West Street Nowra Croquet Club – Croquet Court Line Marking Replacement - $519.18 e. Milton Ulladulla Bulldogs Rugby League Football Club – Bill Andriske Oval New Storage Shed - $13,954.00 f. Berry Riding Club – Berry Equestrian Centre Connection of Power to Spectator Shed - $6,269.91 g. Shoalhaven District Football Association – Ison Park Canteen Renovation - $23,208.00 h. Culburra Cougars Football Club – Crookhaven Oval Car Park Fencing - $15,845.72 i. St Georges Basin Football Club – Install 2 Covered Grandstands - $24,344.00 2. The Shoalhaven Sports Board approve the remaining 2021 / 2022 Sports Grants Program balance of $12,802.79 to be transferred to the Swim Sport Fitness Minor Improvement Program budget to extend the city-wide sportsground seasonal maintenance programs. 3. A letter of thanks be sent to the successful applicants acknowledging their commitment and investment in improving the sporting facilities in the Shoalhaven. CARRIED

SB21.9 Shoalhaven Sports Board - Current Projects Update

HPERM Ref: D21/309394

The members discussed the current projects contained in the report and the below is a summary of points made:

· Jerry-Bailey Oval

o Porta toilets will be placed there during the peak period until permanent amenities are built.

· Thurgate Oval – Dog Park

o Staff are working closely with the community in this community led project, the project has progressed to detailed plans and site surveying is being done. Staff are looking at delivery timeframes and have been supported in extending the grant timeframe to June 2022.

· Rugby Park Grandstand

o Insurance has now been approved and construction is due to start in the coming weeks.

· Shoalhaven Community & Recreation Precinct (SCaRP)

o Request for staff to provide an update presentation at a future Sports Board meeting after the election of new Council.

· NRL Aboriginal Knockout Cup

o Planning is progressing and finalising event location in consultation with event organisers.

· “Old” Bomaderry Basketball Stadium

o Community consultation and concept designs are almost complete. Work will progress on the detailed designs as the next stage.

· Ulladulla Sports Park

o Request for staff to provide an update presentation at a future Sports Board meeting after the election of new Council.

Recommendation (Item to be determined under delegated authority)

That Shoalhaven Sports Board accept the Current Projects Update report for information.

RESOLVED (Craig Howsan / Phill Newlyn)

That Shoalhaven Sports Board accept the Current Projects Update report for information.

CARRIED

GENERAL BUSINESS

SB21.10 Additional item - Invite Motorsport Complex to make Presentation

David Goodman asked staff if the Sports Board needs to provide support for the Motorsport Complex Group when they find new facilities.

Staff suggested that the Motorsport Complex update be presented to the Board after the election of the new Council.

RESOLVED (David Goodman / Jane Lewis)

An update on the Motorsport Complex be presented to the Shoalhaven Sports Board after the Council election.

CARRIED

Other matters:

· David Goodman advised that a Media Release from the Sports Board went out recently which followed with a Radio interview by PowerFM. It was noted that the Shoalhaven has 80 sporting facilities and 11 aquatic facilities. David also thanked staff Jane Lewis, Susan Edwards and Kevin Norwood.

· The Shoalhaven Australia Day Awards are open for nomination. Amongst other categories, there is an open Sports Award and a Junior Sports Award category. Nominations and information can be found on the Get Involved page

https://getinvolved.shoalhaven.nsw.gov.au/australia-day-awards-2022

· Information has been released regarding a $25 Million kicks off community support recovery. It was requested to have this information forwarded to members and sporting groups.

· Catherine Campbell advised that in addition to the information released, that NSW Sport & Recreation have additional information on their website and will send to Jane Lewis for distribution.

· Investigations into the community usage of the sporting fields behind Nowra Technology High are being conducted.

David Goodman thanked Councillors for their support to the Board. David also acknowledged the contribution of Clr Proudfoot and support the recognition of naming the Bob Proudfoot Pavilion.

Jane Lewis thanked the outgoing Councillors for their involvement and support to the Shoalhaven Sports Board over this term of Council.

There being no further business, the meeting concluded, the time being 6.36pm.

Mr David Goodman

CHAIRPERSON

Shoalhaven Sports Board – Wednesday 09 March 2022

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SB22.5 2022 NSW Aboriginal Rugby League Knockout - Event Update

HPERM Ref: D22/46650

Department: Tourism

Approver: Jane Lewis, Director - City Lifestyles

Reason for Report

To provide the Shoalhaven Sports Board with an update on the upcoming 2022 NSW Aboriginal Rugby League Knockout Event.

Recommendation (Item to be determined under delegated authority):

That the Shoalhaven Sports Board endorse this report for information on the 2022 NSW Aboriginal Rugby League Knockout.

Options

1. Council receives the report for information.

Implications

· Provides Shoalhaven Sports Board with an update on the 2022 NSW Aboriginal Rugby League Knockout.

2. Council makes a request for more information.

Implications

· May delay dissemination of information to relevant sporting groups.

Background

The NSW Aboriginal Rugby League Knockout is one of the largest Aboriginal gatherings in Australia. It draws over 150 teams from across the state, is estimated to attract 15,000 people per day across four (4) days and will deliver an economic impact in the order of $5.9 million dollars.

The South Coast Black Cockatoos (SCBC) won the 2019 Knockout, making them eligible to host the next event. Originally scheduled to be held in 2020, the Event has since been postponed twice due to COVID-19 restrictions.

The 2020 and 2021 events were planned to be held at Bomaderry Sporting Complex and adjacent Artie Smith Oval, however, due to the Shoalhaven Community & Recreational Precinct (SCaRP) re-development commencing, the 2022 Knockout is unable to be held at this venue.

This year’s Knockout is anticipated to be a high exposure event and will be promoted through an integrated marketing campaign, which will include a live broadcast through National Indigenous Television (NITV) to both domestic and international markets, i.e., Europe, United States, New Zealand and the Pacific Islands.

The 2022 Knockout is scheduled to occur from 30 September to 3 October 2022 across two (2) venues, being Shoalhaven Rugby Park, South Nowra and Bomaderry Sporting Complex.

Hosting Requirements

There are specific hosting requirements for this event – the below criteria has informed which venues within the Shoalhaven were suitable to host the 2022 NSW Aboriginal Rugby League Knockout:

· Minimum of five senior grade (5) fields with separate additional warm up area/s

· Adequately prepared playing area, including line markings and field dressing, i.e., goal post pads, corner posts etc

· Playing enclosure clearly fenced or roped off with a perimeter not less than 5.0 metres where applicable

· Playing surface clear of obstacles and safe for matches and training

· Adequate facilities including change rooms, showers and toilet facilities to cater for participating teams, officials and spectators

· Emergency vehicle access for ambulance

· Lighting standards adequate for security and game play

Venues for 2022 Event

After consulting with South Coast Black Cockatoos (SCBC), relevant Government / local stakeholder and reviewing venues across the Shoalhaven, Rugby Park South Nowra and Bomaderry Sporting Complex were both identified as preferred venues for the event as they can:

· Accommodate five (5) senior fields as required

· Can be upgraded to meet National Rugby League playing standards

· Provide the most cost-effective solution

· Are not flood prone

Infrastructure Upgrades

To host the event, venues need to meet National Rugby League (NRL) playing standards. The following upgrades will occur across the two (2) venues to ensure that they meet the required standards:

· Shoalhaven Rugby Park

Shoalhaven Rugby Park, South Nowra currently has two (2) full size rugby fields which meet National Rugby League Standards and one (1) smaller field which does not meet the required standards for field size or minimum run-off distances for player safety. Works to upgrade and improve venue access will be carried out on the car park and access road for the event. Works commenced at Shoalhaven Rugby Park in early February:

o Field upgrades include:

§ Extension of Field 2 so it meets full size National Rugby League Standards plus run-off area

§ Relocation of flood light poles

§ Installation of civil drainage between fields 1 and 2 to enable field extensions

§ Removal of trees within field boundaries and run-off areas

§ Replacement of old timber spectator fence around Field 1

§ Field enhancements for the event include top dressing, aerating, over-sowing and fertilising

o Car park and access road upgrades include:

§ Widen access road to 6.0 metres to allow two-way traffic and pedestrian access

§ Remove / trim trees in road corridor

§ Create bus turning circle at entry to car park area

§ Grading of gravel car park to occur four (4) to six (6) weeks before event

· Bomaderry Sporting Complex

o Field upgrades include:

§ Field enhancements including top dressing, aerating, over-sowing and fertilising

§ Irrigation, drainage and new flood lights have been installed in the past twelve (12) months

Event Legacy

The 2022 NSW Aboriginal Rugby League Knockout Championships is one of the largest Aboriginal gatherings in Australia. This event will provide a lasting legacy for the Shoalhaven’s local community sporting groups which will have access to improved infrastructure into the future. This project's objective to provide essential upgrades to the facilities at Shoalhaven Rugby Park, South Nowra and Bomaderry Sporting Complex to National Rugby League (NRL) standards will directly benefit local and Aboriginal communities throughout Shoalhaven.

Shoalhaven is home to a significant number of culturally diverse community groups. The planned upgrades will provide opportunities to attract and host a broader range of sporting events which directly engage these culturally diverse groups, along with the support of significant occasions such as International Women's Day, Harmony Day, NAIDOC week and International Day of People with a Disability.

Groups in the community which have been identified as significantly under-represented will be engaged through partnerships with organisations which can adequately represent the needs of Aboriginal and Culturally and Linguistically Diverse (CALD) groups. The facility upgrade will include modifications which enable access for people with disabilities, seniors and other under-represented groups.

All local schools will be made aware of opportunities for organised activities at the facility. Engagement with local sporting clubs can be facilitated by offering training camps and outdoor activities for their members. A range of active recreation opportunities will be promoted to regional community groups.

Community Engagement

Tourism and Shoalhaven Swim Sport Fitness staff will continue to work collaboratively with the Event Organiser, user groups and relevant stakeholders to ensure that this event is a success. Part of this process will involve updating stakeholders on key milestones and involving them in relevant conversations.

Stakeholder Engagement to Date

All stakeholders who currently use the Shoalhaven Rugby Park, South Nowra and Bomaderry Sporting Complex facilities have been engaged to discuss the planned works. Site meetings have been held with the organisers and asset custodians on works required to host a successful 2022 NSW Aboriginal Rugby League Knockout, whilst maintaining current stakeholders’ needs and future requirements at this facility.

Council officers have been working with the Event Organiser to identify potential improvements to Rugby Park, South Nowra and Bomaderry Sporting Complex in general, as well as improvements which will benefit the current stakeholders, i.e.:

· Shoalhaven Rugby Club

· Nowra Bomaderry Jets NRL Club

· Bomaderry Swamp Rats (NRL Juniors)

· Bomaderry Cricket Club

· Shoalhaven Cricket

· Shoalhaven Oztag

As a result of this partnership, consultation has occurred with the stakeholders to inform of potential improvements to Shoalhaven Rugby Park and Bomaderry Sporting Complex.

Policy Implications

The Event will be approved under Council’s Events Policy (POL17/75) and NSW Guide to Traffic and Transport Management. Council staff are working closely with the Event Organiser to ensure relevant permits and approvals are in place for the 2022 Knockout.

A large Traffic Management Plan will be required to host the Knockout Event across two (2) venues. Council staff are currently working with the Event Organiser to ensure that the event has minimal impact on local roads and the community – it is anticipated that there will be no hard road closures for the event.

Financial Implications

Works are being funded through Shoalhaven Swim Sport Fitness’ Minor Improvements Budget. Grant applications are also be submitted to relevant programs to seek funding to assist in meeting the costs associated with the investment to upgrade facilities to meet the required standard to host this and future sporting events.

From Council’s perspective, this investment will see the long-term enhancement of these fields which will put the Shoalhaven in a position to host, and attract, a broader of range of events into the future. This will have a positive effect on the local economy and help the Shoalhaven remain competitive as a tourism destination.

Shoalhaven Sports Board – Wednesday 09 March 2022

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SB22.6 Nowra High School Sporting Fields - Council Direction for Termination of Licence

HPERM Ref: D22/54607

Department: Shoalhaven Swim Sport Fitness

Approver: Jane Lewis, Director - City Lifestyles

Reason for Report

To inform the Shoalhaven Sports Board of Council’s intention to terminate the current licence agreement over NSW Department of Education Nowra High School’s open space fields and to inform the Shoalhaven Sports Board of current issues relating to the use of the land.

Recommendation

That Council:

1. Make arrangements to advise the Director – NSW Department of Education of Council’s intention to terminate the current licence agreement over NSW Department of Education’s open space fields at the rear of Nowra High School, Moss Street, Nowra.

2. Redistribute annual savings ($20,000) from licence termination towards the maintenance and upkeep of Council owned and managed sporting assets.

Options

1. Adopt the recommendation as written.

Implications:

· Annual savings of up to $20,000 per year redirected to Council owned and managed sporting assets

· Reduce Council’s public liability risks associated with unmanaged groups / individuals using the Nowra High School fields

· Possible negative perception of Council reducing services

2. Council adopt an alternative recommendation.

Implications:

Depending on the nature of the alternative recommendation:

· Council will continue to subsidise NSW Department of Education’s sporting assets

· Council’s maintenance and operational costs are likely to increase over the coming years

· Council funds expended on an asset that is not used by the community for regular and organised sporting use

· Expose Council to possible claims or litigation

Background

In August 1980, in an effort to meet the sporting needs of a growing community and help control financial constraints, the newly formed City Council of Shoalhaven entered into a licence agreement with NSW Department of Education (Director), South Coast Region for use of Department of Education land, being the sporting fields located to the south of Nowra High School.

Since that time, Council has not only constructed additional sporting complexes but also extended current sporting fields in the northern Shoalhaven. Council has also invested heavily into improved maintenance strategies with topdressing, irrigation, drainage, and flood lighting. These initiatives have greatly improved the playing services and accessibility for summer and winter usages.

The agreement has been reviewed and discussed on several occasions; however, no formal or updated agreement has been found to exist. The main terms and conditions of the original agreement are summarised below:

· The land in question is part of Nowra High School adjacent to its southern boundary, comprising two (2) fields, parking, and amenities block

· Council is responsible for the playing fields’ maintenance including mowing, clearing drains, fertilising and repair works – no capital expenditure involved

· Council to make good any damage caused from Council or associated bodies

· Council must indemnify the Director - NSW Department of Education of all actions through Council, or it’s associated bodies’ use of the fields

· Council or associated bodies must vacate the fields by nightfall

· The playing fields can only be used for organised sport

· Requirement for six (6) months’ notice to terminate the agreement

· Council is responsible for conduct of its users and must control / regulate them

· Sporting amenities on the Licenced land were built by Council and paid for by the Department of Education – the Department is also responsible for cleaning amenities

· Nowra High School:

o Has priority of access during school hours up to 5pm

o Can take control of the fields for its sole use with one (1) months’ notice

Council’s involvement in servicing the agreement is set out below:

· The cost to maintain these sporting fields is more than double that of other Council other owned and managed sporting fields

· At present, the playing fields are used in an ‘ad hoc’ arrangement by some individuals and a small group - Council has little control over their use of the site

· Council has no control over field bookings which are handled by Nowra High School, however, on contacting the school, no bookings have been made via this means for the past two (2) years

· Organised sporting groups will not use the fields due to insurance issues arising from the sports fields’ playing surface currently deemed to be unsafe

· Council has created sporting precincts and dedicated custodians to manage the on-going operations and maintenance - while this structure works well for Council owned and managed land, maintaining the Department of Education licence for use of Nowra High School sporting fields provides little value to Council and the community - it could be regarded as a poor use of Council resources, given our lack of ownership and control over the sporting fields

Current issues relating to the land in question:

· As stated above, safety issues associated with the fields include:

o Uneven surfaces due to Nowra High School use of Glyphosate for line marking, creating trip hazards and ruts in the filed

o The school has chosen not to remove goal structures from the field when not being used

· Nowra High School is intending to fence the playing field land to meet their current compliance standards

· Council has constructed a footpath over a section of the land linking Stockland Shopping Centre with Brereton Street - an agreement to maintain the path in its present location may need to be created

· The East Nowra Sub Arterial Road (ENSA) project has plans to build a section of road over the subject parcel of land - project currently on hold – should it proceed, some form of land swap or acquisition may be required

Memorandum of Understanding (MOU) - Partnership - Shoalhaven City Council and NSW Department of Education

Council has also recently entered into a Memorandum of Understanding (MoU) with Department of Education and Training.

The MoU commits Council and Department of Education staff to meet on a regular basis – initially monthly and then quarterly – to willingly work together, agree responsibilities and progress opportunities in a timely way.

One of our first initiatives is around asset mapping – Council staff have provided School Infrastructure NSW with information on our community assets, current levels of provision and future projections, with links to our Community Infrastructure Strategic Plan 2017.

Currently the School Infrastructure NSW team are compiling an audit of education facilities across the Shoalhaven LGA. This will assist with asset mapping and overlaying Council and DET infrastructure across the Shoalhaven LGA, to assist in future planning and delivery.

Topics that we are exploring include:

· The greater use of School facilities by the Community – this may include:

o Libraries

o Sports Halls

o Community meeting space

o Playgrounds – (Primary / junior schools)

o Sports fields (range of summer & winter sports), netball courts, basketball courts and cricket nets

o Athletics tracks

· The greater use of Council facilities by Department of Education – A number of government and non-government funded schools already use Council provided facilities on a regular basis.

· School Infrastructure NSW are assisting with building relationships between School Executive, community user groups and Council staff to enable education facilities to be accessible to the public, this includes developing user agreements, etc.

· Options to develop Department of Education land to develop both school infrastructure and community infrastructure with funding from both entities. This could be new development or to complement and extend existing infrastructure for use by schools and the community

· Co-location of community and Department of Education infrastructure, particularly in new urban developments, that will be available for community and school use. This optimises the investment and use without unnecessarily duplicating facilities

· Investigating Joint or Shared Use delivery and management models

· Sharing of information – such as socio demographic data and trends, population and cultural information, precinct strategies

· Supporting and promoting the Department of Education Share our Space initiative that would support school-based holiday activities (i.e., delivered by a qualified service provider) and broader community use of school playgrounds and green space – due to COVID Department of Education have either delayed or phased this introduction. A number of Shoalhaven LGA schools have participated in this trial program

· Communicating in a coordinated manner and provide clear and consistent information to internal and external stakeholders about plans, projects, and collaboration

Further information and current projects can be viewed at: https://www.schoolinfrastructure.nsw.gov.au/

Community Engagement

The groups known to Council still using the fields are Twilight Cricket and soccer during the summer months. Council officers are working with these sporting groups to ensure adequate space is made available to facilitate ongoing training and use.

It is also important to note, that whilst Council will not be maintaining this space into the future, during recent discussions with Nowra High School’s Principal, it was highlighted that Council discontinuing maintenance of this land, does not necessarily prohibit or preclude the use of this area by sporting groups. It was further highlighted that the continued use of this facility will be monitored by the Department of Education. This is in line with Schools Infrastructure NSW Asset Activation Team objective of increasing the use of DET facilities by the public. This is managed through each school.

It is also believed that a very small number of individuals use the field occasionally to fly model planes and drones on weekends. There is no record of this group, making contact difficult.

Council staff are continuing to liaise with sporting groups to ensure adequate space is made available for the relevant sporting groups. With Council looking to end its agreement with NSW Department of Education, this is not perceived to have any ongoing detrimental impacts on organised sporting groups in the northern Shoalhaven.

Policy Implications

· There is no mention of Nowra High School sports fields in Council’s Community Infrastructure Strategic Plan (CISP) - the Plan refers to ‘a significant surplus of land for district sports parks’ exists across the Shoalhaven

· In addition, Council’s Draft Sportsground Strategic Plan Review (June 2012) stated that future investment in Nowra High School Sports Fields was not recommended, stating “… proposing that future development of Lyrebird Sports Park will meet the existing user needs of this facility”

Financial Implications

Shoalhaven City Council is currently covering the costs to maintain a New South Wales Government asset with little to no value to sporting groups within the Shoalhaven.

Expenditure saved, in the order of $15,000 to $20,000 annually, from servicing Nowra High School Sports Fields can be directed to improving other sporting fields more utilised by sporting groups. Given the restricted access to these fields, the non-compliance issues, and the cost at more than twice that at maintaining other sporting fields, it could be argued this does not represent value for money.

Risk Implications

Council must indemnify the Director - NSW Department of Education of all actions through Council, or it’s associated bodies’ use of the fields. As the current playing surfaces are deemed as non-compliant by various sporting groups, Council could be faced with increased risk exposure for potential injuries and claims.

There may be a perception in the community that this is Council owned and managed land, if Nowra High School fail to maintain this open space to a comparable standard, Council may receive negative feedback.

Shoalhaven Sports Board – Wednesday 09 March 2022

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SB22.7 Shoalhaven Sports Board - Current Projects Update

HPERM Ref: D22/84953

Department: Shoalhaven Swim Sport Fitness

Approver: Jane Lewis, Director - City Lifestyles

Reason for Report

To provide a project update to Shoalhaven Sports Board on current projects under development by Council and recent grant funding applications submitted and successful grant funding applications.

Recommendation (Item to be determined under delegated authority)

That Shoalhaven Sports Board accept the Current Projects Update report for information.

Options

1. Adopt the Recommendations as written.

Implications: This will enable the Sports Board to be kept informed of projects.

2. Provide an alternative direction.

Background

The following is an update of current projects under development:

Summary of Work Program Projects Being Undertaken or in Development

Project

Comment

Irrigation & Drainage Construction

Irrigation

Completed - Callala Sportsground, Lyrebird Park irrigation installed

Underway - Finkernagel Oval Irrigation & Bill Andriske Oval underway.

Drainage

Completed - Yulunga Reserve, Crookhaven Park Soccer, Bomaderry Sporting Complex, Kangaroo Valley Showground, Ulladulla Sports Park

Delayed - Crookhaven Park Rugby League, Lyrebird Park, and Callala Sportsground and Francis Ryan Oval drainage projects have been delayed until the end of the winter season 2022 due to the recent wet weather.

Sports field Seating

Finkernagel Oval covered seating installed

Floodlighting upgrades

Completed - Huskisson Sportsground, Lighthouse Oval, Francis Ryan Oval, Ulladulla Sports Park, Frogs Holla Sporting Complex have been completed.

Underway - Bomaderry Sporting Complex, Bernie Regan and Ison Park Baseball are underway awaiting handover.

Ulladulla Tennis Complex contract has been awarded with expected commencement March 2022.

Milton Showground Roads

Design Complete. Going out to tender March 2022 for delivery in quarter four.

Ulladulla Skatepark

The Ulladulla Skate Park will be broken down in three stages:

· Stage 1 - SCCF Funding Deliverables (BBQ, Shade, Seating, Bubbler) under the Shoalhaven Skateparks Associated Works Grant

· Stage 2 – Demolition and construction of the skate park

· Stage 3 – Construction of the deep bowl

Completion of the detailed design package is scheduled for May 2022. Upon completion of detailed design, Council will proceed to Tender for construction of the skate park.

Sanctuary Point Skatepark

Grant funding deliverables of over $124,000 from three grants:

· Community Safety Grant - $60,996

· Stronger Country Communities - $36,278

· Community Building Partnerships - $10,000

· Council contribution: $17,361

All works have been completed, including:

· Concreting

· Seating

· Covered Seating / Picnic area

· Retaining wall

· Exercise Equipment

· Basketball court re-sealed

· Bubbler

A celebration event was held in November 2021. Further funding allocated in the 2022/2023 budget to complete landscaping works.

Milton Ulladulla Croquet Courts – Ulladulla Sports Park

Defects to court surface have been addressed.

Milton Ulladulla Croquet Committee (MUCC) are submitting development application for clubhouse in March 2022.

Thurgate Oval Bomaderry

Council staff are continuing to work with Bomaderry Community Inc. for the delivery of a dog off leash area on Thurgate Oval.

The PCG agreed on a staged deliver, and Council is now obtaining designs and costings for delivery of the perimeter fence as stage 1. Further stages can be delivered subject to confirmation of design, costings and identification / allocation of budget.

Stage 1 is anticipated to be delivered by May 2022.

Nowra Showground

Restart NSW Grant Funding & Council Co-contribution.

Family Café, Cattle Shed and Judges Box are all complete.

Rugby Park South Nowra – Grandstand replacement

Contractor has been engaged, started on site 28 February 2022. Project completion date scheduled 29 April 2022.

Worrigee Equestrian Common

Shoalhaven Dressage Club are finalising project funding sources to by March 2022. Construction pending.

Amenities building is near completion, estimated completion by end of March 2022.

Shoalhaven Community & Recreation Precinct (SCaRP)

BOMADERRY SPORTING COMPLEX

A brief is being prepared for Architectural services for the detail design of the Northern section of the SCaRP project which will include.

· Pavilion (including indoor 50m 8 lane pool, offices, community spaces etc).

· Synthetic Athletics track

· Rugby League fields

ARTIE SMITH

· Construction has commenced with site hand over to contractor Joss Group in November 2021

· Demolition of existing amenities building completed prior to Christmas 2021

· Bulk earth works started first week in February and will continue through March 2022

· Sod Turning event held on the 10 February with funding bodies, Council and User groups.

REFURBISHMENT OF THE BOMADERRY BASKETBALL STADIUM AND INTEGRATION WITH SHOALHAVEN INDOOR SPORTS CENTRE

· The concept designs were exhibited from 20 October – 20 November 2021

· Reporting to Council for endorsement of concept and way forward will occur in March 2022.

NRL Aboriginal Knock Out Cup October Long Weekend 2022

Venues for the event have been decided, Council staff are working closely with the event organisers and stakeholders.

Preparation is underway at Bomaderry Sporting Complex and Rugby Park. Staff are working closely with sporting groups to manage field allocations and minimise field interruptions to allow for field enhancements.

Bay & Basin Leisure Centre – Recreational Hub

· Tender for Architectural design services ran from October to December 2021

· Council has resolved to accept tender from CO-OP Studio to undertake the design works - February 2022

· Project Manager has been appointed – Anthony Meta

· Letter of Award will go out week of 1/3/22 and inception meeting will be scheduled for mid-March 2022.

The architects will design extensions to the indoor leisure centre with

· Learn to swim pool

· Improvements to existing facilities and amenities

· Extension of gym

· 24 hr access to gym

· Inclusion of community spaces, indoor play .

And outdoors will include

· Addition of netball courts

· Improvements to existing sporting amenities.

· Carparking, landscaping etc.

Paringa Park – Non-Motorised Water Sports Precinct

Council has received notification from Crown Lands in relation to the Sea Scouts tenure and will now come under Council Control and Management.

Further development of the precinct will be informed and in-line with the Nowra River Foreshore Development.

Boongaree

· Stage 1 works are now completed and the Boongaree Rotary Nature play park was officially opened in January 2022.

· Council has awarded a construction contract for stages 2 and 3 of Boongaree – Pump Track and Skatepark. Works will include demolition of the old skate park. Scheduled commencement of the works in May 2022.

· Stage 4 – Netball Courts & Cricket Nets tendering complete. Works scheduled to commence May 2022.

· Stages 5 - 7 are also in design development. This includes a further 170 space car parking for cars, coaches and RV’s. This is progressing to the detailed design stage and is integrated with other elements of the park. It is not possible to fast track the car parking in isolation to other aspects of the park.

· Stage 1 is now practically complete and has been handed over. It is currently in 12-month defect liability period. A staff member has been allocated to the Precinct full time 5 days a week and a roving cleaning crew on weekends.

Showground Stimulus Grant Funding – NSW Resilience

$1,075,605 secured

Full funding awarded is listed at bottom of report. All projects completed, or updates given here:

· Round 1:

o Construction for Milton Showground amenities building underway with completion expected June 2022

· Round 2:

o Funding has been announced, to a total of $153,586 across 4 showgrounds

o Solar power and batteries at 4 showgrounds to be delivered and underway.

Round 2A

o Berry Showground Pavilion is currently being painted.

o Underfloor insulation at Kangaroo Valley Hall has recently been completed.

o Kangaroo Valley Showground Carpark upgrade is currently at detailed designed.

o Awaiting quotes for Milton Showground Cattle Yards and Stadium Shutters.

Frogs Holla – Reserve Upgrades

· Floodlighting completed.

· Drainage Designs completed and scheduled for 2022/2023 financial year.

· Cricket wicket base repairs with new synthetic surface has been installed and works completed.

Original Bomaderry Basketball Stadium

· Conybeare Morrison (CM+) has been engaged to prepare the DA/CC documentation.

· Consultation with external stakeholders has taken place to form the development of the draft concept design.

· Exhibition was completed over October/November 2021

· At the completion of the exhibition, further design options were sought that extend the face plate of the building.

· A report to Council on the way forward will occur in March 2022.

Jerry Baily Oval

· New amenities building is currently being redesigned to be a dual amenity, rather than a single.

Park Road Netball Courts - Nowra

· A concept design has been completed for the Park Road Netball Courts, in consultation with user groups.

· Detailed design has been completed

· Funding has been identified for delivery in the 2022/23 financial year budget.

Generic Plans of Management – Sportsgrounds

· Council is continuing to prepare Generic Plans of Management for Sportsgrounds. The deadline for having plans adopted under the Crown Lands Management Act 2016 by 30 June 2021 has been removed.

· Council have reported the draft Plans of Management to Council and received endorsement to proceed to public exhibition. The Plans of Management are currently with the Minister, seeking their approval to proceed to exhibition.

Lighthouse Oval Storage Shed Repairs

· Repairs to damaged wall of cricket storage / curator shed completed.

Online Booking System

· Camping module is in development to provide online camping bookings for showgrounds. Looking at adding Huskisson Tennis Courts and Lake Conjola Tennis Courts.

· Fees and Charges Review is in progress to enable simplified transition to online bookings.

· Consultation with Management Committees to activate online bookings at all sportsgrounds and showgrounds is continuing.

· Training is currently underway with staff and Management Committees.

· Full transition to online bookings scheduled for March 2022.

WHS Manual Inductions

· The remaining Management Committee inductions will roll out this financial year by the appropriate Facility Officers.

Management Committee Workshops

· Workshops for showground and sportsground Management Committees have been coordinated by Shoalhaven Swim, Sport and Fitness.

· Workshops for Community Halls / Centres that do not have sportsgrounds (or only 1 tennis court), will be coordinated by Assets and Works Directorate in future.

Sports Grants Program

· Sports grants applications were received June 2021, approved October 2021 and projects are underway with several already complete. Expecting completion for most projects this financial year.

Financial Statement and Subsidy Applications

· New processes have been reviewed and Capital Budget Requests submitted for adoption for 2022/2023 financial year.

Ulladulla Sports Park Master Plan

Community consultation for the Master Plan has been completed. The results of the consultation are now being incorporated into a draft Master Plan which will be reported to Council for approval and then proceed to public exhibition.

Berry Showground Master Plan

Gondwana Consulting will have completed a draft Berry Showground Plan of Management, which is receiving final amendments from Council staff. The draft Master Plan will be completed by March 2022 and placed on exhibition.

Department of Education Memorandum of Understanding

Council has entered into a MoU with the Department of Education to look at ways we can share spaces and work together to develop opportunities for sport and community use. This is an ongoing scheduled meeting with the Department.

Grants

Staff have been pro-active in preparing and submitting grant funding applications aligned with Council’s strategic priorities.

Community Led Projects requiring landowners’ consent have been reviewed and where supported, letters of in principle support have been prepared.

The table below provides a summary of applications, their current status, funding sought, funding received and Council’s and / or community contribution, along with the status of the works.

Funding Program	Projects Submitted	Funding Sought	Status	Comment
Showground Stimulus Round 1	Berry Showground Fencing	$65,044	Successful	Works completed
Showground Stimulus Round 1	Berry Showground Revamp Pavilion wall cladding	$7,730	Successful	Works completed
Showground Stimulus Round 1	Berry Showground Air Conditioning – Grandstand Café	$8,850	Successful	Works completed
Showground Stimulus Round 1	Kangaroo Valley Main Arena Fence	$115,000	Successful	Works completed
Showground Stimulus Round 1	Kangaroo Valley Showground Air Conditioning Hall	$14,091	Successful	Works completed
Showground Stimulus Round 1	Milton Showground Accessible Pathway	$101,667	Successful	Works completed
Showground Stimulus Round 1	Milton Showground Amenities Building and Laundry	$200,000	Successful	Works underway
Showground Stimulus Round 1	Nowra Showground Main Arena Fence	$65,000	Successful	Works completed
Showground Stimulus Round 1	Nowra Showground Carpet – Pavilion	$32,374	Successful	Works completed
Showground Stimulus Round 1	Nowra Showground Floodlighting – Woodchop Arena	$24,300	Successful	Works completed
Showground Stimulus Round 2	Milton Showground Solar power and battery, plus generator connection	$28,234	Successful	Works underway
Showground Stimulus Round 2	Nowra Showground – Repairs to building and install ventilation – Poultry Pavilion	$20,757	Successful	Works completed
Showground Stimulus Round 2	Nowra Showground – final floodlighting pole for main arena (1 pole with 8 lights)	$76,361	Successful	Works completed
Showground Stimulus Round 2	Nowra Showground – Solar power and battery, plus generator connection	$28,234	Successful	Works underway
Showground Stimulus Round 2	Berry Showground – Animal Nursery – replace existing building removing internal pillars	$76,282	Successful	Works underway
Showground Stimulus Round 2	Berry Showground Replace Roof Pavilion	$46,420	Successful	Not commenced – additional funding requested for 2022/2023 Funds diverted to paint the pavilion and replace youth hall roof
T20 Cricket Fund	Berry Sporting Complex (Boongaree) Practice Cricket Nets X 4	$35,000	Successful	This project is part funded by ACIF, and the Berry Shoalhaven Heads Cricket Club $10,000
Showground Stimulus Round 2A	Berry Showground External paint - Pavilion	$20,780	Successful	Works completed
Showground Stimulus Round 2A	Kangaroo Valley Showground – Under floor insulation KV School of Arts Hall	$29,210	Successful	Works completed
Showground Stimulus Round 2A	Nowra Showground – Replace Committee room kitchen cabinets oven and cooktop	$25,667	Successful	Works completed
Showground Stimulus Round 2A	Nowra Showground – Woodchop Arena safety fencing	$10,909	Successful	Works completed
Showground Stimulus Round 2A	Nowra Showground – Repairs- cattle ring fencing	$38,150	Successful	Works completed
Showground Stimulus Round 2A	Milton Showground – Repair cattle yard fencing	$32,043	Successful	WIP
Showground Stimulus Round 2A	Milton Showground – Replace louvre windows – Southern Basketball Stadium	$33,125	Successful	Works pending
ACIF (Australian Cricket Infrastructure Fund)	Berry Sporting Complex (Boongaree) Practice Cricket Nets X 4	$30,000	Successful	This project is also funded by T20, and the Berry Shoalhaven Heads Cricket Club $10,000
Crown Land Improvement Fund	Culburra Beach Tennis Courts – resurface Courts, install picnic table and shelter	$8,000	Successful	All complete besides picnic table
Crown Land Improvement Fund	Nowra Showground PA System	$89,689	Successful	Works completed
Crown Land Improvement Fund	Milton Pony Club – tree works	$15,000	Successful	Works completed
Regional Sport Facility Fund	Bernie Regan Sporting Complex – Floodlights	$306,000	Successful	Works underway
Regional Sport Facility Fund	Sharman Park Irrigation and Floodlight Upgrade	$207,000	Unsuccessful	Works underway
Regional Sport Facility Fund	Ison Park – Baseball floodlighting	$305,000	Successful	Works underway
Club Grants 3	Shoalhaven Tennis Association – Court resurfacing	$300,000	Unsuccessful	SSF has submitted high priority capital request for 2022/2023
Club Grants 3	Nowra Croquet Club – development of croquet courts	$300,000	Provided	Provided letter of support
Stronger Country Community Fund	Park Road Netball – redevelopment of courts		TBD	Provided a letter of support
Club Grants 3	Vincentia Sailing Club – development of new clubhouse at Plantation Point Reserve	$700,000	TBD	Provided letter of support
Club Grants 3	MUDTA – lighting	$100,000	Unsuccessful	Funding obtained from alternate grant program
Local Roads & Community Infrastructure Round 1	Ulladulla Tennis Complex Floodlight upgrade	$180,000	Successful	Works underway
Local Roads and Community Infrastructure Rounds 2	Lake Conjola Community Hall Grounds (fence and wall), Painting	$30,000.00	Successful	Works completed
Local Roads and Community Infrastructure Rounds 2	Milton Village Pool Shelters	$20,000.00	Successful	Works completed
Local Roads and Community Infrastructure Rounds 2	Nowra Aquatic Park Cabana Shelters and Solar (PV) System	$60,000.00	Successful	Works underway and Solar’s complete
Local Roads and Community Infrastructure Rounds 2	Ulladulla Leisure Centre Covered deck	100,000.00	Successful	Works programmed for completion by June 2022
Local Roads and Community Infrastructure Rounds 2	Ulladulla Sea Pool Fencing and Pathways	$95,000.00	Successful	Works completed
Local Roads and Infrastructure Community Rounds 2	Bomaderry sporting complex Subsoil drainage	$196,048.00	Successful	Works completed, handover pending
Local Roads and Community Infrastructure Rounds 2	Bomaderry sporting Complex Floodlight upgrade	$300,000.00	Successful	Works completed,
Local Roads and Community Infrastructure Rounds 2	Lyrebird Park Irrigation & subsoil drainage	$410,000.00	Successful	Irrigation completed; drainage deferred
Local Roads and Community Infrastructure Rounds 2	Nowra Showground Pavilion painting	$150,000.00	Successful	Currently out to tender
Local Roads and Community Infrastructure Rounds 2	Nowra Showground Pavilion Landscaping	$170,000.00	Successful	Currently out to tender
Local Roads and Community Infrastructure Rounds 2	Francis Ryan Oval Upgrade Floodlighting & Sports field Drainage	$450,000.00	Successful	Floodlight completed; drainage deferred
Local Roads and Community Infrastructure Rounds 2	Crookhaven Sports Park Subsoil drainage	$110,000.00	Successful	Deferred
Local Roads and Community Infrastructure Rounds 2	Huskisson Sportsground Floodlight upgrade	$245,000.00	Successful	Works completed
Local Roads and Community Infrastructure Rounds 2	Ulladulla Tennis Complex Floodlight upgrade	$220,000.00	Successful	Works underway
Local Roads and Community Infrastructure Rounds 2	Ulladulla sporting Complex Subsoil drainage	$110,000.00	Successful	Works completed
Local Roads and Community Infrastructure Rounds 2	Milton Showground Upgrading of roadways	$400,000.00	Successful	Going to tender March 2022
Local Roads and Community Infrastructure Rounds 2	Lighthouse Oval Floodlight upgrade	$280,000.00	Successful	Works completed
NSW Government Multisport facility Fund	Bongaree – Stages 5 & 7 Junior Sports field and Senior Sports fields (with associated carparking) Berry	$1,821,398	TBD	Submitted February 2022
NSW Government Multisport facility Fund	Ulladulla Sport spark – All wheels skatepark	$1,500,000	TBD	Submitted February 2022
NSW Government Open Spaces Program	Marriott Park Playground	$500,000	TBD	Submitted March 2022

Financial Implications

These projects are progressing with funding provided as part of the 2021/22 and also 2022/23 Delivery Program & Operational Plan. Additional funding requirements will be sourced through grant funding opportunities where available or reported to Council as part of the project update / approval process, or via quarterly budget reviews.

The capital investment and improvement in facilities raise the standard of Council facilities. Maintaining facilities at these levels requires commensurate funding within operational budgets to ensure the facilities remain fit for purpose. Additional operational funding bids have been submitted as part of the draft budget planning process for consideration.

Sports Grants Program

Grant recipients from previous round have been advised and distribution of funding is being processed.

The applications program for 2021/22 are included in the business paper for this meeting.

Shoalhaven Sports Board – Wednesday 09 March 2022

Page 0

SB22.8 Council Directed Projects - Policy Preparation

HPERM Ref: D22/87148

Department: Community Planning & Projects

Approver: Jane Lewis, Director - City Lifestyles

Attachments: 1. Community Infrastrucutre Guidelines (under separate cover) ⇨

2. Process for Community to undertake projects on behalf of Council (under separate cover) ⇨

Reason for Report

This report is to provide information regarding Councils existing processes in relation to community based organisations undertaking work on behalf of Council and to seek nominations for a working party to develop a policy to address the Notice of Motion MIN19.876.

Recommendation (Item to be determined under delegated authority)

That the Sports Board:

1. Note the current Community Infrastructure Guidelines which provide information to groups seeking assistance with community driven infrastructure projects;

2. Support the establishment of a working group and nominate three (3) Sports Board members to work with representatives from the Community Planning and Projects Staff to consider an appropriate governance framework:

i. Insert Sports Board Member Name at meeting

ii. Insert Sports Board Member Name at meeting

iii. Insert Sports Board Member Name at meeting

3. The working party consider the current Community Infrastructure Guidelines and the requirement to develop a specific Policy for community groups to undertake work on behalf of Council on Council owned or managed land

4. 4. A future report be received by the Sports Board with the recommended way forward with a draft document and governance framework to provide clear direction for our community.

Options

Option 1

That the Sports Board nominate three (3) board members to consider the current guidelines and need to develop a specific Policy for community groups to undertake work on behalf of Council on Council owned or managed land

Implications: Council do not have a specific Policy for Community Led Projects on behalf of Council. Council does have Community Infrastructure Guidelines to provide information for community, recreation and sporting groups seeking Council assistance with community driven infrastructure projects.

The working party with representative from Shoalhaven sports Board will be able to assist Council in considering the most appropriate approach to provide clear direction for our community.

Option 2

That the Sports Board accept the current guidelines as sufficient.

Implications: Council continue to update guidelines and process as part of business as usual activities

Option 3

That the Sports Board provide an alternative recommendation.

Implications: Unknown until such time as Sports Board provide an alternate approach.

Background

Council resolved at its Ordinary meeting of November 2019

MIN19.876

That:

1. Council’s communication and engagement staff prepare a draft policy aimed at improving the way that community based organisations are directed to undertake work at the direction of Council.

The draft policy would essentially recognise that community groups may or may not have sufficient expertise within their ranks to meet the requirements set by Council’s professional staff, and perhaps that a more prescriptive approach could be of great benefit.

2. The Draft Policy be reported to the Shoalhaven Sports Board.

Council has a community driven or led project process that outlines the requirements for community groups to undertake work on behalf of Council. The guidelines are provided as Attachment 1 and the process is provided as Attachment 2.

Since the implementation of the document there is anecdotal evidence that some of the scenarios or requests that are presented to Council do not have clear guidance or a governance plan to support the Community Led Projects – for example how much involvement Council representatives should have (e.g. funding provision for Project Management or Project Oversight and who undertakes this role), and inputs required at stages across design (e.g. appropriate investigations completed such as Review of Environmental Factors - REF), construction (contingency considerations) and handover / transition to operational status (has the future cost to maintain and operate the asset been considered and is it funded – if so by whom).

Whilst there is a strong and successful history of community groups undertaking works on Council lands following the attached guidelines and processes, including the development of:

· Amenities buildings at Ison Park and Crookhaven Oval

· Skate Park at Culburra Beach

· Pump Tracks at Kangaroo Valley and Shoalhaven Heads

Consideration needs to be given to the benefit of developing a policy framework around this to provide clarity to all parties (as per the intent of the minute) or whether a review and update of the current guidelines will achieve this outcome.

Proposed Approach

To assist with the review process and consideration of the need to develop a Policy or an update of the Community Infrastructure Guidelines it is proposed that:

· Sports Board should nominate up to three (3) representatives to form part of a working group

· Nominated members will be provided with existing process and guidelines to be familiarised with

· A workshop will be scheduled to understand the preferred approach, and run through various case studies and what needs to be included in either the development of a Policy or updated guidelines

· Council staff will draft an updated document, to be sent to Sports Board representatives for comment

· Draft policy to be presented at a future Shoalhaven Sports Board Meeting and seek Council support to place on public exhibition for broader community consultation and seek submissions

· The updated policy will be submitted to Council to for endorsement and adoption.

Community Engagement

The Shoalhaven Sports Board, through members on the working group and subsequent report back through the Board, will have the opportunity for input.

The broader community, sporting and community groups, CCB’s will have the opportunity for input through the public exhibition period

Financial Implications

This work will be undertaken within the existing work program and staff resources of the Community Planning and Projects Department. Minor costs associated with the public exhibition process will be funded through the Community Planning and Projects Department budget.

Risk Implications

The absence of an appropriate governance framework may result in infrastructure that fails to consider compliance and approval requirements, is not fit for purpose and fails to adequately meet community needs, may require additional unbudgeted investment from Council to deliver, is costly to maintain and / or presents an ongoing cost burden for future asset replacement.