Agenda of Shoalhaven Sports Board - Wednesday, 24 August 2022

Minutes of the Shoalhaven Sports Board

Meeting Date: Wednesday, 25 May 2022

Location: Council Chambers, City Administrative Centre, Bridge Road, Nowra

Time: 5.07pm

The following members were present:

Clr Patricia White

Mr David Goodman - Chairperson

Mr Roger Walker

Mr Craig Howsan

Ms Elizabeth Tooley

Ms Lucy Burgmann

Mr Kevin Norwood – Acting City Lifestyles Director (CEO Nominee)

Apologies / Leave of Absence

Apologies were received from Phill Newlyn, Catherine Campbell

Confirmation of the Minutes

RESOLVED (Craig Howsan / Clr White)

That the Minutes of the Shoalhaven Sports Board held on Wednesday 09 March 2022 be confirmed.

CARRIED

Declarations of Interest

Nil

Reports

SB22.10 Acknowledgement of Resignation - Martin Aicken

HPERM Ref: D22/126557

Recommendation (Item to be determined under delegated authority)

That:

1. The Shoalhaven Sports Board note the resignation received from Mr Martin Aicken (community member) and thank him for his commitment to the Board and the Sporting Community.

2. The vacancy be filled via a casual position until the next round of vacant positions are called in March 2023.

RESOLVED (Roger Walker / Craig Howsan)

That:

1. The Shoalhaven Sports Board note the resignation received from Mr Martin Aicken (community member) and a letter be sent from Council, signed by the Chair to thank him for his commitment to the Board and the Sporting Community .

2. The vacancy be filled via a casual position until the next round of vacant positions are called in March 2023.

CARRIED

SB22.11 Sportsground Floodlighting - Replacement Schedule

HPERM Ref: D22/193520

In relation to Ison Field Park, it was suggested that the main field be upgraded with the Lux required to enable the recording of games at night under lights.

Clr White advised that there would need to be a reason attached to the request, such as the AFL Sports Park at Ulladulla that does have the capability as well as the Tennis Club as NSW Australian Tournaments are played there at night.

The Shoalhaven Sports Board thanked Council for the upgrades that have occurred to date.

Recommendation (Item to be determined under delegated authority)

That the report regarding development of a Floodlighting Program / Schedule for Sporting Fields and other Facilities be received for information by Shoalhaven Sports Board.

RESOLVED (Clr White / David Goodman)

That

1. The report regarding development of a Floodlighting Program / Schedule for Sporting Fields and other Facilities be received for information by Shoalhaven Sports Board.

2. Kevin Norwood clarify with the Manager Minor Projects within Community Planning and Projects to seek advice on the lux required to hold major sporting events at Ison Park and the possibility of upgrading the main field at Ison Park with the lux required to enable the recording of games at night under lights and clarify if there are any other determining factors to be taken into consideration for this to occur and advise the Shoalhaven Sports Board.

CARRIED

SB22.12 Shoalhaven Sports Board - Current Projects Update

HPERM Ref: D22/193955

The Fencing of Thurgate Oval (stage 1) is anticipated to commence this month. It is still considered to no be longer safe for games.

It was clarified that the 12 month defect liability period for Boongaree refers to the warranty period.

Council had considered the findings of an independent assessment of the play equipment. The independent assessment has been completed and based on that advice Council has now installed additional educational signage in the Skywalk areas to supplement the existing signage already displayed at Boongaree’s formal entrances.

These additional signs were developed in consultation with industry experts to enhance the community’s awareness of the Skywalk areas and also expand parents / guardians knowledge of the equipment’s intended use.

Concerns were raised as to whether a Development Application had been lodged for the new club house and the lack of community consultation that has occurred to date.

It was queried what Council does to learn from unsuccessful applications (and successful ones) to improve on future applications. Clr White clarified these can be followed up for feedback by the contact persons listed when the grants are applied for.

Recommendation (Item to be determined under delegated authority)

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

RESOLVED (Roger Walker / Lucy Burgmann)

That

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

2. Completed Projects are no longer included for future reports.

3. Kevin Norwood to report back to the Shoalhaven Sports Board in relation to the new club house including the club grant application and the letter of support provided and whether there is a Development Application and any community consultation to date.

4. The historically received Tourism report for all upcoming events be included within future agendas

CARRIED

SB22.13 Shoalhaven Heads Pump Track - Aboriginal Heritage Assessment Criteria

HPERM Ref: D22/189878

Clarification on Native Title and Aboriginal Heritage Impact Permit (AHIP) were provided by Kevin Norwood and Liliana Hutchinson.

Native Title for the purpose of extinguishing. AHIP is the management of systems to identify history and impacts.

The Review of Environmental Factors (REF) has been completed internally and this potentially triggers an AHIP. It was noted that this could take up to 12 months to come through and comes with instructions on how it can be delivered.

Recommendation (Item to be determined under delegated authority)

That the Shoalhaven Sports Board receive this report for information on Aboriginal Heritage Assessment Criteria, and legislative requirements in relation to the amenities block at the Shoalhaven Heads Pump Track.

RESOLVED (Clr White / Roger Walker)

That

1. The Shoalhaven Sports Board receive this report for information on Aboriginal Heritage Assessment Criteria, and legislative requirements in relation to the amenities block at the Shoalhaven Heads Pump Track.

2. Staff to provide an update on the Thomas St, Sussex Inlet Sporting Native Title at the next Shoalhaven Sports Board meeting.

CARRIED

SB22.14 Additional Items - Various - General Business - Actions

The preparation work undertaken for the Aboriginal NRL Knockout at rugby park included widening of the fields and extended civil drainage. The weather has meant it has been a little delayed. The floodlight poles are ready to go in and the staff are currently sourcing quotes for the widening of the access road and leveling of the carpark. The REF is complete and the 3 fields will be over sowed with rye grass.

The Bomaderry Sporting Complex has been recently top dressed and is holding up well after the installation of drainage.

The Knockout will be held over the October long weekend (Friday – Monday).

The upgrade is estimated to have cost $580K in total ($200K received from the State Government).

Clr White explained the claim process for potholes from the State Government for the Board’s information.

Jessica Richardson advised that in the absence of a member from the Office of Sport, Office of Sport Illawarra Shoalhaven are currently asking for support to identify suitable young people (aged 13 to 18 years) who may be interested in a unique opportunity to become a mentor for young people of all abilities. Training will be provided as part of the program. The Office of Sport are working in collaboration with the Kiama Shoalhaven Community College to facilitate the training, there is an expectation that students who undertake the training will provide volunteer hours at the Shoalhaven Active Fest on 14 July 2022 at Archer Racecourse, South Nowra and within local community organisations in the Shoalhaven. Students will need to satisfy the necessary time requirements of the provided training program (approximately 6 hours). The Office of Sport will contact all identified students about the registrations process. Being involved in the Inclusive Mentor Program would not only add value to any young person’s CV.

Student expression of interest close Friday 10 June 2022.

Liliana Hutchinson advised Council has put in an application for the Local Government Awards of Excellence within the Community Empowered Infrastructure Projects category for “Safety And Sustainability in Pump Tracks and Skate Parks for the Kangaroo Valley Pump Track, Shoalhaven Heads Pump Track and the • Sanctuary Point Skate Park Associated Works”.

Jessica Richardson also mentioned that Shoalhaven City Council is holding a Shoalhaven Health and Well Being Expo 2022 - Wednesday, 22 June 2022 between 10am – 3.30pm at the Shoalhaven Indoor Sports Centre for more information please visit https://www.eventbrite.com.au/e/shoalhaven-health-wellbeing-expo-registration-269254305877. The Shoalhaven Sports Board members were invited to attend and hold a stall if they are interested.

RESOLVED (By consent)

That

1. A tour of the Bomaderry Sporting Complex be provided to the Shoalhaven Sports Board members upon completion of the works.

2. An update be provided at the next Shoalhaven Sports Board meeting on the Federal Government Funding ($50K) provided for the Outriggers Club in Barkers Reserve Burrill Lake and replacement of the playground.

3. Kevin Norwood to investigate and provide an update on how the tennis court booking system will work, using Erowal Bay as an example if a code is provided for one court and the ball is hit into an adjacent court.

4. The information on the Office of Sport Youth Sport Mentor Program be sent with the minutes

CARRIED

There being no further business, the meeting concluded, the time being 6.13pm.

Mr David Goodman

CHAIRPERSON

Shoalhaven Sports Board – Wednesday 24 August 2022

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SB22.16 Shoalhaven Sports Board - Current Projects Update

HPERM Ref: D22/269073

Department: Community Planning & Projects

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

Projects Underway

· Finkernagel Reserve Oval Irrigation programmed for September 2022 completion.

· Bill Andriske Oval underway but put on hold until end of 2022 winter season.

Projects Delayed

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

Floodlighting upgrades

Projects Underway

· Bernie Regan and Ison Park Baseball are underway but delayed by weather.

· Ulladulla Tennis Complex with completion programmed for September 2022

· Crookhaven Park Soccer floodlights replacement to be tendered in September 2022

Milton Showground Roads

Works underway and programmed for completion October 2022.

Ulladulla Skatepark

The Ulladulla Skate Park detailed design package is scheduled for completion in August 2022. Upon completion of detailed design, Council will proceed to Tender for construction of the skate park.

Grant funding from the Multi-Sport Community Facility Fund 2021/22 of $1,500,000 has been confirmed.

Milton Ulladulla Croquet Courts – Ulladulla Sports Park

Milton Ulladulla Croquet Committee (MUCC) have submitted a development application for clubhouse in March 2022. Club has committed $50,000 towards the new clubhouse however, green keeping fees, architectural fees, and DA costs are coming from that allocation. Quantity Survey for proposed building has come in over budget. Staff are now reviewing alternative options. DA however is continuing to be assessed.

Council have applied to Club Grants Infrastructure fund for the Clubhouse. Announcement to occur in October 2022.

Thurgate Oval Bomaderry

Dog off leash area on Thurgate Oval. Stage 1 - Perimeter fencing completed.

Rugby Park South Nowra – Grandstand replacement

Site establishment underway. Practical completion currently scheduled for September 2022.

Worrigee Equestrian Common

Shoalhaven Dressage Club are finalising project funding sources by March 2022. Construction pending, delays have been experienced due to consistent wet weather and flooding on site.

Construction of amenities building is complete. Shoalwater to connect sewer, start date to be confirmed by Shoalwater.

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:

· Community / Recreation Pavilion (including indoor 50m 8 lane pool, offices, community spaces, gym, cafe etc).

· Synthetic Athletics track and supporting infrastructure

· Rugby League fields and supporting infrastructure

· Lift and Change facilities

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 have been completed, work on underground services has recently commenced.

· 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

· Council endorsed Option 3 concept plan on 26 April 2022 – CL22.198. Design option 3 with extended footprint and sawcut roof has been endorsed and will progress to detailed design

· Conybeare Morrison (CM+) has been engaged to work with Council Projects Major within the Community Planning and Projects team to prepare the DA/CC documentation and to lodge the Development Application.

NRL Aboriginal Knock Out Cup October Long Weekend 2022

· Venues for the event have been decided, Council staff continue to work closely with the event organiser and stakeholders.

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

· Bomaderry Sporting Complex: Has recently been top dressed, undergone floodlighting system upgrade and had sub surface drainage installed. The fields have responded well to these upgrades.

· Rugby Park: Field 2 drain modification and field extension complete. Piping installed and covered with compacted imported fill. Top soil has been spread, turf laying to follow 11^th & 12^th August by suitable contractor. Floodlight pole relocation and southern field extension complete. Road widening underway, carpark grading to begin 3^rd week August. Main field fence to be removed prior to event and replaced following tournament.

· $200,000 grant funding has been secured towards the ground improvements

Bay & Basin Leisure Centre – Recreational Hub

· Council has awarded a contract to CO-OP Studio to undertake the design works – February 2022.

· A concept option has been selected after review of four options that have been developed.

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.

Outdoors will include:

· Addition of netball courts.

· Improvements to existing sporting amenities.

· Carparking, landscaping etc.

A Councillor briefing is scheduled for September to provide an update on the project

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. 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.

· Stage 2 and 3 – Pump Track and Skatepark. Construction works construction commenced in June. Completed work to date has been the demolition of the old skate park.

· Stage 4a – Netball Courts & Cricket Nets commenced. Scheduled for completion September 2022.

· Stage 4b - Reconciliation Garden is currently in concept design phase. National Tree Day occurred on 31 July. 500 trees were planted and over 170 people attended. This was an important event as there was a joint Welcome to Country. Participants included Jerrinja Tribal Council, Jerrinja Local Area Land Council (LALC), Nowra LALC, and the Aboriginal Advisory Committee. This monumental occurrence was noted by the Hon Fiona Phillips in Parliament.

· Stages 5 - 7 are in detail design development phase. These stages include 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. Grant funding of $1,821,398 from the Multi-Sport Community Facility Fund 2021/22 has been awarded.

· Boongaree Stage 6 - Dog Fenced Off Leash Area (FOLA) is in the final stages of concept design.

· Staff are investigating alleviating short term car parking constraints until final stages of car parking are able to be delivered. This includes reopening consultation of car parking along North St to the west of Alexandra St intersection and fast-tracking final section of Stage 1 carpark. An additional 48 car parking spaces will be implemented in the main car park on North Street by the end of September.

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 August 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 has been painted externally. o Underfloor insulation at Kangaroo Valley Hall has been completed. o Kangaroo Valley Showground Carpark upgrade has commenced. o Awaiting quotes for Milton Showground Cattle Yards o Milton Showground Stadium Shutters installed.
Frogs Holla – Reserve Upgrades	Drainage budget deferred to 2023 / 24 financial year.
Jerry Baily Oval	New amenities building tender released July 2022.
Park Road Netball Courts - Nowra	Tender to be released in August 2022. For completion in April 2022.
Generic Plans of Management – Sportsgrounds	Council is continuing to prepare Generic Plans of Management for Sportsgrounds. 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 live. · Fees and Charges Review has taken effect as of July 2022. · Bookings for venues (Council managed) went live 1 August 2022. · Bookings for venues (Management Committee managed) part of next stage of rollout.

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 \| 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	2021/22: Sports grants applications were received June 2021, approved October 2021 and projects are underway with several complete. Nowra Croquet Club Inc has withdrawn their application. 2022/23: 5 Applications have been received and are currently under evaluation. To be reported to Sports Board for November meeting.
Financial Statement and Subsidy Applications	New processes have been reviewed and Capital Budget Requests submitted for adoption for 2022 / 23 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 was reported to Council and approval with public exhibition now completed.
Berry Showground Master Plan	A redesign of the Berry Showground Master Plan is currently underway. Due to be reported at Council’s Ordinary Meeting in October 2022.
Nowra Showground Master Plan	Public exhibition period has now ended. Feedback is being reviewed.

Department of Education Memorandum of Understanding (MoU)

Council has entered into a new 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 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	Design Works underway
Showground Stimulus Round 2	Berry Showground Replace Roof Pavilion	$46,420	Successful	Works completed. Funding redirected to painting the external façade due to cost of works significantly exceeding the grant.
T20 Cricket Fund	Berry Sporting Complex (Boongaree) Practice Cricket Nets X 4	$35,000	Successful	Works underway
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	Milton Showground – Repair cattle yard fencing	$32,043	Successful	Works underway
Showground Stimulus Round 2A	Milton Showground – Replace louvre windows – Southern Basketball Stadium	$33,125	Successful	Works completed
ACIF (Australian Cricket Infrastructure Fund)	Berry Sporting Complex (Boongaree) Practice Cricket Nets X 4	$30,000	Successful	Works underway
Crown Land Improvement Fund	Culburra Beach Tennis Courts – resurface Courts, install picnic table and shelter	$8,000	Successful	Works completed
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	Ison Park – Baseball floodlighting	$305,000	Successful	Works underway
Club Grants 3	Shoalhaven Tennis Association – Court resurfacing	$300,000	Unsuccessful	SSSF have submitted a grant
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	Works scheduled for October 2022
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 Solar complete
Local Roads and Community Infrastructure Rounds 2	Ulladulla Leisure Centre Covered deck	100,000.00	Successful	Works underway
Local Roads and Community Infrastructure Rounds 2	Ulladulla Sea Pool Fencing and Pathways	$95,000.00	Successful	Works completed
Local Roads and Community Infrastructure Rounds 2	Nowra Showground Pavilion painting	$150,000.00	Successful	Tender evaluation underway
Local Roads and Community Infrastructure Rounds 2	Nowra Showground Pavilion Landscaping	$170,000.00	Successful	Tender evaluation underway
Local Roads and Community Infrastructure Rounds 2	Crookhaven Sports Park Subsoil drainage	$110,000.00	Successful	On Hold
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	Milton Showground Upgrading of roadways	$400,000.00	Successful	Works underway
NSW Government Multisport facility Fund	Bongaree – Stages 5 & 7 Junior Sports field and Senior Sports fields (with associated carparking) Berry	$1,821,398	Successful	Submitted February 2022
NSW Government Multisport facility Fund	Ulladulla Sport spark – All wheels skatepark	$1,500,000	Successful	Submitted February 2022
NSW Government Open Spaces Program	Marriott Park Playground	$500,000	TBD	Submitted March 2022
BLERF	Nowra Showground	$1,140,484	Successful	Works underway
BLERF	Berry Showground	$1,200,965	Successful	Works underway
BLERF	Milton Showground	$763,628	Successful	Works underway
BLERF	Kangaroo Valley Showground	$930,290	Successful	Works underway

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 2022 / 22 are included in the business paper for this meeting.

Shoalhaven Sports Board – Wednesday 24 August 2022

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SB22.18 Policy Review - Sportsgrounds Management

HPERM Ref: D22/286646

Department: Shoalhaven Swim Sport Fitness

Approver: Jane Lewis, Director - City Lifestyles

Attachments: 1. Proposed Changes & Comments - Draft Sportsgrounds Management Policy ⇩

2. Sportsgrounds Management Policy ⇩

Reason for Report

The Sportsgrounds Management Policy and proposed changes therein is presented to the Shoalhaven Sports Board for endorsement prior to being reported to Council’s Ordinary Meeting for adoption. The Local Government Act requires that all Council policies should be reviewed within 12 months of an election of a new Council.

Recommendation

That the Shoalhaven Sports Board endorses the reviewed Sportsgrounds Management Policy and that the policy is reported to Council’s Ordinary Meeting to be adopted.

Options

1. As recommended

Implications:

· Will simplify, streamline, and update the Policy, including changes to reflect Shoalhaven Swim Sport Fitness’ new Northern, Central and Southern areas management model

· Will improve transparency and communication in sportsgrounds management by increasing the quantity and clarity of information provided to sporting user groups

2. Adopt an alternative recommendation

Implications:

· May delay the Policy Review report to Council, impacting Council’s ability to meet the requirement for review of policies within twelve (12) months of the election of a new Council

Background

The Local Government Act requires that all Council policies should be reviewed within twelve (12) months of the election of a new Council. This Policy Review is presented for the approval of the Shoalhaven Sports Board, prior to a report to Council’s Extra Ordinary Meeting, 19 September 2022.

The Sportsgrounds Management Policy is overseen by Council’s Shoalhaven Swim Sport Fitness Department which, following Council’s internal custodial restructure in May 2021, now operates Council’s aquatics and sporting facilities in three geographical areas in the Shoalhaven: Northern, Central and Southern. The Precinct Manager in each area is responsible for the financial and operational management of all Swim Sport Fitness facilities in that area, and reports to the Manager, Shoalhaven Swim Sport Fitness.

The purpose of this Policy is to provide guidance for the management of sporting facilities at sportsgrounds, showgrounds and destination parks managed by Shoalhaven Swim Sport Fitness.

The following changes are included in the draft Policy attached, with the changes and explanations outlined in Attachment 1:

· Updates to reflect changes brought about in Council’s May 2021 custodial restructure, that all Shoalhaven sporting facilities are managed by Shoalhaven Swim Sport Fitness Department in three geographical areas in the Shoalhaven: Northern, Central and Southern

· Clarification, grammatical and formatting editing of the Policy’s text

· Addition of information in alignment with Council and Management Committees’ historical procedures

· 3.1b Explanation of the Shoalhaven Sports Board Terms of Reference and Mission, Values and Aims, including communications between Council and the Board

· 3.1c Clarification that this Policy outlines the functions of Council, whereas functions of the Shoalhaven Sports Board are identified by the Shoalhaven Sports Board Terms of Reference and Mission, Values and Aims

· Clarification that infrastructure management is Council’s responsibility: 3.1g, 3.2a, 3.2e, 3.2f

· 3.1i Addition of information regarding seasonal sporting user-group workshops

· 3.2d Addition of requirement for clubs to use bright fluorescent pegs and be responsible for repairs to cylinder mowers caused by pegs left on sportsgrounds. This damage can incur high costs and inconvenience to all user-groups when the mowers are out of service for repairs. Where the damage is repeated cylinder mowers will not be used on club’s fields for a period of 12 months

· 3.10e Addition of information that Management Committees will refer all events that would displace a sporting or other user group, or that are over 200 people per day, to Council for approval prior to acceptance of the booking

Should the Shoalhaven Sports Board endorse the revised Policy it will be reported to Council’s Extra Ordinary Meeting, 19 September 2022, to be reaffirmed.

Community Engagement

In July 2022 the draft Policy was circulated for comment to the following stakeholders:

· Sportsground and Showground Management Committees

· All Members, Shoalhaven Sports Board, Shoalhaven City Council

· Shoalhaven Swim Sport Fitness staff, Shoalhaven City Council

· Community Planning and Projects staff, Shoalhaven City Council

· Customer Experience staff, Shoalhaven City Council

· Tourism staff, Shoalhaven City Council

· Works and Services staff, Shoalhaven City Council

· Business Assurance and Risk staff, Shoalhaven City Council

Minor comments were received from Council staff only, and appropriate changes made to the Policy text.

Upon adoption the Policy will be distributed to all Management Committee and sporting user-group members, and associated entities, as well as being tabled at Shoalhaven Swim Sport Fitness seasonal sporting user groups workshops.

Policy Implications

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

Financial Implications

Distribution of the adopted Policy will be funded from existing operational budgets.

Shoalhaven Sports Board – Wednesday 24 August 2022

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SB22.19 Policy Review - Elite Athlete Support Program

HPERM Ref: D22/286735

Department: Shoalhaven Swim Sport Fitness

Approver: Jane Lewis, Director - City Lifestyles

Attachments: 1. Elite Athlete Support Program Policy ⇩

Reason for Report

To seek Shoalhaven Sports Board endorsement for changes to the Elite Athlete Support Program Policy, as part of Council’s standard review of policies following the election of a new Council. Following consideration by the Shoalhaven Sports Board to report the changes up to Council for consideration and adoption.

Recommendation

That the Shoalhaven Sports Board endorses the draft Elite Athlete Support Program Policy, for consideration by Council.

Options

1. As recommended

Implications:

· Will simplify, streamline, and update the Policy, including changes to reflect Shoalhaven Swim Sport Fitness’ new Northern, Central and Southern management model

· Will enable managers to value-add to the support provided to elite athletes, beyond monetary value only

· A report on all applications received will be included in the quarterly update reports presented to Sports Board Meetings

2. Adopt an alternative recommendation

Implications:

· May delay the Policy Review report to Council, impacting Council’s ability to meet the Local Government Act requirement for review of policies within twelve (12) months of an election of a new Council.

Background

This Policy is managed by Council’s Shoalhaven Swim Sport Fitness Department which, following Council’s internal custodial restructure in May 2021, now operates aquatics and sporting facilities in three geographical areas in the Shoalhaven: Northern, Central and Southern. The Precinct Manager in each area is responsible for the financial and operational management of all Swim Sport Fitness facilities in that area, and reports to the Manager, Shoalhaven Swim Sport Fitness.

The purpose of this Policy is to define the criteria and guidelines by which recognised elite athletes may receive Council support for the use of Shoalhaven Swim Sport Fitness aquatics and sporting facilities, as part of their training and development.

The following changes to this Policy are included in the draft Policy attached for the Sports Board’s consideration:

· Updates to reflect changes brought about in Council’s May 2021 custodial restructure:

o All Shoalhaven sportsgrounds, showgrounds and Aquatic Centres have been identified in new Precincts and are managed by Shoalhaven Swim Sport Fitness

· Clarification and grammatical editing of the Policy’s text.

· 3.1.2 Swimmers must have current or previous membership of the Swim Sport & Fitness Learn to Swim (squad) Program.

· 3.1.3 The addition of “significant”, to enable applicants who receive small sponsorship benefits to be eligible for support under the Policy, as assessed by Precinct Managers and approved by Manager, Shoalhaven Swim Sport Fitness.

· 3.2.3 Removal of the phrase “Failure to do so may lead to the withdrawal of free casual entry and / or termination of membership.” This outcome is implied by the previous clause that notes that recipients of support are required to abide by Council’s current Shoalhaven Swim Sport & Fitness – Patron and Staff Guidelines – Patron Behaviour – Standard Operating Procedure (PRD16/71).

· Precinct Managers will assess applications against this Policy, seeking potential value-adding opportunities, in consideration of budgetary constraints in each precinct.

· Support provided under this Policy will be approved by the Manager, Shoalhaven Swim Sport Fitness who may exercise discretion in granting exceptions to this Policy, based upon the recommendations of Precinct Managers and current budgetary constraints in each precinct. This procedure will ensure that applications:

o are processed in a timely manner

o are assessed in liaison with the applicant

o maximise value-adding of potential services offered by each Swim Sport Fitness Area

o maximise fee discounts within current budgetary constraints

· A report on all applications received is to be included in the quarterly update reports presented to Sports Board Meetings.

Community Engagement

In July 2022 the Draft Policy was circulated for comment to the following stakeholders:

· All Members, Shoalhaven Sports Board, Shoalhaven City Council

· CEO, Illawarra Academy of Sport

· Shoalhaven Swim Sport Fitness staff, Shoalhaven City Council

· Community Planning & Projects staff, Shoalhaven City Council

No comments were received from the consultation.

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.

Financial Implications

Applications will be assessed by Precinct Managers and the Manager, Shoalhaven Swim Sport Fitness in consideration of current budgetary constraints in each precinct, ensuring that the Program:

o maximises value-adding of potential services offered by each Swim Sport Fitness Area

o maximises fee discounts within current budgetary constraints

This procedure will ensure that the financial implications of the Elite Athlete Support Program are fully costed and accounted for within existing Shoalhaven Swim Sport Fitness budgets.