Agenda of Shoalhaven Sports Board - Wednesday, 11 January 2023

Minutes of the Shoalhaven Sports Board

Meeting Date: Wednesday, 16 November 2022

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

Time: 5.01pm

The following members were present:

Mr David Goodman - Chairperson

Clr Patricia White – left 5.23pm

Clr Matthew Norris

Clr Mark Kitchener

Mr Roger Walker

Mr Craig Howsan

Dr Phill Newlyn

Ms Elizabeth Tooley

Ms Lucy Burgmann – (Remotely)

Others present:

Ms Jane Lewis – Director City Lifestyles

Ms Stephanie Cascun – Manager – Community Planning & Projects

Mr Kevin Norwood - Manager - Shoalhaven Swim Sport Fitness

Mr Matthew Graham – Southern Leisure Centre Manager

Ms Catherine Campbell – Office of Sport – (Remotely)

Apologies / Leave of Absence

An apology was received from Tameka Gogerly.

Confirmation of the Minutes

It was noted in relation to the EOI for Membership that a late submission has been received and an Indigenous nomination will be forthcoming. The board was informed that the interviews will be held next week.

RESOLVED (Roger Walker / Clr White)

That the minutes of the Shoalhaven Sports Board held on Wednesday 24 August 2022 be confirmed.

CARRIED

Declarations of Interest

Nil

Reports

SB22.22 Notification of Council Resolution - Re-establishment Shoalhaven Sports Board

HPERM Ref: D22/429756

Recommendation (Item to be determined under delegated authority)

That the Shoalhaven Sports Board receive the Notification of Council Resolution – Shoalhaven Sports Board Re-establishment report for information.

RESOLVED (Craig Howsan / Phill Newlyn)

That the Shoalhaven Sports Board receive the Notification of Council Resolution – Shoalhaven Sports Board Re-establishment report for information.

CARRIED

SB22.23 Update on Actions - November 2022	HPERM Ref: D22/428841
It was noted that in relation to item SB22.13, the contractor is onsite and anticipates completion is anticipated by February 2023.
Recommendation (Item to be determined under delegated authority) That 1. The Shoalhaven Sports Board accept and receive the Update on Actions report for information. 2. The following actions are considered complete and removed from the action table: a. SB22.8 Council Directed Projects – Policy Preparation – Working Group / Membership b. SB22.17 Update on Actions – August 2022 c. SB22.15 Acknowledgement of Resignation – Gemma Afflick / Elaine Caswell – vacancies filled with casual position d. SB22.13 Shoalhaven Heads Pump Track – Aboriginal Heritage Assessment Criteria – amenities – Sussex Inlet – Native Title e. SB22.12 Current Projects Update – Club House – Grant Application – Tourism Events f. SB22.20 Policy – Sports Grants Program (Capital Works) – Adoption g. SB22.19 Policy – Elite Athlete Support Program - Adoption
RESOLVED (Elizabeth Tooley / Clr Kitchener) That 1. The Shoalhaven Sports Board accept and receive the Update on Actions report for information. 2. The following actions are considered complete and will be removed from the action table: a. SB22.8 Council Directed Projects – Policy Preparation – Working Group / Membership b. SB22.17 Update on Actions – August 2022 c. SB22.15 Acknowledgement of Resignation – Gemma Afflick / Elaine Caswell – vacancies filled with casual position d. SB22.13 Shoalhaven Heads Pump Track – Aboriginal Heritage Assessment Criteria – amenities – Sussex Inlet – Native Title e. SB22.12 Current Projects Update – Club House – Grant Application – Tourism Events f. SB22.20 Policy – Sports Grants Program (Capital Works) – Adoption g. SB22.19 Policy – Elite Athlete Support Program - Adoption CARRIED

SB22.24 Shoalhaven Sports Board - Current Projects Update

HPERM Ref: D22/390258

The Board discussed the Current Projects Update Report and the following comments were made:

· Council and contractors are experiencing a number of issues including delays in the supply of materials, which can result in a cost variance.

· It was noted that Jirgens Civil has been engaged for the Netball Courts project. This project is funded in Council’s capital program.

· Council intends on submitting grant applications for the floodlights lights at Ison Park and for, for drainage projects at Rugby Park.

· The Office of Sport has released their Centres of Excellence program

Note: Clr White left the meeting at 5.23pm during discussion on this item.

The Committee held a discussion in relation to the drainage works at Rugby Park and Bernie Regan Oval.

Recommendation (Item to be determined under delegated authority)

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

RESOLVED (Phill Newlyn / Clr Norris)

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

CARRIED

SB22.25 Sports Grants Program 2022 / 23 - Funding Determinations

HPERM Ref: D22/431658

The Board discussed the Funding Determinations Report and the following comments were made:

· Five (5) applications have been received/approved. It was questioned how Council reaches other Clubs and/or associations.

· Council promotes the Grants Program widely and raises it at Sporting Workshops.

· Since COVID-19, a trend of less community sport participants and volunteers is being seen.

Recommendation

That:

1. The Shoalhaven Sports Board approve the following five (5) applications for the 2022 / 2023 Sports Grants Program:

a. Shoalhaven District Football Association – Install underground tank and pump at Ison Park South Nowra - Topdress Field 1 - $22,052

b. Shoalhaven United Football Club – Topdress Fields No 3 and No 4 at Lyrebird Park - $7,583

c. Milton Ulladulla Rugby League Football Club – Erect new goal posts at Bill Andriske Oval - $6,533

d. Berry Riding Club – Extension to Spectator Shed at Berry Equestrian Centre - $20,000

e. Milton Ulladulla Junior Rugby League Football Club – installation of spectator fence at Ulladulla Sports Park Field 1 - $13,923.47

2. Shoalhaven Sports Board approve remaining unallocated 2022 / 23 Sports Grants Program balance of $97,908.53 to be transferred to Swim Sport Fitness to support the following:

a. Expansion of Minor Improvement Program Budget to extend the Shoalhaven sportsground seasonal maintenance programs, with an emphasis on top-dressing to efficiently remediate sportsgrounds where recent or upcoming sub-surface drainage system have / are being installed.

REcommendation (Phill Newlyn / Craig Howsan)

That Council:

1. Approve the following five (5) applications for the 2022 / 23 Sports Grants Program endorsed by Shoalhaven Sports Board:

a. Shoalhaven District Football Association – Install underground tank and pump at Ison Park South Nowra - Topdress Field 1 - $22,052

b. Shoalhaven United Football Club – Topdress Fields No 3 and No 4 at Lyrebird Park - $7,583

c. Milton Ulladulla Rugby League Football Club – Erect new goal posts at Bill Andriske Oval - $6,533

d. Berry Riding Club – Extension to Spectator Shed at Berry Equestrian Centre - $20,000

e. Milton Ulladulla Junior Rugby League Football Club – installation of spectator fence at Ulladulla Sports Park Field 1 - $13,923.47

2. Approve remaining unallocated 2022 / 23 Sports Grants Program balance of $97,908.53 to be transferred to Swim Sport Fitness to support the following as endorsed by the Shoalhaven Sports Board:

CARRIED

General Business

SB22.26 Quarterly Update - Regional Office of Sport - Catherine Campbell

HPERM Ref: D22/474500

Catherine Campbell – Office of Sport addressed the meeting and provided the following update and comments in relation to the Illawarra Shoalhaven Regional Plan:

· The Illawarra Shoalhaven Sport & Active Recreation Plan has been in operation since 2018. The Plan is currently in its final 12 months and is due for review at the end of 2023. See link: Illawarra Shoalhaven Sport & Active Recreation Plan 2018-2023

· Jane Lewis is council’s representative on the Steering Group.

· The Office of Sport Chair the Steering Group, there are seven (7) Strategic Actions and these priorities will be reviewed in the next 12 months.

· The Office of Sport will be running consultation sessions with communities and Community Sporting Groups.

· A number of Sub Working Groups are looking at these areas, including child safe framework for sporting organisation and a recreation planners forum.

· If any Shoalhaven Sports Board members are interested in becoming involved with the Child Safe Working Group, they meet every three (3) months and meetings are held online.

· The Office of Sport will provide quarterly updates to the Shoalhaven Sports Board on the implementation and achievement of the Illawarra Shoalhaven Sport & Active Recreation Plan.

Other matters raised:

· Mollymook Golf PGA Legends invited Mr David Goodman, Chair of the Shoalhaven Sports Board, to play in the competition held on Friday 14 October. This was a well-received event and the Club Captain thanked Council for their contribution.

· The Shoalhaven Sports Board don’t seem to be informed of any smaller sporting events. Staff advised that Council is not notified of sporting events on private land or for 200 people or less.

· Mr Kevin Norwood advised that staff will add any current projects / events that they are aware in Shoalhaven Swim Sport & Fitness of to the Sports Board Current Projects report.

· Clr Wells was previously the Council nominee on the Illawarra Academy of Sport and has now stepped down and is the community representative. Mr Matthew Graham, Southern Leisure Manager, is now the representative for Council. Mr Matthew Graham will reach out to Mr John Armstrong (Illawarra Academy of Sport) and invite him to join a future Shoalhaven Sports Board Meeting.

· Mr Phill Newlyn advised of the recent passing of a local Shoalhaven Sports person, who played Junior Cricket through to first grade. He was also heavily involved with soccer.

· It has been requested in the past, and again now, for the number of sporting participants as a total for each sport.

o Staff responded and advised that Council does not receive or keep a record of this and the Office of Sport is not entitled to those figures either. State Sport will keep the numbers for clubs and associations.

o Currently, the best way to obtain that information is by going to State Sporting Organisations.

There being no further business, the meeting concluded, the time being 6.20pm.

Mr David Goodman

CHAIRPERSON

Shoalhaven Sports Board – Wednesday 11 January 2023

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SB23.1 Shoalhaven Sports Board Membership - Casual Positions

HPERM Ref: D22/526730

Department: Community Planning & Projects

Approver: Jane Lewis, Director - City Lifestyles

Attachments: 1. Shoalhaven Sports Board - Terms of Reference ⇩

2. Draft Template - Appointment to Shoalhaven Sports Board - Casual Community Member until March 2023 ⇩

Reason for Report

To acknowledge the expressions of interest received for the 3 x casual positions that were advertised for Shoalhaven Sports Board, and to seek endorsement for 2 x new Casual Community members.

Recommendation

That the Sports Board:

1. Endorse the following nominees to the Shoalhaven Sports Board as Casual Community member which will expire on 31 March 2023.

a. Jonathan Sellers (new member)

b. Colin Stevenson (new member)

2. Endorse Council writing to the successful applicants, congratulating them, and sending the Sports Board Terms of Reference, Strategic Plan, and upcoming meeting dates.

Options

1. As recommended

Implications: This will ensure the vacant positions on the Board are filled.

2. Adopt an alternate recommendation

Implications: Adopting an alternate recommendation would result in positions remaining vacant and therefore the possibility of not reaching quorum for future meetings.

Background

The Sports Board Terms of Reference (POL22/70) articulates the role and responsibilities of the Sports Board members, see Attachment 1 - Shoalhaven Sports Board - Terms of Reference. Specifically, section 3.5 governs Sports Board members ‘Term of Office’:

3.5 Term Of Office

· Community membership will be renewed every 4 years and ideally during the midterm of the elected Council.

· Councillor membership will be renewed at following normal Council elections.

· Should there be a casual Community membership vacancy it may be filled upon the resignation of a Community member and will align with set fixed finish dates.

Three positions have become available following the resignations of the below Sports Board members:

· Elaine Caswell

· Gemma Afflick

· Martin Aicken

Council advertised the expression of interest for the positions on the 29 June 2022, 15 July 2022, and 14 & 21 September 2022 with two applications received.

Membership for these new casual community member positions (pending Sports Board approval) would begin in mid-January 2023, with a set fixed finish date of March 2023, as articulated in their Letter of Offer, see Attachment 2.

At the set fixed finish date, they will need to reapply for the regular 4-year term; they expressed in their interviews that they would be happy to do so.

The set fixed finish dates for all Sports Board members is below:

Position	First Name	Surname	Set Fixed Finish Date
Chairperson	David	Goodman	March 2023
Community Member	Roger	Walker	March 2023
Community Member	Craig	Howsan	March 2023
Community Member – Vacant - Currently recruiting for casual member Jonathan Seller	Formerly Elaine	Caswell	March 2023
Community Member – Vacant - Currently recruiting for casual member Colin Stevenson	Formerly Gemma	Afflick	March 2023
Community Member – Vacant	Formerly Martin	Aicken	March 2023
Inclusion/Accessible Disadvantaged Sporting Group	Vacant		March 2023
Community Member	Tameka	Gogerly	June 2025
Community Member	Elizabeth	Tooley	June 2025
Community Member	Lucy	Burgmann	June 2025
Community Member	Dr Phill	Newlyn	June 2025
Indigenous/Disadvantaged Sporting Group	Kristina	Pejkovic	June 2025

One position is still available and will be readvertised again in March 2023, along with all other community member positions whose term is complete.

Applicants and Recommendation

Both applicants were interviewed by David Goodman (Chair), Stephanie Cascun (Manager Community Planning & Projects) and Ruth Woodbridge (Administration Officer).

Jonathan Sellers is involved with Basketball and Netball and is chairperson for the Junior committee of Shoalhaven Basketball Association. He has 15 – 20 years’ experience serving on local, regional, state, and national event committees and partakes in Scouts Australia.

Jonathan also has 20 years’ experience developing strategic plans for his business.

Colin Stevenson is involved in Ulladulla Oztag, Milton Ulladulla Touch Football, Milton Ulladulla Mountain Bike Club, Frogs Holla Management Committee, Albatross Mountain Bike Club and West Ulladulla Sports Complex. Colin is president of a number of these clubs and a volunteer with over 30 years in various sports clubs.

It is recommended that Sports Board endorses the casual membership of both these applicants as they bring extensive sporting experience and knowledge to the positions and are eager and enthusiastic about being part of Shoalhaven Sports Board for the fixed term pending formal EOI process for community member positions.

Community Engagement

The EOI for representatives for the Sports Board was advertised throughout Council’s networks, advertisement in local paper 4 times (on the 29 June 2022, 15 July 2022, and 14 & 21 September 2022) and all sporting groups notified at the sporting workshop Council conducted.