Seasonal Sports Club User Guide

“Application” means the form on which seasonal sporting clubs must apply for the right to use a sporting pavilion and ground;

“Casual allocation (tenancy)” means a pavilion used outside seasonal allocations or used by other groups which has been granted access for a ‘one off’ use of a sports ground;

“Casual user” means a school, community group or individuals granted use of a sporting pavilion and/or ground by Council;

“CCTV” is the abbreviation for closed-circuit television or video surveillance, which is privately transmitted video which is generally used for the purpose of security or surveillance for a particular property or area;

“Co-tenant” means another seasonal sporting club allocated the use of a sporting pavilion and/ or ground conjunctionally with the seasonal sporting club;

“Club(s)” means seasonal sporting club(s); 

“Council” means Nillumbik Shire Council; within the context of this User Guide that also includes Councilors, employees, agents and contractors of Council;

“Council’s Officer” means the Chief Executive Officer or any other officer of the Council to whom authority is delegated in writing from time to time by the Chief Executive Officer;

“CPI” means the Consumer Price Index (All Groups) for Melbourne published by the Australian Bureau of Statistics. If that index no longer exists, “CPI” means an index that the president of the Australian Property Institute Victorian Division (or its successor or other organisation replacing it) decides best reflects changes in the cost of living in Melbourne;

“Pavilion/facilities” Council-owned or managed sporting facilities including sportsgrounds, pavilions, club rooms, practice nets and any other associated facilities;

“Festival/event” An activity, public or private, whereby a mass gathering of people is organised and which uses a public thoroughfare or public amenity for activity other than its dedicated purpose;

“GST” means Goods and Services Tax as defined in A New Tax System (Goods and Services Tax) Act 1999 (as amended);

“Junior Teams” Teams whose participants are under the age of 18;

“MLAK” is a locking system developed by Master Locksmiths and the disability community;

“Pavilion/clubroom(s)” means building utilised by user groups to support the provision of their activity;

“Policy” means the Sporting Facilities Allocation Policy;

“Reserve” means the area of land on which a sporting pavilion and/or ground is located;

“Season” means the period of time the seasonal sporting club has been allocated use of a sporting pavilion and/ or ground. Unless otherwise stated:

“Winter season” is the period of time from 1 April – 30 September of the same year;

“Summer season” is the period of time from 1 October – 31 March of the following year;

“Shoulder Pre-Season” is the period of time from 1 October – December 31 of the same year;

“ Pre-Season” is the period of time from 1 January – 31 March of the same year;

“Seasonal sporting club/tenant” means the incorporated sporting organisation allocated use of a sporting pavilion and/or ground owned or managed by Council for a fee;

“Seasonal sporting club’s property” includes any articles in the sporting pavilion and/or on the ground belonging to the seasonal sporting club;

“Snap Send Solve” is a free app that allows you to easily and directly report feedback to councils and other authorities in Australia and New Zealand;

“Sporting pavilion” means the pavilion allocated to the seasonal sporting club for a specified season;

“Sportsground/Ground” means the playing surface or area of open space which is used for the purpose of conducting formal sport or encouraging informal recreation activity; 

“Sportsground lighting” means external floodlighting of the Sportsground that has been installed by Council or the sporting club for training and competition purposes;

“Terms and Conditions of Use” means the terms and condition of use specified in the Sporting Reserves Conditions of Use from time to time.

Sportsgrounds

Application for use can be made through the Bookable system, subject to the nature of the use by:

• Seasonal tenant club;
• School bookings; and
• Finals/casual activity;

By completing the application through Bookable, users agree to the terms and conditions outlined in this document.

Seasonal allocation

Seasonal summer allocations will open in late July of each year. On approval by Council, confirmation of allocation will be sent to clubs in September.

Seasonal winter allocations will open in late January of each year. On approval by Council, confirmation of allocation will be sent to clubs in March.

The Responsible Manager or delegated officer will be authorised to approve, modify, or revoke sportsground allocations at Council’s absolute discretion.

Priority of user group allocation

To protect community access and sustain the life of its assets, Council must regulate the type and frequency of use of sportsgrounds. To achieve this, Council will apply a hierarchy that considers users’ access to other sports facilities, the reliance on access to Council sportsgrounds for clubs ongoing viability and Council’s level of responsibility in providing facilities for community sport.

Further, the use of sportsgrounds and/or associated facilities may be removed or restricted for both risk management issues, works and maintenance, managing the sustainable use of the sportsground(s), environmental factors, to improve individual club sustainability or other reasons determined by Council. Where a sportsground is unavailable, Council will endeavour to relocate the allocated user(s) to another sportsground(s), which may require modification of allocated use for both the displaced user(s) and the incumbent sportsground user/s.

2025 winter pre-season training conditions

All clubs requesting to conduct pre-season training must adhere to the following restrictions:

• Pre-season training is not permitted on sports grounds prior to 1 January;
• Clubs with outstanding fees and charges will not have their application processed until outstanding accounts are settled;
• Priority of use for all sports grounds is with the seasonal tenant. Should there be a need for use for the summer seasonal sport/tenant, winter pre-season training may need to be cancelled or relocated;
• Where possible, Clubs will be allocated their regular home grounds with the exception of those Clubs that do not have access to their home ground;
• Clubs will be responsible for the management of use to ensure minimum impact on the playing surface;
  • Training is not permitted in wet conditions;
  •  Training is not permitted on the cricket pitch;
  • Players are restricted to wearing rubber soled sports shoes in dry conditions;
  • Football boots are not permitted to be worn on sports grounds during pre-season training;
  • Clubs are encouraged to minimise “on ground pre-season training” and restrict use of grounds to fitness and skill-based training drills only;
  • Use of grounds should be located to support revegetation of the high wear areas and should be moved around the ground to minimise impact;
• Clubs are encouraged to utilise public open space areas and alternative sessions (swimming, circuit, boxing, trail running etc.) for pre-season training;
• Damage to sports grounds resulting from football boots being worn will be repaired by Council and on-charged to the responsible club;
• Council reserves the right to withdraw grounds where additional use is detrimental to the condition of the ground and/or poses a safety risk to participants;
• Council reserves the right to withdraw grounds for seasonal maintenance;
• Inter club pre-season games are to be booked through the Sport and Recreation Liaison Officer – approval will be dependent on ground conditions;
• Practice matches cannot take place unless wicket covers have been installed. 

Incorporation

All user groups must be Incorporated under the Associations Incorporations Act or come under the auspices of an incorporated organisation. Incorporation creates a legal identity for user groups separate from that of their members (i.e. protects individuals from legal liability).

For more information on how to become incorporated, groups should visit Consumer Affairs Victoria.

Business/strategic planning

It is recommended that clubs develop a 3–5 year business plan that sets out the club’s aspirations and financial targets. Many associations provide strategic planning resources that can be used as templates for club plans.

Clubs are required to program their activities on sportsgrounds in a sustainable manner that assists Council in delivering high quality surfaces for community use.

Strategies to facilitate clubs’ activities may include, but are not limited to:

• Careful consideration of ability to responsibly grow with facility capacity limitations in mind;
• All training activities in accordance with Council guidelines;
• The number and duration of training sessions for junior teams;
• Use of sportsgrounds during or following significant rainfall;
• Limiting training use of high wear areas;
• Modified training that is not purely reliant upon on-field activities;

With each club’s cooperation and Council’s annual/seasonal ground maintenance program, sportsgrounds will be able to cope with current levels of usage.

Contents, equipment or materials purchased or supplied by clubs, and not forming a fixture or fitting of a pavilion, remain the property of the club and are not insured by Council. This includes equipment (refrigerators, heating or cooking appliances), curtains, light fittings etc.

The club shall be required to effect and maintain Property Insurance, at all times while the property is onsite, for Contents/Equipment/Materials purchased or supplied by the Club, and not forming a fixture or fitting of a building/ pavilion.

In event of insured damage requiring repairs or replacement, Council’s Property Insurance Policy covers cleaning of the building structure, walls, fixed cupboards and bench tops and floor coverings. Council’s Policy does not extend to indemnify the club. Council does not insure personal belongings, money and private property brought onto the premises.

To ensure that efficient communication is maintained with Council during a club's tenancy, Council requests that a key representative is nominated as the Council Liaison for the club (it is suggested this be committee office bearer such as the President or Secretary). This representative will be the key contact with Council staff for all matters pertaining to the use of facilities.

Council’s Recreation and Leisure team should be notified immediately of any change to the representative or contact details.

Most correspondence from Council (including updates on ground conditions, maintenance issues, tenancy issues throughout the season) will be sent via email so it is vital that the contact has readily accessible internet access, in the case that some information is sent at short notice. It is expected that the club representatives will pass on all information to relevant club personnel.

As owner of the facility in which the club operates, Council should be considered a major stakeholder in your club, making significant investment by way of subsidised access to fields and pavilions, maintenance, capital improvement, grant applications and various other methods of support. As such, Nillumbik Shire Council is required to maintain a broad understanding of the general operations and viability of the club.

Clubs applying for use of Council reserves must submit the following documents in order for their application to be approved:

• A copy of the club’s Certificate of Incorporation;
• Evidence of current public liability with a minimum cover of $10,000,000;
• A copy of your Liquor license (if applicable) from Liquor Control Victoria;
• A copy of your current Registration of Food Premises (if applicable);

Financial statements

Any club making applications to Council for use of facilities must also submit a copy of its previous season’s financial statement and information concerning the membership of the club. The provision of this information allows Council to make informed decisions around capital improvement, grant applications, priority of use and support provision to clubs.

Financial information to be supplied includes, but is not limited to, the following:

• Previous season’s Profit & Loss Statement;
• Previous season’s Balance Sheet;

Membership details

Membership information to be supplied includes, but is not limited to, the following:

• Numbers of teams to be fielded;
• Number of members, and their relevant category (e.g. female, male, junior);
• Number of residents who are Nillumbik residents;
• Membership fee structure;

Other documentation and requirements

Council may require other documentation as necessary including items such as risk management policies, ground/pavilion requests and club training plans.

From time to time, Council may require representation from tenants for mandatory club training or other forums.

The seasonal tenant is responsible for ensuring that any essential safety measure components within a building, such as fire extinguishers, fire hoses, and emergency exits are not blocked or covered.

The seasonal tenant is also responsible for keeping paths of egress accessible and safe.

Please be aware of the emergency access points at your allocated sportsground. Emergency access points are marked by signage: ‘Emergency Access Only Do Not Block Entrance Fines Apply’. Should these access points be blocked please report to Council’s Customer Service team on 03 9433 3111.

All clubs are issued with a 4E5 key which opens emergency access gates. Please ensure all ground managers are aware of the location of this key on-site.

Council encourages opportunities for your members and their families to become engaged in club activities. Events and other activities that require external infrastructure or reasonably vary from what the public observes as typical training, competition or club social activities must be approved by Council.

When planning your event, please ensure you have met all of the compliance items involved in hosting an event on Council land.

Activities including infrastructure such as a jumping castle, pegging something into the ground or filming of any kind require a permit, visit Council's holding an event website for information. 

Each financial year Council prepares a budget that outlines the financial resources needed to implement the key priorities from the Council Plan, including the schedule of fees and charges.  

For all fees and charges related to Leisure & Recreation, the following will apply:

• A minimum charge of 1 team will apply to each ground used by a Seasonal Club. Discounts will apply to all teams thereafter;
• Fees and charges are based on allocation of time and space;
• Failure to use bookings or allocations will not result in a discount or refund;
• A Goods and Services Tax (GST) will apply to all sportsground and pavilion rental;

Use of Eltham High School, Eltham North Synthetic and Diamond Hills Reserve are subject to casual hire and lighting charges. 

Fees will be subject to review and will reflect increases in the Consumer Price Index (CPI). The updated Fees and Charges are included in the Annual Budget which is presented in June each year for the financial year ahead.

Payment of fees

After confirmation of fees, an invoice for will be issued through the Bookable booking system. Any club that does not pay by the due date and does not make arrangement for payments will be considered as non-paying.

Non-payment of fees

Fees and charges are due within 30 days of issue.

Clubs that do not meet the payment conditions may not be eligible for future allocation of any Council owned or managed facilities.

Any club that believes it has a genuine reason for not being able to meet its financial obligation should contact Council in writing without delay to set up a payment plan or risk non-allocation.

Where debt collection is required by Council to resolve accounts the club will incur the full cost of debt collection upon further application for sportsground use.

Food registration

The Victorian Food Act 1984 specifies that anybody who prepares, stores or sells food has a legal obligation to be registered with local government and if required, use a food safety program to ensure they prepare, store and transport food in a safe and suitable manner.

All sporting clubs selling food must be registered as a food business with Council's Environmental Health Services team. Find out more about food business requirements and which category your club falls under.

Clubs wanting to sell and/or serve alcohol on their premises must hold an appropriate liquor licence. The licence controls the way alcohol is sold and distributed to your members and guests.

Clubs shall not permit the sale or consumption of liquor within Council facilities without Council permission (landlord consent) and proof of a current approved liquor licence from Liquor Control Victoria issues liquor licences under the Liquor Control Reform Act 1998.

Clubs must seek Council’s consent (see landlord Consent for Liquor Licenses Procedure 2016) prior to liquor licence applications being submitted to Liquor Control Victoria. All applications for liquor licences made by sporting clubs and other users for the sale and consumption of alcohol at recreation reserves are referred to Council by LCV for review and comment. 

 For further information, visit the Liquor Control Victoria website.

Club promotion

Council is unable to promote individual club registration days via newsletters or email promotion.

Clubs can promote their events via the events page on Council’s website. Clubs can also contact their relevant state sporting body for assistance with promotion.

Use of facilities

The use of Council facilities for media or advertising purposes must referred to Council for approval and management. 

For further assistance on media or promotion contact the Recreation and Leisure team.

Pavilions are provided to support sportsground activities. Allocations will be made on a seasonal basis. By signing the seasonal allocation form, clubs are agreeing to the conditions of use as outlined in this document.

Pavilion must be kept in a clean and tidy condition, including changerooms with Council staff undertaking regular inspections to ensure clubs are meeting this condition of tenancy.

The allocation of pavilions will be based on access times as detailed in clubs approved tenancy allocation. Council reserves the right to place other user groups within the pavilion during any non-allocated times.

Pavilion modifications and access

Modifications to buildings can breach occupancy permits and essential safety measure requirements, therefore, any minor or major modifications or additions to the pavilion cannot be made without the written consent of Council.

If a club has an enquiry relating to the maintenance of a pavilion, it should contact Council via the Recreation & Leisure team.

Council auditing of pavilions

Council conducts various audits on sporting pavilions. The following audits are scheduled audits that are undertaken either by contractors or Council staff. Other audits may take place as needed.

• Essential Safety Measures Audit – Quarterly, 6 monthly and annual inspections
• Hazardous Materials Audit – 3-5 yearly inspections
• Health Audit – minimum once per season
• General Pavilion Inspections

All clubs must ensure facilities are left in a neat and tidy condition for the incoming club within a reasonable time period from the club’s last competition date or as directed by Council. Club property left on the premises at the conclusion of the allocation may be removed and disposed of by Council. The club will be held responsible for any associated costs.

Outgoing Clubs must remove all equipment/goods from the pavilion during off season periods unless they are tenants of a new pavilion with dedicated year round storage. Clubs are responsible for organising alternate off season storage solutions.

Clubs allocated use of newly constructed pavilions must adhere to any additional requirements as directed by Council such as steam cleaning and professional cleaning of wet areas.

Security

Clubs must ensure the pavilion is fully secured after each and every use. To discourage break-ins, clubs should keep the amount of liquor, food and equipment on site to a minimum. Cash should never be left in a pavilion.

All break-ins should be reported to the Police (000) without delay. If a pavilion needs to be secured following a break- in contact the Sports and Recreation Liaison officer, during office hours on 9433 3535, or Council’s emergency after hour’s number on 9433 3111.

Access

Clubs must allow Council officers access to pavilions and not install any lock or security device that prevents officers gaining access to the building. If a security device is installed, Council must be informed of the key or PIN numbers to the security system immediately.

Access is required to inspect buildings, conduct repairs, check and secure buildings in the event of a break in and in emergency situations.

Keys

Clubs are responsible for keys to the pavilion and must maintain a key register. Council authorisation must be obtained prior to additional keys being cut, locks being changed or extra locks being fitted. Full access to all pavilions must be maintained through Council’s bi-lock system.

Clubs are permitted to obtain a maximum 10 pavilion keys. If the club loses or misplaces a pavilion key and request a new key, the additional key will be cut at the cost of the club.

Clubs are responsible for the security of pavilions during their tenancy and will be liable for the cost of missing padlocks and keys. Please log a service request if extra keys are required.

Council reserves the right to change the locks and reissue 10 keys should it identify any security risks or issues.

Where a pavilion has accessible facilities requiring the use of an MLAK key, MLAK keys will be made available for the club to use if required.

Key lockers

Clubs may install (at their own cost) a key locker on a pavilion, however written consent must be obtained from Council prior to installation. This consent will require the following:

• Codes must be changed at the end of each season;
• Keys within the locker must not be shared between clubs.

Electronic locking systems

Clubs may install (at their own cost) Electronic locking systems on a pavilion, however written consent must be obtained from Council prior to installation. This consent will require the following:

• Council registered locks must remain in place as a manual override and for Council access;
• The Club must maintain a key register of fobs/cards issued and the access each has

Alarm

Clubs may install (at their own cost) a monitored security alarm (non-audible) in a pavilion, however written consent must be obtained from Council prior to installation.

The club is responsible for ongoing costs to manage, maintain and monitor the alarm system. The alarm code must be provided to the Recreation & Leisure team, to enable building maintenance to be conducted when necessary.

Should the club change the alarm code, clubs must advise Recreation & Leisure team immediately.

Sponsorship and associated advertising at sporting venues is a common and necessary component of the financial sustainability of many sporting clubs. Advertising can include signs attached to buildings, match days signs, and freestanding reserve entrance signs as well as temporary community notices.

While Council understands the role of sponsorship and commercial advertising in supporting recreational groups and sporting clubs, it also recognises the community’s expectation in relation to limiting advertising in open spaces. Accordingly, signage requirements must be met, and a planning permit and land manager consent may also be required.

Clubs are advised to liaise with Recreation & Leisure initially, regarding any signage queries, noting that a planning permit and land manager consent may also be required.

Signs attached to buildings

• Signs will only be permitted on buildings directly related to the club. This includes pavilions, scoreboards and coaches’ boxes.
• The sign(s) should be located so that they integrate with a building’s architectural features and are proportionate with any signs used with the facade’s design.
• Signs should not be located above the roofline or extend from the building, whether attached to the building or on a supporting structure at an angle to walls or other parts of the building.
• Signs can be located on a building facade facing a main road. However, if the main road is in a Road Zone Category 1, the consent of VicRoads may be required.

Match day only signs

Council permits sporting clubs to display temporary advertising signs on buildings, fences, goal posts and similar structures when teams are playing at their grounds, either on match days or nights when they are competing against other clubs. Temporary signs cannot be displayed during training sessions or registration days.

Match day signs must comply with the following requirements:

• Match only signs may be displayed no more than three hours before the start of matches on a day and must be removed by the club or its associates within two hours of the match finishing.
• Electronic scoreboards are to be used during allocated times only, being when the club is using the grounds and/or pavilion.

Signs which do not comply with these requirements may be removed and may lead to a fine and payment of any associated costs.

Any costs associated with the removal and re-installation of signage will be the responsibility of the club. Council cannot and will not be held liable for any claim made by an aggrieved sponsor where advertising signage considered by Council to be in breach of these guidelines has been removed.

Under Victoria's Tobacco Act 1987 (the Tobacco Act), smoking and the use of e-cigarettes (vaping) is prohibited in all enclosed workplaces and certain public spaces where members of the public gather.

Council intends to reduce exposure to second-hand smoke and de-normalise smoking by extending smoke-free public areas at sports grounds (Nillumbik Health and Wellbeing Plan 2021-2025).

Smoke-free and vape-free areas

Smoke-free and vape-free areas are important as they:

• protect the community from exposure to second-hand tobacco smoke, and the aerosol from e-cigarettes
• make smoking and vaping in the community less acceptable. The less people see smoking and vaping in public places, the less they will think it is okay, and instead, harmful
• support people who have quit or are trying to quit smoking and vaping.

Under-age sporting events: smoke-free and vape-free

By law, smoking and vaping is banned within 10 metres (about two car lengths) of any public outdoor sporting venue during an organised under-18s event.

The ban includes training or practice sessions to prepare for an organised under-age sporting event, and breaks or intervals during the course of the event, training or practice session.

The ban also applies to outdoor dining and drinking areas located within 10 meters of an outdoor sporting venue during an organised under-age sporting event or training session.

For more information on the bans please contact Council’s Environmental Health team or visit the Department of Health website.

Onsite storage

Storage areas are to be kept clean, and the overall organisation of the storage space must be clean and safe.

Consideration should be given to storing heavy items at height.

Outgoing clubs must remove all equipment/goods from the pavilion during off season periods unless they are tenants of a new pavilion with dedicated year-round storage. Clubs are responsible for organising alternate off season storage solutions.

Storage containers

Clubs that have additional storage need should consider offsite storage options. 

As a general rule, storage containers are not permitted to be placed on Council land for club use.

Shipping containers used on properties for medium or long term use as a shed, storage or similar will require a building permit.

1. Location of the unit and its permitted use must be discussed and agreed to with the Recreation and Leisure team.
   
   
2. Specific requirements will need to be met around the install and safety of the unit. Under the Building Permit, the unit must:
   • Have a suitable level base provided – ideally an engineered concrete slab.
   • Be clad or painted to fit the amenity.
   • Include ventilation.
   • Include lighting to be installed by a certified electrician and have certificates of electrical safety.
   • Not be located on an easement or in a position where underground access may be required.
   • Not be located in a position where it will enable roof access to a building.

The storage unit and its contents are the responsibility of the installing club and will not be indemnified by Council.

Food must not be stored in storage containers.

No club shall sub-let any part of a sportsground and/or any part of the pavilion during the allocated period.

Non-compliance may result in a formal breach of the tenancy agreement and could result in Council withdrawing access to the facility.

Clubs are responsible for all pavilion utility charges incurred during their occupancy period. Clubs must make their own arrangements with respective utility providers to ensure supply for its period of use and to ensure that the billing period is aligned with its period of tenancy.

To ensure seasonal clubs pay only for their own utility usage, we recommend clubs open accounts at the start of the season. A meter reading should be arranged when the club closes its account at the end of the season.

Where clubs share a pavilion in the one season, payment for utility usage is shared and will require clubs to negotiate the percentage of payment for each club using the pavilion.

Clubs are also responsible for paying for use of sportsground lighting. If there is more than one club using the lights, then the cost needs to be shared.

Utility data collection

To support Council and tenants in reaching these net zero emissions targets, Council uses electricity, water and gas utility billing data to help guide our decision-making on where to prioritise our delivery of energy and water efficiency upgrades. Such upgrades could also benefit you as a tenant by lowering your energy or water bills. In order to make this information accessible to Council, please complete the Utilities Authorisation(DOCX, 33KB) form and return to us.

Council is responsible for the maintenance of car parks and access roads to our pavilions and grounds and will complete the works on a continuous maintenance cycle.

Car parks and access roads requiring an upgrade will be programmed into Councils capital works budget.

Clubs may install (at their own cost) a CCTV security system in a pavilion for the purpose of security, however written consent must be obtained from Council prior to installation. This consent will require the following to be provided:

• Guiding Principles for Surveillance – Checklist
• The purpose of the CCTV installation
• The system to be installed
• A copy of the club’s CCTV policy and operating procedures detailing the locations of cameras, how and why they are used, and how footage is stored, used, disclosed, and destroyed.

Clubs must not install CCTV cameras in toilets, change rooms, dressing rooms, showers or other areas where individual privacy is paramount. To avoid unwarranted intrusion into privacy, CCTV Surveillance Systems will not be installed in predominantly residential areas or where CCTV cameras may overlook residential properties; and in sporting reserves which the community can access for personal fitness, health and wellbeing unless sanctioned by Council for the purpose of asset protection.

Clubs have a responsibility to ensure there is signage that notifies members, volunteers, staff, visitors, contractors and/or the general community that CCTV is in operation.

For more information on CCTV and your responsibilities, visit the Office of the Victorian Information Commissioner website.

Clubs are responsible for keeping pavilions, grounds and surrounding areas in a clean and tidy both internally and externally. This includes when clubs vacate at the end of the season. In the event that a club is not meeting its obligations, we will advise the club that their maintenance responsibilities are not being adhered to and request that they rectify the issue within a specified time frame. Inspections will be carried out by Council officers to ensure compliance with this condition of use and that the waste services provided by Council are being correctly used.

In cases where the facilities are used by more than one club the various tenants must negotiate their own arrangements to clean the pavilion and surrounding area. Any additional cleaning or rubbish removal services such as skip bins or the use of commercial cleaners for special events must be organised and paid for by the club.

End of season cleaning

At the end of each seasonal tenancy Council contractors will inspect pavilions identifying maintenance issues, assessing cleanliness and safety. A table outlining maintenance responsibilities of clubs and Council is provide under the Pavilion Maintenance Schedule for Seasonal Sporting Clubs.

Should it be found that clubs are not meeting obligations, Council will request they be rectified. If issues are not rectified and/or clubs continue to breach their tenancy, Council may rectify the issue at club’s expense and/or clubs may not be considered for allocation. Clubs will be charged in full for remedial work incurred through deliberate damage, including damage by visiting clubs.

The appointment and allocation of contractors by Council is strictly governed by Council's Procurement Policy (1 July 2021 – 30 June 2025) under Section 108 of the Local Government Act 2020. 

Where works are required to be done by a Council approved contractor, the following process will be undertaken.

1. Council to source a quote and notify club.
2. Approval will be required from club.
3. Council will invoice the club in full.
4. Once the invoice is paid, the works will be scheduled for completion.
5. Council will refund the club for any underspend.

Cricket wicket covers

Cricket pitches will be covered and uncovered by Council contractors during the changeover period between the seasons. This will be done with a protective synthetic cover, granulated rubber particles or soil depending on the pitch.

The seasonal sporting club must advise Council when the season has finished. Council will then arrange for the works to take place.

The winter cover is installed to protect the safety of the players. These covers have been endorsed by AFL Victoria and Cricket Victoria. Rubber will not provide enough protection for players as the foundation of the cricket pitch is a concrete slab. Winter covers can be installed after the cricket grand final in March.

The cricket wicket cover will be removed in September after the football grand final has been played. The covers will be placed over the wickets in March. Specific dates of these works in September and March will be communicated with clubs and will be dependent on finals.

Synthetic cricket pitch

Council has a synthetic cricket pitch replacement program, which identifies priority grounds. Grounds that have been identified for cricket pitch replacement/upgrade under this program will be funded in partnership between Council and clubs. This program is subject to funding as part of our annual capital works budget process.

Turf wickets

The total cost for installation and ongoing maintenance of a turf wicket will be the club’s responsibility. Clubs interested in installing turf wickets are advised to contact the Sports and Recreation Liaison officer to discuss their proposal.

The club shall be held financially responsible for any damage to Council property caused by members of the club and/or visiting teams and supporters (except for normal wear and tear and damage caused by vandals).

Any vandalism must be reported to Council by the club at the earliest possible opportunity or the cost of repairs will be the club’s responsibility.

All ground marking is the responsibility of the club, and should be compliant with current boundary offset regulations, as set by the sport’s governing body.

Ground markings shall only be water-based spray paint, other similar material, which will not endanger ground users or damage turf grasses. Portable boundary markers shall be permitted, subject to their removal on the day of play, with the exception of those made from materials, which may damage maintenance machinery or result in a public risk if not removed.

Should clubs utilise other marking materials, resulting in damage to the playing surface, then the full cost to restore the playing surface to its original condition will be passed on to the club.

“At a ground that is fully enclosed by a fence, the distance between the marked boundary line and the fence at all points must be at least three (3) metres. Where the ground is not enclosed by a fence a second line must be marked four (4) metres outside the marked boundary line. No spectator is to encroach over this ‘second’ line during the playing of quarters.”

Goal posts are to be moved to meet these minimum standards, and the line marking after the goal posts have been moved must comply with the leagues’ required minimum distance.

The introduction of various therapy techniques is becoming more prevalent in community sports club environments. One of these is the use of ice baths for Cold Water Immersion (CWI).

It is important to recognise that CWI comes with risks and that safety must be paramount. As with any aquatic activity there is an inherent risk of drowning. This risk may be elevated in certain individuals due to the physiological and psychological responses associated with CWI.

The below steps should be taken to reduce the risk and maximise safety when facilitating or participating in CWI:

• Screening and assessment: Participants should undergo a pre activity screening to identify any contraindications or underlying health conditions that might increase their risk during CWI. It is advised that pregnant women, individuals with any chronic or serious illness, or that are on certain treatment programs or medications and/or with heart problems, circulatory issues, high blood pressure, autoimmune disorders, or increased sensitivity to cold (Raynaud’s disease), are at an elevated risk.
• Informed consent: Participants should receive a comprehensive briefing on the potential risks and benefits of CWI. This information is vital in ensuring participants understand what to expect and the precautions they should take and therefore should obtain medical guidance before commencing CWI activities.
• Preparation and warm up: Participants should be trained in how to regulate their breathing during CWI to minimise the risks associated with shock response. Participants should also do adequate warm-up/down before and after CWI to minimise the risk of hypothermia and injury.
• Acclimatisation: Cold water exposure should begin with shorter durations and gradually progress as the participant's tolerance increases. In the context of cold plunge pools, the neck and head should remain out of the water at all times.
• Water temperature: The water temperature should be carefully monitored and controlled. It should not be so cold as to cause extreme stress on the body. A temperature range of 10-15°C is generally considered safe for most individuals. Colder temperatures can be used but this increases the risk of extreme stress on the body and appropriate risk reduction steps are strongly advised.
• Risk assessment: A thorough risk assessment should be undertaken, and the outcomes should feed into the organisation’s broader risk management plan and other critical safety systems such as emergency management and supervision planning, where applicable.
• Supervision: In the context of an aquatic facility, a qualified and trained professional, e.g. a Lifeguard, should be present at all times to monitor participants, provide guidance, and respond to any adverse reactions or incidents. The supervision arrangements should be documented in the facility’s supervision plan.
• Emergency management: Well-established emergency procedures should be in place and regularly practiced. The emergency plan should document the roles and responsibilities of those responsible for supervision and response as well as access to rescue equipment, oxygen, defibrillators, thermal blankets and medical support.
• Sanitisation: The water in CWI may require appropriate sanitation dependent on bather load, filtration, and circulation to maintain safe and healthy water quality.

More information

Royal Life Saving works to prevent drowning and facilitate healthy, active lifestyles by equipping all Australians with water safety skills.

AUSactive is Australia’s peak body for the exercise and active health sector, and our goal is to activate Australians to move more.

The Swimming Pool & Spa Association is a member-based organisation dedicated to advancing the pool, spa, and outdoor living industries in the southern hemisphere.

Council is responsible for maintaining and upgrading irrigation systems at sportsgrounds.

Clubs are not permitted to access, adjust or turn off any irrigation systems associated with the sportsground.

Clubs are to advise Council of any perceived issues for inspection or further action. If an issue arises with the irrigation system after hours, contact Council’s out of hours.

Clubs are responsible for maintaining the premises as per the Maintenance Schedule (refer to attachment 1). If any disagreements arise between clubs at the change of seasons they should be referred to Council.

Pavilion inspections will be carried out by outgoing and incoming clubs, with a Council officer, at the end of each season. Pavilion inspections will assess breakages, cleanliness and general wear and tear. Clubs will have 21 days to rectify any damages or cleaning deficiencies discovered at the end of season inspection. If the responsible club does not complete these repairs within the allocated time, outstanding works will be completed by Council at full cost to the club.

The pavilion and sportsground changeover checklist is to be used to aid clubs in inspecting the pavilion. For a copy of the pavilion and sportsground changeover checklist, please contact the Sports and Recreation Liaison officer.

All service requests for maintenance (that is the responsibility of Council) should sent as soon as possible through the following methods:

• Emailed to leisure@nillumbik.vic.gov.au.
  
  
• Through the Snap Send Solve app that enables users to send requests and photos direct to Council.

Goals and padding

Council is responsible for maintaining fixed goals used for sport on grounds. Goal posts will remain in place throughout the year, unless Council deems otherwise.

AFL Football goal posts will remain in place throughout the year unless Council deems otherwise. Soccer goal posts will be in place throughout the winter season only, unless Council deems otherwise.

In the event that goal posts are damaged or vandalised, Council will fund the repair or replacement.

Where goal posts are damaged through club misuse, the club will be responsible for funding the replacement goal posts.

It is the responsibility of clubs to supply and maintain soft safety padding and any nets for goals. Clubs are advised to seek advice from their governing sport body for safety specifications.

Portable goals

Clubs are permitted to use portable goals during training and matches. When not in use by the club, portable goals are required to be secured to the sportsground fencing or stored in a secure pavilion.

Reserve and sportsground fencing

Council is responsible for providing and maintaining fences at reserves including sportsground boundary fences and rabbit proof fencing where applicable.

Council will provide post and rail or bollard fencing to a minimum standard suitable to restrict vehicle movement to designated areas of a reserve. Bollards and gates must not be removed or locked by clubs.

Clubs seeking higher quality fencing will be responsible for the cost and must discuss any proposed changes with the Sports and Recreation Liaison officer.

Clubs must request permission to erect temporary fencing by contacting the Sports and Recreation Liaison officer. If permission is granted clubs are responsible for the cost of temporary fencing.

Coaches and players boxes

Clubs are responsible for the installation, maintenance and repair of coaches and players boxes. Clubs are to seek approval from Council for the installation of new coaches or players boxes ensure that all Council requirements are met.

Score boards and timekeepers boxes

Clubs are responsible for the installation, maintenance and repair of score boards and timekeepers boxes. Clubs are to seek approval from Council for the installation of a new score board or timekeepers box to ensure that all Council requirements are met.

Sportsground lighting times of use

Clubs are required to adhere to the times of use outlined in their planning permit. If usage times are not specified in your club’s planning permit, lights must be switched off at 9.30pm.

Remember that there are properties adjacent to sporting facilities so floodlighting needs to be strictly managed. Failure to adhere to the agreed times of use is deemed a breach of the Conditions of Use.

Maintenance of lighting towers and fittings

Where required, Clubs are responsible for globe replacements and the associated costs.

Clubs must use an approved Council contractor to carry out the works, contact the Sport and Recreation Liaison officer for more information.

Under no circumstances are clubs to install additional lamps to sportsground lighting without written consent from Council.

Vandalism, graffiti and bill posting negatively impact our neighbourhoods and individual properties. Rules exist which prohibit, regulate and control the adverse nature of these activities.

Clubs are responsible for removing internal graffiti and graffiti to club/sponsorship signage in the times outlined below:

• Offensive graffiti to be removed within 24 hours
• All other graffiti to be removed at the earliest opportunity

Vandalism and graffiti can be reported through Nillumbik’s Report graffiti website or with the Snap Send Solve app.

The purpose of the waste management conditions set out below is to assist clubs with reducing waste to landfill, reducing the incidence of dumped rubbish, ensuring that waste does not become litter and maintaining the amenity of Council’s sportsgrounds and pavilions.

Provision of bins

Council sportsgrounds and pavilions are provided with a number of recycling (yellow lid) and landfill (red lid) bins. The number of bins provided will be appropriate to the needs of the pavilion and this is determined through consultation between clubs, Council’s Recreation and Leisure Services, and Waste Management staff.

Bin storage

Bins should be placed in the locked pavilion (bin cage) provided (if any) and not stored against or near any building. Bin cages must not be used as a storage area for other materials as this is a safety issue, and bin cages must be locked at all times.

Unauthorised items in the bin cage may be removed by Council and the club will be required to cover the cost of this removal. To the extent that a bin cage is not provided, all bins are to be located at the designated collection point. If you are unsure of your club’s designated collection point, contact Sport and Recreation Liaison officer on 9433 3535.

Waste collection

Council will provide a regular waste collection and will provide clubs with a nominated collection day/s. All rubbish and recycling created in the course of sports events by patrons and by any associated food and/or beverage service must be placed in the correct recycling or rubbish bin with the lids closed. Waste deposited outside or around the bins provided will not be collected.

Clubs are responsible for the placement of bins in the designated collection area on the nominated collection day. Where a bin cage has been constructed, bins should be placed in the cage when not in use for events and for collection. This will also assist in reducing dumped rubbish in and around bins.

Clubs may be responsible for arranging waste collection at their own expense if bins are not presented as described above. Council can provide a map to each club showing the collection area. Contact the Sports and Recreation Liaison officer for further details.

Dumped rubbish

Litter and dumped waste pollutes our roadsides, parks and waterways. It also has devastating impacts on wildlife.

Council is acutely aware that our sporting reserves are a popular place for the illegal dumping of household and commercial hard rubbish and fully appreciate the support of clubs in ensuring it is made safe and removed.

You can report waste that has been dumped on land owned or managed by Council directly to us through Nillumbik’s Waste and recycling website or through the Snap Send Solve app.

Hard waste collection

Council does not offer hard waste collections for clubs, therefore making the disposal of hard waste a club responsibility. Clubs are able to source any accredited hard waste contractor. Clubs may choose to book and pay for a collection direct with Council’s current hard waste contractor.

For rates, bookings or more information, visit Nillumbik’s Waste and recycling website.

Recyclable materials

Recyclable materials may be dropped at Council’s Recycling and Recovery Centre free of charge. The Recycling and Recovery Centre is located at 290 Yan Yean Road, Plenty.

To see a full list of which recyclable materials are accepted free of charge, visit Nillumbik’s Waste and recycling website.