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Maintenance schedule for seasonal sporting clubs

From Seasonal User Guide

As a part of seasonal allocations of ovals and pavilions, there are a number of obligations of both the club and council for the maintenance and management of the site.

Council responsibilities and provisions

Maintenance, repair or replacement of:

All structural components of the building.
All external parts of the main building, including roof, walls, external windows and window coverings including locks and fly screens, external doors and locks and verandas.
External gates, fences and locks.
Internal plumbing including sewerage lines, waste pipes pans and cisterns.
External services up to the building including drains, sewer, water, gas, electricity and telephone lines.
Ceiling, skylights
Maintenance of carparks and carpark lighting.
Cleaning of gutters, spouting and down pipes. Sheds attached to the leased building will also be cleaned.
Damage caused by termites.
Doors and fittings.
Electrical repairs by a qualified tradesperson.
External signs erected by Council.
Furniture, equipment, fixtures and fittings provided as part of the building e.g. - built in cabinets, stove etc.
Upkeep and resurfacing of floors (structural).
Upkeep of outdoor sheds built or supplied by Council.
All grounds associated with the pavilion, including grass cutting, pruning trees and bushes, seeding grassed areas and generally maintaining or improving the visual landscape. This would include the nature strip.
Maintenance of firefighting equipment.
Insurance cover for the building and permanent fixtures and fittings.

Periodic maintenance, repair or replacement of:

Master locking system
Hot water service, stoves, fixed heaters and air conditioners installed and approved by Council.
External and internal painting on a cyclical basis
Major garden sprinkler reticulation systems and roof mounted firefighting sprinkler systems.
Removal of graffiti - external buildings, fences and poles

Essential Safety Measures - Building Regulations (S.R 38/2018)

Inspection and Maintenance of Fire Protection Systems (AS1851).
Inspection and Maintenance of Emergency & Exit lighting (AS2293).
Inspection and Maintenance of Lifts.
Inspection and Maintenance of Electrical Switchboards and sub-boards.
Inspection and Maintenance of HVAC systems.
Inspection and Maintenance of all other Essential Safety Measures.

Playing surface:

Surface repairs.
Drainage works.
Sprinkler repairs and programming.
Cricket wicket (supply of soil, delivery and pick up).
Synthetic cricket wicket (covering/uncovering).

Club responsibilities

Maintenance, repair or replacement of:

Any damage to the building whether internal or external, including permanent fixtures and fittings, caused by breaking and entering where Council Insurance cover is involved.
Supply, maintenance, service and replacement of security cameras and alarms. All call-outs and guard attendances.
Cleaning of gutters around sheds that are free standing (no attached to the leased building).
Furniture, equipment, fixtures and fittings not provided as part of the building e.g. - freestanding cabinets, refrigerators, play equipment, fans, heaters etc.
Food handling responsibilities and food premises equipment.
Wall to wall floor coverings.
Telephones.
Upkeep of outdoor sheds, built by the club.
Window coverings including curtains and blinds.
Replace tap washers.
Replace light bulbs and fuses (internal and sportsground training lights).
Any damage to the building or grounds due to misuse by the activities.
Removal of any rubbish within the building or grounds.
Internal cleaning on a daily, weekly and annual basis.
Maintenance of internal notice boards.
Payment for garbage collection service.
Payment for all utilities and operating expenses including electricity, gas, Yarra Valley Water, telecommunications, internet and Council rates and charges.
Cost of security lighting charges.
Insurance cover for public liability necessary for the use of the pavilion including any sub-contracted service to be operated from the building.
Insurance cover for building contents including cash and any other insurances necessary for the use of the pavilion including any sub-contracted service to be operated from the building.
Vandalism (internal).
Any damage to the building or grounds due to misuse by the activities.
Removal of any rubbish within the building or grounds.
Internal cleaning on a daily, weekly and annual basis.
Maintenance of internal notice boards.
Payment for garbage collection service.
Payment for all operating expenses including electricity, gas, water, telephone, internet and Council rates and charges.
Utility Authorisation to be provided to allow Council access to usage data.
Cost of security lighting charges.
Insurance cover for public liability necessary for the use of the centre including any sub- contracted service to be operated from the building.

Periodic maintenance, repair or replacement of:

Removal of graffiti – internal, club/sponsorship signage.
Fumigation and pest control.
Cleaning and emptying in accordance with Health regulations.

Essential Safety Measures - Building Regulations (S.R 38/2018)

Ensure all exits and paths of travel to exits are kept readily accessible, functional and clear of obstructions.

Playing surface:

Synthetic cricket wicket – cleaning.
Synthetic cricket nets – cleaning.
Turf cricket wicket – installation, maintenance and preparation.
Minor surface repairs to enable safe use (eg. fill rabbit hole on match day).

From Lease Agreement

For clubs that have a specific lease and/or licence arrangement for their facilities, the obligations a slightly different.

Responsibility for installation, maintenance, repair and/or replacement of:-

	Council	Club
All structural components of buildings this includes roofs, walls, perimeter windows, perimeter doors and locks and also for undertaking an audit program that includes condition, maintenance and risk.
Essential safety audits and associated works.
Smoke detector batteries replaced annually. *Council installs new smoke detectors and replaces broken smoke detectors.
Installation and renewal/replacement of water tanks - Renewal/replacement of all infrastructure, fixtures and fittings associated with the water tank/s or engage a licensed plumber to decommission the tank/s at the end of its useful life.
Water tank ongoing maintenance and repair Annual maintenance check must be carried out by a licensed plumber and should include cleaning of inlet strainers, replacing filter cartridges and desludging where necessary, and checking operation of pumps and switching devices. Repairs to any of the above aspects of the water tank/s are the responsibility of Council. Council must engage a licensed plumber to carry out the repairs.
Water tank ongoing maintenance and repair. The Lessee is responsible for repairs outside the annual maintenance schedule, but they must engage a licensed plumber.
Solar Panels - Council will maintain, but the Lessee is responsible for reporting any issues and cooperating with any maintenance required.
Master locking system.
External gates, fences and locks there on (If the Lessee wishes to have their own lock on the perimeter fencing then arrangements must be made with Council).
Internal plumbing including sewerage lines, waste pipes, pans, washbasins, sinks, urinals and cisterns.
Connection or maintenance of external services up to buildings including drains, sewer, water, gas, and electricity.
Telephones and data connections.
Damage, including graffiti, to the interior or exterior of buildings caused by breaking and entering.
Damage to the interior or exterior of buildings, including permanent fixtures and fittings, caused by impact, explosion, fire or flood.
Damage to the interior or exterior of buildings, including permanent fixtures and fittings, caused by misuse or maliciously or negligently caused by members, visitors or guests of the Lessee.
Ceiling fans.
Ceilings and skylights.
Maintenance of Doorbells and Door Access Systems.
Internal security system installation and monitoring costs.
Furniture, fixtures and fittings provided by Council as part of building i.e. built in cabinets, fixed heaters.
Furniture and equipment not provided by Council as part of building i.e. free standing cabinets, refrigerators, play equipment, fans, heaters.
Maintaining and minor repairs of floor coverings including resealing of vinyl surfaces and floor resurfacing.
Replacement of floor coverings as per Council's Asset Management Plan and Audit Program.
All tiled or laminated surfaces, shower and toilet recesses as per Council's Asset Management Plan and Audit Program.
Window coverings including curtains and blinds.
Tap washers.
Internal notice boards.
Hot water service, fixed ovens, cook tops, heaters and air conditioners.
Portable electrical appliances/items, extension cords and power boards ensure that all electrical equipment and appliances are inspected, tested and tagged in accordance with, and as often as required by the standards contained in the Standard Inspection and Testing AS/NZS3760.
Shade Sail/s approved by Council will be replaced in line with Council's Renewal Program.
Shade Sail/s repairs excluding cleaning and tension adjustments.
Shade Sail/s general maintenance including cleaning and tension adjustments.
Free standing shelters & outdoor sheds - constructed by Council
Free standing shelters & outdoor sheds - constructed by Lessee.
External signs erected by - Council
External signs erected by - The Lessee.
Light bulbs and fuses.
Sports field lights - structures as per Council's Works Policy.
Sports field lights - globes and fuses Council will organise works to take place and the club is responsible for all cost associated with replacement of globes and fuses.

Responsibility for general upkeep and cleanliness of:-

	Council	Club
Grounds within the leased area (as per Annexure B Map of Land and Building), including grass cutting, re-seeding grassed areas, weed management and generally maintaining or improving the visual landscape, including any green waste removal. Any tree removal or pruning may require a planning permit.
Removal of any rubbish within buildings or grounds (as per Annexure B Map of Land and Building).
Internal cleaning on a daily, weekly and annual basis including floor coverings and ceiling fans
Sanitary bins arrange supply and maintenance of sanitary bin service.
Maintenance, cleanliness and hygiene of food handling areas and equipment.
Cleaning of gutters, spouting and down pipes twice a year. Sheds attached to the leased building will also be cleaned.
Cleaning of gutters, spouting and down pipes twice a year. Sheds attached to the leased building will also be cleaned.
Additional cleaning of gutters, spouting and downpipes if required more than twice a year.

Responsibility for outgoings and insurance:-

	Council	Club
Payment for all operating expenses including electricity, gas, water, sewerage, telephone and Council charges, including electricity charges for illuminating playing areas. Refer to Annexure C Special Conditions for any related agreements.
Insurance cover for buildings, and permanent fixtures and fittings.
Insurance cover for contents and equipment owned by the Lessee, including cash and any other insurances necessary for the use of the facility by the Lessee including any sub-contracted service to be operated from the building.
Insurance cover for persons with approval of the Committee, voluntarily performing any work for the Committee.

Responsibility for periodic maintenance for:-

	Council	Club
Removal of graffiti from buildings and fences External
Removal of graffiti from buildings Internal
Pest and insect control including removal of possums, snakes, rabbits, bees, wasps, vermin and rodents.
Termite control.
External & internal painting on a cyclical basis.

Responsibility for maintenance, repairs and/or replacement of sports playing surfaces:-

	Council	Club
Surface repairs for sports playing surfaces.
Sport surface resurfacing replacement.
Drainage works for sports playing surfaces.

Responsibility for maintenance, repairs and/or replacement of playgrounds:-

	Council	Club
Council playground structures - All inspections carried out as per Council's Playgrounds Inspection Schedule and associated repairs and maintenance completed to meet relevant safety standards.
Safety padding on shade sail poles and playground structures.
Sandpits refilling
Soft-fall mulch areas around playground areas topped up to meet safety standards with certified mulch.
Incidents that occur at child care facility playgrounds are reported to Council.

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