Sports Clubs and Reserves

• Sports Ground Update
• Key Requests
• Seasonal Allocations
• Casual Ground Hire
• Ground Hire for Schools
• Maintenance Requests
• Sporting Reserves User Guide

Sports Ground Update

Pre-Season Training

Clubs are allowed to conduct pre-season training as of 1st March 2009. It is important that clubs take responsibility in managing the use of grounds. Clubs can assist in managing ground conditions by:

• rotating training drills around the ground to alleviate wearing in high use areas;
• alternating training programs where possible off the grounds ie. running on trails, using indoor facilities, training off the ground or using alternative venues where possible; 
• use runners for any training; 
• complete all running drills off the grounds;
• Do not train when it's raining (damp grounds are more susceptible.

Please be aware that due to the current drought conditions, Council's grounds cannot be presented to clubs at the standard of previous seasons. There may be some occasions when sporting grounds are unable to be accessed during the season due to poor ground conditions. Clubs will be notified should any grounds be unusable for a period of time and alternative grounds will be sourced where available however access to another ground cannot be guaranteed.

Clubs requesting use of grounds for pre-season training and/or practice matches prior to 1st April 2009 must submit a written request to Council's Sports and Community Liaison Officer. This should be done after consultation and negotiation with the incumbent club(s). Please send requests to Banyule City Council, PO Box 51, Ivanhoe, 3079 or fax to 9499 9475. Approval of pre-season training is subject to ground availability, ground condition and maintenance works scheduled during the changeover period.

A club requesting pre-season use will need to ensure that it has current public liability insurance cover.

Council is willing to allow clubs to use grounds for pre-season use free of charge, subject to the above conditions.

Key Requests

If clubs require additional keys a request form must be submitted to the Sports and Community Liaison Officer. Please refer to the Key Request Form below. Additional keys will be provided at a non-refundable cost to the club.

Clubs will be issued pavilion keys during the following dates:

• Winter - last week of March
• Summer - last week of September

Clubs must return pavilion keys by the following dates:

• Winter - second last week in September
• Summer - second last week in March

Any arrangements outside of these dates need to be negotiated and approved with the incoming/outgoing tenant and the Sports and Community Liaison Officer.

Lost or stolen keys must be reported to the Sports and Community Liaison Officer by the responsible club immediately after becoming aware of the loss. Council will replace all locks in the event of keys being lost or stolen. The cost of replacing the locks will be charged to the club.

Keys must not be loaned to any other group, person, school or organisation without Council's written consent.

It is a requirement of your seasonal occupancy agreement to provide the details of key holders to Council. Failing to provide these details may jeopardise future facility allocations. Clubs must ensure that they submit the details of key holders to the Sports and Community Liaison Officer.

Seasonal Allocations

How to apply?

Winter 2009 ground applications close on 22nd February 2009. Clubs will be informed of their ground allocation in the last week of March 2009.

Ground and pavilion allocations are seasonal:

• Winter season -1 April to 2nd Sunday in September or end of fixtured season
• Summer season - 1 October to 2nd Sunday in March or end of fixtured season
  

Facility allocations are issued by the Sports and Community Liaison Officer in the following order of events:

• Clubs are sent an occupancy application form prior to the commencement of each season, in January/February (for the winter season) and July/August (for the summer season) each year.
• All facility applications are assessed by the Sports and Community Liaison Officer .
• Council will notify each applicant in writing whether it has been successful or not. Successful applicants are considered to be entered into an occupancy agreement with receipt of Council's confirmation of allocation letter. As previously stated in section 1.3 under Definitions ‘Occupancy Agreement', the occupancy agreement is formed by the club's application form, Council's confirmation of allocation letter, Banyule City Council's Sporting Reserves User Guide and any related documents referred to in it.
• The club will only need to sign a further document (the duplicate of the confirmation of allocation letter) if Council adds any special conditions to the approved use.
  

New sports clubs are welcome to apply for sports grounds and must apply using the above process.

Casual Ground Hire

In addition to sporting club use, grounds are frequently used by residents and community groups for purposes of social gatherings, casual sport, festivals etc. Council supports sporting ground use by these groups and will allocate grounds upon request.

How to apply?

Casual user groups wishing to hire sports grounds and reserves must complete and submit the following documents to the Sports and Community Liaison Officer.

Additional Information

• Community groups that hold public liability insurance are required to submit a copy of the insurance policy with their application form.
• Casual and school user groups are not permitted use of pavilions without consent of the current tenant.
• The use of amplification equipment is prohibited and is a breach of Councils ‘Conditions of Casual Hire' agreement. Groups detected using this equipment will forfeit their Bond Fee of $250.00.
• Casual and school user groups must ensure that the reserve and surrounds are left in a clean and tidy state and that any excess rubbish is binned appropriately or removed. Failure to do so will result in Council cleaning costs being charged to Casual or school user group.

Ground Hire for Schools

Schools can apply for the use of grounds by completing an Application for Use of Sporting Reserves form and all other relevant documents by the required date.

Ground allocations are made on a seasonal basis, as follows:

• Winter season -Term 2 2009 and Term 3 2009
• Summer season -Term 4 2009 and Term 1 2010
  

Ground Hire Application from School groups
Schools wishing to hire sports grounds and reserves must complete and submit the following forms to the Sports and Community Liaison Officer:

Schools that have previously hired Banyule sports grounds and reserves are sent an application form prior to the commencement of each season, in February/March (for the winter season) and August/September (for the summer season) each year.

Who can apply?
The hire of sports grounds and reserves is only available to Banyule Primary/Secondary Schools and school sports associations.

Ground Availability
Melbourne is currently under Stage 3A water restrictions with the prospect of Stage 4 looming not far away. This is likely to have an impact on the availability of grounds for use in 2008 and beyond. There may be some occasions when sporting grounds are unavailable to schools. However, schools will be notified should any grounds be unusable for a period of time and alternative grounds will be sourced where available however access to another ground cannot be guaranteed.

Time Availability
Ground hire is subject to availability of facilities and only available to schools between the hours of 8.30am - 3.30pm.

Conditions of ground use

• Schools must ensure that the Park and surrounds are left in a clean and tidy state and that any excess rubbish is binned appropriately or removed. Failure to do so may result in Council cleaning costs being charged to the school.
• Casual and school user groups are not permitted use of pavilions.

Maintenance Requests

Lodging a Pavilion Maintenance Request
If you wish to place a maintenance request please submit a general service request on the below link. Please refer to the below document for the maintenance responsibilities for pavilions of both Council and clubs.

Sports Grounds and Reserves
It is important that any damage to grounds is immediately reported to Council's Parks & Gardens Department on 9490 4222.

Please note that the demand for maintenance has risen dramatically due to the drought and water restrictions. Council will prioritise all requests with the aim of keeping all grounds open for play. However there may be some occasions when sporting grounds are unable to be accessed during the year. Clubs, schools and associations will be notified should any ground be unusable for a period of time.

Lodging a Sports Ground Maintenance Request
If you wish to place a maintenance request for a Banyule sports ground or reserve please submit a general service request via the link below. Please refer to the document below for the maintenance responsibilities for sporting grounds and reserves of both Council and clubs.

Sporting Reserves User Guide

In February 2001, Council developed the Sporting Reserves Conditions of Use and Fees and Charges Policy. This document evolved from the Sporting Reserves Allocation and Fees and Charges Policy and a review of the 'Sporting Club's Information Booklet', 1997. This policy provided the basis for allocating sporting facilities to clubs on a seasonal basis, and the roles and responsibilities required of both tenant clubs and Banyule City Council.

This new document has been developed from a review of the Sporting Reserves Conditions of Use and Fees and Charges Policy. It has been renamed the Banyule City Council Sporting Reserves User Guide. The conditions in this document will take effect from 1 April 2007 and are to be reviewed in three years.