13 July 2016 - Moreland City Council



DSD17/16 Synthetic Soccer Pitches (D16/122904)

DIRECTOR SOCIAL DEVELOPMENT

Youth, Leisure and Social Support

Executive Summary

At its meeting held 9 March 2016 (GB8/16), Council resolved to receive a report on the usage and costs of synthetic pitches; a fee structure for community sporting festivals and the identification of a third synthetic pitch in Moreland.

This report provides information on the usage and management arrangements of both the Clifton Park and Fawkner synthetic soccer pitches and associated costs to community clubs, community groups, private individuals and organisations and also to extend the existing flat fee of Community Festival Permits (Not For Profit) of $185.40 adopted within the 2016-2017 fees and charges towards community festivals and events held on councils synthetic soccer pitches.

This report also provides Council with information in relation to the proposed installation of a third synthetic pitch at Hosken Reserve, the subsequent funding requirements, management arrangements and usage restrictions that will apply to the pitch once installed.

The installation of the Hosken Synthetic Pitch will enable Council to fulfil its commitment to the North West Regional Football Strategy adopted by Council on 12 August 2009 (DSD28), and Hosken Reserve Masterplan also adopted by Council on 8 April 2009 (DSD10). In accordance with the North West Strategy, priority use of the pitch will be given to local clubs and women and girls teams.

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|Recommendation |

|Council resolves to: |

|Note the proposed management and operation arrangements for the John Fawkner College and Clifton Park synthetic soccer pitches, including|

|after hours hiring arrangements and fee schedule. |

|Note that the Community Festival Permits $185.40 for not for profit organisations facilitating community festivals and events at |

|Council’s synthetic soccer pitches is included within the 2016-2017 Fees and Charges Schedule. |

|Refer a capital cost of $1.2 million for the construction of a third synthetic pitch at Hosken Reserve within the 5 year Capital Works |

|Program. |

|To make application to any State and Federal Government funding opportunities that may become available. |

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REPORT

1. Policy Context

The North West Regional Football Venue Strategic Review and Feasibility Study was adopted by Council on 12 August 2009 (DSD28) and enabled Council to prioritise future capital works planning for football on the basis of an agreed facility hierarchy to ensure sustainable facility development and to maximise community benefit and participation.

The construction of a synthetic soccer pitch at Hosken Reserve is consistent with the implementation of a range of Council policies including the Moreland Sport and Physical Activity Strategy 2014-2018, the Moreland Municipal Public Health and Wellbeing Plan 2013 -2017 and the Moreland Open Space Strategy 2012–2022.

2. Background

The North West Region Football Venue Strategic Review and Feasibility Study is the result of government and sport collaborating to plan for the sport of football within a local government context, through jointly addressing the planning, provision and management of football with peak bodies and across different levels of government. The study is a consequence of the increasing need to better co-ordinate the provision of suitable facilities to cater for the game’s growing demand.

Synthetic football pitches are a key element of facility provision that underpins this Football Strategy. The strategy recommends that synthetic pitch provision (with appropriate floodlighting) across the municipality is considered paramount to servicing the current and growing demand, particularly for training, and in facilitating the growth and diversity of football participation. The recommendations for Moreland City Council, within the context of regional planning and the provision for football, included the provision of synthetic pitches at Hosken Reserve, Clifton Park (completed) and John Fawkner College (completed).

The installation of a synthetic pitch at Hosken Reserve has also been previously supported through the following council resolutions:

• DSD10 - Hosken Reserve Redevelopment Plan – Final Report (D09/44637)

• DSD28 - North West Region - Football Venue Strategic Review And Feasibility Study (D09/109795)

• DSD18/14 - Moreland Sport And Physical Activity Strategy 2014-2018 (D14/141748)

The existing grass playing fields at John Fawkner College were typical of sports grounds around Melbourne, hard, bumpy and difficult to maintain due to lack of water. In a partnership between Moreland City Council and the College, a FIFA 2 Star Synthetic Soccer Pitch, including floodlighting and fencing was installed in 2009 at a cost of $1.2M. The College use the facilities during the day and the community has access during the evenings and weekend. In addition the new state-of-the-art FIFA 2 Star synthetic soccer pitch at Clifton Park was completed in May 2011 by Moreland City Council, in partnership with the Australian Federal and Victorian Government at cost of $872,000. Floodlighting was already present at this facility. Both these facilities have provided a significant increase in opportunities for community access to high quality facilities in the municipality.

At its meeting held 10 June 2009 (DSD20), Council resolved the proposed management and operation arrangements for the John Fawkner College synthetic football pitch, including after hours hiring arrangements and a schedule of fees and charges. The fees were established in consultation with all clubs in 2008 with consideration to expected usage requirements, expectations and cost parameters and benchmarked with other Councils against comparable facilities in Whittlesea and Darebin. The same fees and charges were implemented for the use of the Clifton Park synthetic pitch in 2011. The fees and charges increase by 3 per cent each year and is presented to Council for adoption on an annual basis.

3. Issues

The City of Moreland caters for 12 football clubs collectively providing 165 teams in associated leagues and competitions. Since 2014, Moreland has experienced an 11.8% increase in players, much higher than the 2013 increase of 3.5%. With the exception of Brimbank, Moreland has the greatest number of teams in the North West region. Of the 165 teams in Moreland, 23 are women’s and girls’ teams, 7 senior women, 13 junior girls and 3 MiniRoos girls. There are 142 male teams comprising 20 senior men’s, 58 junior boys and 64 MiniRoos boys.

Council provides a range of high-level teams including a number of FFV National Premier League Victoria (NPLV) and State League Division teams. Moreland provided 2,415 FFV registered players in 2015. Some 85% of registered players from Moreland were male and 14.7% female. The junior and MiniRoos age groups continue to be very well represented, with 79.6% of the total 2015 registrations being junior players aged 18 years and below.

There are a total of 36 football pitches in Moreland, of which 17 are dedicated football pitches and seven seasonal facilities. In addition Council has two community synthetic pitches located at Clifton Park, Brunswick and John Fawkner College, Fawkner. Both synthetic pitches are currently booked to capacity.

Between 10 October 2015 to 30 September 2016 there has been a total of 777 pitch bookings, 423 (54%) of which were associated with Moreland sports clubs and schools, 265 (34%) were associated with Non Moreland clubs and schools and 89 (12%) were associated with Private/Commercial entities.

Fawkner synthetic pitch management arrangements

At its meeting held 13 August 2008 (DSD43), Council resolved to authorise the Chief Executive Officer to enter into a joint user agreement with the John Fawkner College and Department of Education and Early Childhood Development for the construction and use of a synthetic soccer pitch at Fawkner Secondary College. A joint construction and user agreement has been completed and includes the following implications for access, maintenance and facility operation after school hours.

Term of licence

The initial term of the Licence is 15 years. Further terms of 15 years may be entered into.

Access – hours of use

Community access to the facility is permitted during the following times during school term:

• 5 pm to 11 pm Monday to Friday

• 8 am to 11 pm Saturday

• 8 am to 9 pm Sunday

Community access to the facility is permitted during the following times during non-school term:

• 8 am to 11 pm Monday to Friday

• 8 am to 11 pm Saturday

• 8 am to 9 pm Sunday

Maintenance obligations

Council is responsible for the general operating, cleaning, maintenance, repair and security of the facility. Council must also reimburse the school for the proportion of costs charged for electricity. A separate meter has been installed to this effect.

Hiring obligations

Council is responsible for the hiring of the facility, collection of fees, instructing users on appropriate behaviour and ensuring the risk and safety of users.

Clifton Park synthetic pitch management arrangements

The pitch, which includes a pavilion, is suitable for formal competition and is able to cater for approximately 80-90 hours use per week. The usages statistics and the known demand for a suitable training and playing venue in Brunswick has the facility at capacity use after 4 pm weekdays and on weekends. Many schools, professional football and personal training programs occur on the pitch throughout the weekdays.

Strict guidelines are in place to ensure the pitch remains in good condition and free from contamination, to minimise maintenance and repair costs.

Access – hours of use

Community access to the facility is permitted during the following times throughout the year:

• 6 am to 11 pm Monday to Friday

• 6 am to 11 pm Saturday

• 6 am to 9 pm Sunday

Maintenance obligations

Council is responsible for the general operating, cleaning, maintenance, repair and security of the facility.

Hiring obligations

Council will be responsible for the hiring of the facility, collection of fees, instructing users on appropriate behaviour and ensuring the risk and safety of users.

Fawkner and Clifton Park synthetic pitch replacements

Council’s synthetic pitches are a key infrastructure in assisting communities to be more active, more often, in particular for training, and in facilitating the growth and diversity of football participation. Both synthetic pitches have an expected life span of seven years.

The Fawkner Synthetic Soccer Pitch surface is a 1st generation product and will reach the end of its life span in 2016-2017. This pitch is based on a shared use agreement with John Fawkner College and Council; however Council is responsible to replace the surface at the end of its life span.

Clifton Park Synthetic Soccer Pitch surface is a 3rd generation product and it is expected to reach the end of its life span in 2019-2020. This pitch is solely the responsibility of Council.

The replacement cost for a new surface has been costed at $450,000 per pitch. The costs are included in the 2016-2017 forward 5 year Capital Works budget with synthetic replacements scheduled for Fawkner and Clifton Park in 2020-2021.

Synthetic pitch fees

The operating budget for the management and maintenance of both synthetic pitches costs Council over $80,000 per annum. This includes pavilion cleaning, monthly grooming of the pitch surfaces, light globe replacement, fence repairs, minor equipment repairs and pitch supervision and management. No additional budget is provided within the operational or base budgets to cover pitch management and maintenance costs, and as such, fee for service applies to recover costs. Council currently recoup’s just over $90,000 per annum.

All fees and charges related to the Clifton Park and Fawkner Synthetic Pitch Hire Agreement are in accordance with Council’s adopted Fees and Charges Schedule 2015-2016 (Attachment 1).

Between October 2011 and October 2015, the YMCA was contracted to manage Council’s two synthetic pitches and during this time, made a one off agreement agreed to hire the Fawkner Synthetic pitch to the Fawkner Soccer Club at a reduced rate, which was lower than the adopted fees and charges rates set by Council. The YMCA was able to offer this reduced rate due to Council continuing to cover the maintenance costs of both facilities.

As part of the YMCA’s new contract, the management of the synthetic pitches were returned to Council and the hire fees and charges were maintained in accordance with Council’s Adopted Fees and Charges Schedule 2015/16. Unfortunately, the reduced rate previously offered to Fawkner Soccer Club was neither feasible nor sustainable for Council, as the hire rates were designed to recoup expenditure related to the maintenance of these facilities.

Council Officers recently undertook a benchmarking exercise and found that Moreland Council’s fees for the hire of synthetic pitches are the lowest in the Northern Region and comparable with fees for Western Region facilities (Attachment 2).

Furthermore, at a recent meeting held 14 June 2016 (DCS35/16), Council resolved a reduced fee of $44 per hour for Moreland tenanted clubs within Council’s Annual Budget 2016-2017. This is a positive outcome for Moreland Clubs in comparison to the 2015-2016 Fees and Charges Schedule of $61.05 per hour and $68.55 per hour with lights.

Council officers have also noted that Moreland has a fee category for not-for-profit organisations for community festivals and events of $185.40 adopted within the Council’s 2016-2017 fees and charges and propose to use this fees towards community festivals and events held on councils synthetic soccer pitches rather than charging not-for-profit organisations the hourly rate fee.

Hosken Reserve synthetic pitch

The North West Region Football Venue Strategic Review and Feasibility Study is the result of government and sport collaborating to plan for the sport of football within the local government context, through jointly addressing the planning, provision and management of football with peak bodies and across different levels of government. The study was a consequence of the increasing need to better co-ordinate the provision of suitable facilities to cater for the game’s growing demand.

The strategy recommends that synthetic pitch provision (with appropriate floodlighting) across the municipality is considered paramount to servicing the current demand, particularly for training, and in facilitating the growth and diversity of football participation. The recommendations for Moreland City Council to plan for synthetic pitches identified provision at Hosken Reserve, Clifton Park (completed) and Fawkner Secondary College (completed). These recommendations were made within the context of regional planning and the provision for football.

With both synthetic pitches now being booked to capacity and a reduced fee of $44 per hour for Moreland tenanted clubs the demand t access these facilities will be much greater and the installation of the Hosken Synthetic Pitch is highly recommended. This will enable Council to fulfil its commitment to the North West Regional Football Strategy adopted by Council on 12 August 2009 (DSD28), and Hosken Reserve Masterplan (Attachment 3) also adopted by Council on 8 April 2009 (DSD10)

Project scope

A project scope has been developed and includes:

• The construction of one (1) full size 4th generation synthetic soccer pitch.

• FIFA accreditation to one (1) star.

• Installation of a shock pad.

• Sports ground lighting

• 1.2m high black mesh perimeter fencing around the pitch.

• Barrier protection from the car park and surrounding roads.

• Installation of security cameras and signage.

Facility use and management

Once constructed, the pitch will be suitable for formal competition and be able to cater for approximately 80-90 hours use per week for an estimated 10 years. Based on the Fawkner and Clifton Park usages statistics and the known demand for suitable training and playing venues, officers expect near capacity use of the facility after 4pm weekdays and on weekends. It is also likely that many school, professional football and personal training programs will occur on the pitch.

Strict usage controls will be enforced to ensure the pitch remains in good condition and free from contamination to minimise maintenance and repair costs. In summary,

• Council will project manage the design and construction of the pitch.

• Recreation Services will manage the hiring, cleaning and maintenance of the pitch in accordance with the Clifton Park and Fawkner Synthetic Pitch hire agreement. This approach is consistent with the management arrangements and at Fawkner and Clifton Park.

• Council will have full access to the pitch for programs and events.

• Signage and security cameras will be used to manage the site which will be restricted to hired use only.

Planning for this project has already begun including the completion of a master plan incorporating a synthetic pitch at Hosken Reserve. A preliminary planning and pre-project scoping business case has also been prepared and referred to the forward CAPEX program for consideration. It is recommended that these projects be referred to the forward 5 Year Capital Works Program for future consideration and for any state and federal government funding opportunities. Preliminary cost estimates place the cost of the project at $1.2 million for implementation of the Hosken Reserve Synthetic pitch.

Human Rights Consideration

The implications of this report have been assessed in accordance with the requirements of the Charter of Human Rights and Responsibilities.

4. Consultation

In relation to the fees and charges for the hire of Council’s synthetic pitches Recreation services has consulted with Football Federation Victoria and all adjoining municipalities with comparable synthetic facilities in the Northern and Western region which included Darebin, Whittlesea, Moonee Valley, and Brimbank.

Consultation regarding the installation of a synthetic soccer pitch at Hosken Reserve has occurred with all local soccer clubs, Football Federation Victoria and Sport and Recreation Victoria. More specifically, consultation on the Hosken Reserve masterplan included consultation with Council staff from Recreation Services, Building Maintenance, Open Space Planning and Design, Open Space Maintenance, Street Cleansing and Waste, Traffic and Urban Planning units. Direct consultation was undertaken with all user groups of the reserve as well a household survey, which was completed by 177 residents.

Capital Works Planning and Delivery has also been consulted in the preparation of this report.

5. Officer Declaration of Conflict of Interest

Council Officers involved in the preparation of this report have no conflict of interest in this matter.

6. Financial and Resources Implications

The reduced fee of $44 per hour for Moreland tenanted clubs adopted within Council’s Annual Budget 2016-2017 will reduce council income by $25K per annum. The operating budget for the management and maintenance of both synthetic pitches costs Council over $80,000 per annum. No additional budget is provided within the operational or base budgets to cover pitch management and maintenance costs, and as such, fee for service applies to recover costs.

The total budget for the construction of a synthetic soccer pitch at Hosken Reserve has been costed at $1.2 million, including a 15% contingency. Council may also be eligible for up to $400,000 in funding from Sport and Recreation Victoria under its Community Sports Infrastructure Fund. A capital contribution of $800,000 will therefore be required from the Capital Works Program to complete the project. Application for additional funding may also be made to the Department of Infrastructure and Regional Development under its National and Stronger Regions Fund, Football Federation Victoria and a potential contributing from the Australian International Academy located next to the reserve. The campus site has a land area of 1.4ha. This is considered very small for a secondary college. The college therefore relies heavily on access to Hosken Reserve for its students at recess times, physical education classes, intra and inter-school activities.

An operating budget for the management and maintenance of the pitch indicates that the expected cost to Council to manage and maintain the facility will be $40,000 per annum. As per Fawkner and Clifton Park synthetic pitch, no additional budget is provided within the operational budgets to cover pitch management and maintenance costs, and as such, a fee for service will need to apply to recover costs. All fees and charges will be in accordance with Council’s adopted Synthetic Fees and Charges Schedule.

7. Implementation

Following Council endorsement, officers will:

• Refer a capital cost of $1.2 million for the construction of a third synthetic pitch at Hosken Reserve within the 5 year Capital Works Program.

• Make application to any State and Federal Government funding opportunities that may become available to support the construction of a synthetic pitch at Hosken Reserve.

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Attachment/s

|1 |Fees and Charges Schedule 2015-2016 - Synthetic Soccer Pitches |D16/129516 | |

|2 |Synthetic Pitch Facility - Fees and Charges Benchmark |D16/129973 | |

|3 |Hosken Reserve Masterplan Option |D16/13587 | |

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