Sports Club Minor Works Program

The program aim is to support clubs to:

• increase participation in organised sports and active recreation; and/or
• increase inclusivity, accessibility, and equity; and/or improve safety at our sporting facilities.

Applicants will need to provide the following documentation as a minimum requirement for online application:

• A compulsory first step is to discuss your proposal with your allocated Council Recreation Development Officer and to confirm project viability and submission requirements.
• Project Cost - To be considered minor works, project proposals cannot exceed a maximum cost of $100,000.
• Evidence of funding - Evidence of capability to fund the project in line with timelines proposed. Either via successful external grants or fully funded by the club.
• Design documentation - Example: if you are applying for an electronic scoreboard, scoreboard specifications from the chosen manufacturer are required.
• Club Committee Consensus - committee consensus from ’s club.
• All tenants in favour - Letters of support, from all other tenants at the location.

Before applying, Council reminds you of the expectations as agreed upon in Council’s Sports Facility Users Guidelines.

Council encourages you to explore the links below, for information on positive sports guidelines:

• Play by the Rules
• Goodsports
• Proud2Play

Please note, this PDF guideline was created by a third party and may not adhere to accessibility standards. We can request a Word document or text-based version of the PDF. Please contact our Recreation Development Officers at recreation@bayside.vic.gov.au. 

 More on website accessibility.

Once submitted, your application will be reviewed and assessed by Council. It will be scored on a weighted assessment matrix, across the areas below.  Note: The more your application addresses the below in order of importance, the higher the submission will be scored.

Project Scope establishment – Weighting 30%

• This section assesses the submissions’ clarity around project scope.
• I.e., is the application clear on their idea out or is the scope at concept stage only.

Justification of Project – Weighting 25%

• The applicant’s ability to justify the needs of work proposed.
• Examples: Evidence of increased inclusion, improved accessibility, safety improvements etc.

Risk Management – Weighting 20%

• How well does the submission consider any design issues/risk mitigation?
• Examples: Have neighbouring residents have been considered in any changes to noise or lighting, or spectator accessibility impacted, are there any impacts on trees etc?

Previous Submissions - Weighting 10%

• If the applicant’s club has previously been successful, Council will still accept and score the submission. However, those who have not yet had the opportunity will be scored higher only for this section.

Evidence of Adherence to Fair Play Code - Weighting 15%

• The submission must be able to evidence adherence to the Fair Play Code. They may be scored higher if additional inclusive efforts such as LGBTQIA+, Disability, CALD community members etc. are also identified.
• Note: Council will not consider any projects that do not directly improve inclusion/participation, or any proposals which may have an adverse effect on these groups. Please speak directly to your Recreation Development Officer should you need further assistance with this.

Additional information about the Sports Club Minor Works Program:

• Council has the capacity to accept up to 10 projects per intake. This may vary based on project complexity.
• The applicant must be the tenant occupying the site proposed for the works.
• Applications will be assessed, by two Council team members to ensure fairness and uniformity.
• Community engagement is required to be carried out. This process is facilitated by Council, prior to construction starting. Proposals submitted cannot adversely affect any members of the community with its construction. If the assessing team feels your proposal may cause adverse effects, your application may be withdrawn after discussions with you and/or upon completion of community engagement.
• Council will apply for any permits a successful project will require and manage these on clubs’ behalf, to assist clubs in keeping costs down.
• Council will not make any financial contributions to the project; including any fees associated with permit applications (this includes external Project Management services where required).
• All work must be overseen by registered building practitioners and overseen by Council’s appointed Project Manager. Further, all works must be designed and constructed to all relevant Australian Standards.
• In line with your Lease/Tenancy Agreement, this structure once complete, will become a Council asset.

Listed below are the steps in the minor works process:

1. Develop concept.
2. Make sure you talk to your Recreation Development Officer
3. Gather required documents.
4. Submit online application for minor works project.
5. Council will assess applications.
6. Successful applications will proceed to the planning stage
7. Minor works project will progress to the construction phase.
8. The final stage of project and completion of works

Fees

The table below provides an indication of costs associated with your proposed project, in addition to the construction costs (material and labour) of your project.

This is not an exhaustive list; it is a guide. Not all examples will apply to your project, however it is important to be aware of potential costs in order to apply, fully informed.

Important Note:

Council will invoice applicants for costs raised as the project progresses. Only once paid, will the work proceed.

Should the project not proceed at any stage, any costs incurred will be covered by the club.