Grounds User Guide 2015
Contents
1. Alban HEN ips AS Ua swt oe gi tas Photos courtesy of the Albany Advertiser City of Albany Sporting Precincts Grounds User Guide 2015 CONTENTS PAGE 1 2 3 4 5 10 11 Overview Roles and Responsibilities Ground Allocation Management Bookings and Communication Seasons a Pre Season Training b Regular Season Training Matches and Finals c Friendlies Scratch Matches and Special Functions Playing Surface Special Conditions a Cricket Turf Wickets b Cricket Turf Covers Covering and Storage c Hockey Synthetic Turf d Natural Turf e Lighting Fees Cancellations Bond amp Keys Evaluation User Group Feedback Protection of People amp Property Page 2 1 Overview The City of Albany recognises its role in providing and maintaining assets that service the needs of the community and contribute to the highest standards of livability In assisting to achieve this objective and ensure a coordinated and integrated approach to management and allocation of the reserves the City of Albany maintains ownership of the Centennial Park amp Collingwood Park Sporting Precincts and all of the reserve permanent infrastructure upgrades and improvements The City has a range of open space within its parks that is used for recreational purposes This includes sporting fields lakes paths and designated lawn areas for formal and informal recreation The City of Albany meets the2. Preparatory works and the ability for the City Leading Hand Sporting Fields Officer to deliver wickets each week is heavily reliant on weather conditions for work to be carried out resources and equipment required The following guidelines have been developed to ensure that wicket is prepared for the best possible playing conditions equally favourable to both batsman and bowler The City of Albany is responsible for preparing the turf wickets according to the fixtures and City approved competition through the summer season The wickets are prepared to a safe and suitable condition taking into account the long term longevity of the turf table If competition fixtures change during the season please advise the ALAC Administration Team Leader of the changes so that preparatory works can be altered to accommodate and make efficient use of resources Use of wet wickets is not permitted If wickets or the table is damp or wet it is unfit for play Please delay the start time of the competition or call the game off to protect the integrity of the wicket In the lead up to the weekend the following communication is to take place to confirm availability of the turf wickets e At the end of the week the Cricket Associations will be notified by the City s Leading Hand Sporting Fields Officer on the status of the turf wickets e Where there is uncertainty in the status of wicket preparation the associations will be kept informed of the grounds im
3. endeavor to minimise the impact of Pre season Training by rotating use across all areas of their allocated space Further initiative and care is also to be taken to protect turf areas and keep impact at a minimum Training must be cancelled when severe and inclement weather is predicted particularly high rainfall so as to not damage sports fields At all times clubs should err on the side of caution Pre season training on all fields natural and synthetic turf is restricted to the hours and venues as determined and approved by the City The City reserves the right to cancel pre season training based on weather and or the condition of a Sports field to ensure sustainable ground conditions Any breaches of the above conditions will see clubs pre season training cancelled immediately bond with held and space possibly allocated to another tenant It is your associations responsibility to ensure all participants including but not limited to club official coaches trainers and players are aware of and adhere to all of the conditions noted above 5b Regular Season Training Matches and Finals Clubs associations will be required to apply for approval of ground use for final round training and matches that will carry over into the inter season period Please note priority is given to matches and game days over training If fields are suffering from overuse training and or matches may need to be shifted around the precincts or rescheduled to a
4. have been implemented to assist in the operation and maintenance of lighting within the precincts and sporting associations have a shared responsibility to ensure their proper use Responsibility for turning field lighting on and off at Central F1 and Collingwood Park lies with the appointed representative s from each sporting association Multi Use Field lighting will be turned on and off by a City representative or contracted persons unless otherwise advised Lighting charges will be at full cost recovery as per your Seasonal Sports Permit field allocations Users of Central Precinct F1 and Collingwood Park will be charged by the Railways Sporting Club and North Albany Football Club respectively for lighting use No person or persons are allowed to adjust or undermine the integrity of the lighting at any time i e adjust lighting direction replace globes or climb the lighting structure etc 7 FEES The applicant the Association will be invoiced and will bear all associated costs to recover the debt in full and is agreeing to the City of Albany s Credit Terms and Conditions and Schedule of Fees and Charges which are subject to change in line with the City of Albany s annual budget process The City s payment terms are 30 days from invoice If payment terms are not met overdue accounts 35 gt days will be charged at 11 interest Requests for extensions fee waivers refunds and disputed accounts must be made in writing pr
5. requirements for all reserve maintenance across the Sporting Precincts including renovation repair of playing and recreational surfaces and public amenities To assist in contributing to partial cost recovery the City of Albany issues two types of permits for community level sport Seasonal Permit A seasonal sport permit is issued for each sporting season summer and winter and includes approval for use of sports facilities and grounds over the course of each season Clubs or recreational groups that meet on the City s Sporting Precinct s on a regular basis are required to apply for a seasonal permit Upon successful acceptance of the seasonal permit the applicant will be invoiced for a seasonal senior and or junior player registration fee and bond as per the City of Albany Fees and Charges endorsed by Council Casual Permit A casual sport permit is required for clubs schools groups or individuals requiring the use of a sports field for organized activity at any time of year and not over the course of an entire season To obtain a casual sport permit please complete an application form for a casual sport permit A minimum of 10 days notice is required to issue a casual sport permit Sports Fields and Maps Maps are available to assist in identifying the sports grounds located within the City s Sporting Precincts these include Collingwood Park Western Central and Eastern Precincts A separate map for each season and each precinct is
6. al asset replacement funds for lighting Replacement Costs Globes and Lens 50 50 arrangement between the City and the groups Usage All costs associated with the power are to be fully recouped from clubs or users Collingwood Park will be charged from the Railways Sporting Club and North Albany Football Club Lighting at the Western Precinct Multi Use field will be charged through ALAC at an hourly rate of 12 hr to the relevant Sporting Association 3 GROUND ALLOCATION To cater for increasing demand on sporting grounds the City reserves the right to allocate use at its discretion Whilst the priority is to continue to support and develop returning Seasonal Permit holders the City may be required to make a decision based on positive outcomes for the community at large Wherever possible all efforts will be made for returning permit holder s to retain their primary home base to play their sport The City recognises that Centennial amp Collingwood Park Sporting Precincts are not capable of hosting all sporting activities for Albany It is vital that sports fields are monitored continually All sports fields are assessed to meet minimum safety standards and to keep risk of injury at a minimum As such the City of Albany has put in place measures to protect sports fields and ensure a fair and equitable approach The City of Albany manages 27 sports fields over the City s Sporting Precincts At certain times of the
7. available at the Albany Leisure and Aquatic Centre or on the City of Albany Website at http www albany wa gov au your community sport and recreation centennial park sporting precinct bookings Events A Centennial Park Seasonal Sporting Precinct Application and Permit do not qualify as approval for large events All Hirers planning an event with amplified music alcohol food sales ticketed sales and or structures must contact the City of Albany s Events Team and complete a Concert and Large Events Expression of Interest form This must be lodged 60 days prior to the event Regular season matches that fall under a seasonal sports permit may be classified as an event if the above items are involved Please contact the ALAC Administration Team Leader for assistance Final approval of large events rests with the Environmental Health Team and Events Department at the City of Albany offices on North Road Page 3 2 ROLES AND RESPONSIBILITIES The following framework identifies the roles and responsibilities of the City clubs and groups in regards to ground maintenance and aims to assist all parties with improving the game environment and maintaining the City s grounds lighting and irrigation assets to a high standard Activity City of Albany Responsibility Club or Group Responsibility Playing Surfaces and Ground Maintenance e Mowing playing surfaces amp surrounds e Turf Maintenance amp Reno
8. e Centennial Park and Collingwood Park Sporting Precinct s local sporting associations regarding the management of the precincts The meetings will address communication ground maintenance and planning and allocation matters associated with the use of the reserves including issues which may have also arose from the previous season This is part of an ongoing relationship designed to improve facilities and access 11 PROTECTION OF PEOPLE amp PROPERTY To ensure the wellbeing and protection of your members and community property associations and hirers are required to take all reasonable measures including Conduct an inspection and assessment of the sports field prior to use to ensure it is fit for use Inform participants of any risks associated with the event Prevent nuisance and unreasonable noise and disturbance Current insurance cover for Public Liability to the value of 10 000 000 and Workers Compensation to the full extent of liability under the Workers Compensation Act if applicable e Please provide the City of Albany with a copy of your insurance Certificate s of Currency indemnifying City against 1 Loss of or damage to property of the City including existing property 2 Claims by any person against the City in respect of personal injury or death or loss of or damage to any property arising out of or as a consequence of the actions of the Hirer Page 10
9. iods shall be granted priority over pre season training and scratch matches or other events Priority use will be given to finals then regular season matches followed by training Seasonal Permit Applications will require information on both the seasonal requirements and pre season requirements of your sport You will need to include player and team number details preferred venues days and times in your application The City will than review all requests assess the conditions of the playing fields and allocate accordingly Bookings on natural turf sporting fields are assessed on a case by case basis and take into account the impact on the sports field type of sport and ground availability and condition of field at time of enquiry When available there are no restrictions on the use of artificial turf surfaces To assist with managing increasing demand on a limited number of lit sports fields within the municipality Associations are encouraged to use other appropriate reserves around Albany including shared arrangements with schools 5 SEASONS There are two distinct sporting seasons summer and winter for organized sport The seasonal sport permit application process is opened prior to each season as below Winter Sports Grounds will be allocated for Winter sports between 1 April to 30 September Applications Open 1 November and close 19 December Winter sports have priority access during their season Summer Sports Gro
10. ior to payment of the account becoming overdue Seasonal ground fees are per player junior and senior fees apply and where possible include two training sessions and one game per week Junior Fee Age Group is defined as Under 18 on Registration Day A junior fee covers a junior playing in both a junior and senior competition during the same season Junior s playing up in a seniors competition only pays the junior fee An additional fee will be charged for casual ground bookings during a season Fees and charges are subject to change in line with the City of Albany annual budget processes Page 9 8 CANCELLATIONS Games and training on the synthetic turf require a minimum of 24 hrs notice to be advised to the ALAC Administrator via email or in writing prior to the booked date Failure to provide notice will result in the sporting association being invoiced as per the City s current schedule of fees and charges If fixtures or requirements for your sporting season change please ensure you let the ALAC Administrator know as soon as possible so that fields can be reallocated and ground maintenance planned accordingly 9 BOND amp KEYS Bonds will be charged in accordance with the City of Albany s schedule of fees and charges A Bond serves as a guarantee that the user group will fulfill the requirements of the Agreement and the City s Sporting Precinct User Guide Should a user breach the terms and conditions ca
11. lternate community venues to protect the condition of a playing field The City will provide associations and clubs with plenty of notice to assist with a smooth reallocation Sport appropriate footwear is permitted during the regular season within the following conditions 1 Council reserves the right to impose restrictions on footwear at any time if it deems it necessary to protect the condition of a playing field 2 The permit holder is required to comply accordingly or suspend their use of venues when restrictions are in force 3 Spiked cricket footwear is not permitted on synthetic surfaces 5c Friendlies Scratch Matches and Special Functions A Seasonal Sports permit only includes fixtured regular season competition and training for the duration of the season If you wish to add additional dates please submit an application for a Casual Grounds Permit for approval Please check with your Insurance provider to ensure your organisation is fully covered for any extra ordinary events Applications for Casual Grounds Permits are to be submitted to the ALAC Administration Team Leader for approval and at least 10 working days in advance of the date required Page 7 6 PLAYING SURFACE SPECIAL CONDITIONS 6a Cricket Turf Wickets The City of Albany turf wickets are a significant asset to both the City and Albany Cricket Associations Turf wickets require considerable resources and money to maintain to a high standard
12. ning of e Line marking is a club or association responsibility e Clubs to consult with the City s Leading Hand Sporting Reserves prior to commencing line marking e Line marking is to be completed with white grass line marking paint only e The use of diesel round up or other chemicals is not permitted within the Precinct Usage of these materials or similar will result in your groups bond being forfeited e f you are experiencing difficulties associated with line marking please contact the City s Reserves Leading Hand for assistance and advice Page 4 Lighting Improved lighting will assist both clubs and the City to hosta range of sports and activities allowing flexibility and improved programming across the whole precinct The installation of sports lighting is a shared responsibility between associations the City and the Department of Sport and Recreation DSR as per the CSRFF guidelines Installations of lights will only take place under the direction of the relevant executive directors Once installed lights become the property and responsibility of the City Capital Cost e Contribution of one third to DSR community sport lighting standards Replacement Costs e Globes and Lens 50 50 arrangement between the City and the seasonal permit clubs Capital Cost Contribution of one third to DSR community sport lighting standards Groups to provide evidence of annu
13. or sporting event If the turf is dry please contact ALAC to water the turf Page 8 6d Natural Turf The monitoring of the grassed turf is a shared responsibility between clubs and the City To ensure continuous use over the season the City encourages clubs to adhere to the User s Guide so that your sport s season is not unnecessarily interrupted Wet Weather Rain Out Playing on fields that are wet can cause major damage forcing fields to be closed for long period of times e Sensible closing of wet fields for a short period of time can prevent damage ensuring that fields can be used more over the long term e Decisions are made in consultation with the sports administrators and are based on inspections weather conditions and the field characteristics e Ultimately a field will only be closed after heavy unseasonal weather or after long periods of rain e Sporting users and hires must observe the closing of the sporting fields as they risk losing their bond and will be liable for the costs associated with rectifying any damage as a result of use during periods of wet weather e Games cancelled can be rescheduled with no additional costs e Goal area s are for matches only To ensure the longevity of goal areas for the season please do not train practice or warm up in goal areas 6e Lighting The City and the Department of Sport and Recreation have a vested interest in the Sporting Precincts field lighting Charges
14. pacted and progress in the lead up to the competition start time e lt is essential that the Leading Hand Sporting Fields Officer and the appointed Cricket Co coordinator inform each other immediately of fixture ground changes as soon as they become known Limited vehicle access to grounds All parking must be at designated car parks to protect the fields and precincts 6b Cricket Turf Covers Covering and Storage The City is responsible for managing the coordination of covering turf tables during the week Under the guidance of the City s Leading Hand Sporting Fields Officer the Albany Cricket Associations are responsible for managing the coordination and covering of the turf tables hessian and covers for weekend games The provision and maintenance of the turf covers and machinery associated costs and resources required are the responsibility of the Albany Cricket Associations 6c Hockey Synthetic Turf Players and Officials only allowed on the turf Spectators are not permitted on the turf at any time Correct footwear is required to play on the synthetic turf Any studded footwear worn on the turf must have at least 15 studs No spikes or high heels Please refrain from eating drinking or smoking on the turf No gum Match circles are for matches only No training practice or warm ups in the match circles at any time Playing on a dry turf is not acceptable The turf must be watered before any practice training warm ups
15. unds will be allocated for Summer sports between 1 October to 31 March Applications Open 1 June and close 30 June Summer sports have priority access during their season Those sports that play across two seasons will need to apply for both a winter and summer seasonal sport permit Page 6 5a Pre season Training Pre season access to fields will be provided based on an assessment of the field conditions and impact of use on current season permit holders For example permit holders during the Summer Season playing summer sport have priority use over requests received for winter sport pre season training and vice versa Pre season training during the inter season period is to be resolved as a domestic matter between the respective clubs prior to the associations applying to the ALAC administration Team Leader for approval Availability will be reliant upon and subject to ground maintenance plans Footwear worn by participants undertaking Pre season Activity is restricted to 1 Standard runners and grass cat style moulded sole footwear only 2 Traditional football boots various codes including but not limited to moulded soles with stops no longer than 5mm 3 Screw in stops and blade style boots cause considerable wear and tear and must not be worn during pre season training At all times permit holders must keep off the turf cricket wickets and observe any signage in place At all times permit holders should
16. use damage to the precinct or fail to return keys the City will retain all or part of the bond to e recover costs incurred as a result of the users activities e recover costs of extra services which the City may have to supply User groups shall be liable for any additional amount in excess of the deposit to meet the full cost of repairs or reinstatement Please note the City will not retain bonds for damage associated with normal wear and tear The bond 500 00 for Seasonal Permits is required at the time of application The bond includes one set of keys to enable your group access to the fields where applicable If your sporting association requires a key to access one of the City s the playing fields please note it on the application form Arrangements for the collection of keys will be made by the ALAC Administration Team Leader following the receipt of your bond In the event that an association s application for a permit is unsuccessful the security bond will be refunded immediately Seasonal security bonds will be refunded back to the club once the end of season handover process has been completed Clubs who do not complete the handover within 1 month of their permit expiring including returning of keys will forfeit their bond and be required to pay the bond amount again at the time of their next application 10 USER GROUP FEEDBACK AND CONSULTATION The City of Albany Recreation Services Team will meet regularly with th
17. vation e Reticulation amp all costs associated with the reticulation e Installation of bins and weekly waste collection e Nil unless loss or damage caused by negligent use or misuse e Removal of all rubbish from playing surfaces and car parks following all training game and club activities Fixed and Moveable Equipment To assist clubs and ensure the e f required at the beginning and end of each season the City will assist with setting up and taking down the goals for AFL Hockey e The setting up and removing of safety nets at the start and finish of each game To ensure the preservation of the playing surfaces and meet environmental health standards each season the City will assist with the first line marking for the season safety of players ancl Soccer e Allcosts associated with repairing or replacing fixed and moveable e Due to the nature of the AFL sporting equipment including goals goals and potential impacts on safety nets and scoreboards the field the City will assist with any temporary removal and e Ensure all equipment meets the installation of these goals current safety standards e Maintain equipment to a high standard e Refrain from using other sports equipment unless an arrangement for use has been established with the relevant club or sporting assoc e Failure to meet these requirements may result in forfeiting your bond Line Marking e If required at the begin
18. year these facilities are under pressure from continual use To provide quality and safe playing surfaces restrictions and conditions may be required to prevent the over use of reserves City reserves will be assessed on a regular basis throughout the seasons and any restrictions will take into account the following e Level of usage e Type of footwear worn e Specific areas of high wear and tear e g goalmouths e Type of user senior or junior e Type of sport e Seasonal demands Page 5 4 MANAGEMENT OF BOOKINGS AND COMMUNICATION The City of Albany will allocate the use of its grounds and is the sole entity that can administer this function The management of sporting precincts is coordinated through Recreation Services Albany Leisure and Aquatic Centre ALAC and the Reserves Team To ensure an equitable and integrated approach to the allocation of grounds the City will only accept seasonal permit bookings from the key associations through the appropriate governance structures and not individual clubs All seasonal bookings are to be made by the key organisations associations by their appointed agent and through the appropriate governance structures Regular training and pre season training is a matter between clubs and associations and needs to be resolved prior to associations applying for their permits Priority will be given to in season over out of season sports Any carryover of final matches into inter season per
Download Pdf Manuals
Related Search