Request minor works to council-owned sports facilities and assets

Sports clubs that want to undertake maintenance, modifications and minor works at their cost to any council-owned sporting facilities or assets must request our approval first.

Examples of minor works that clubs may fund are:

• mount a TV or audio equipment on a wall
• install an electronic scoreboard
• install a shade structure
• add storage facilities
• replace playing surfaces or fencing, etc.

Request approval for club-funded works

1. Identify your project and its scope/specifications.
2. Contact our Sport and Recreation Team by phone (03) 9278 4797 or email [email protected] for advice on the proposed project.
3. Obtain quotes, develop plans and identify a preferred contractor. Depending on the nature and location of the works, we may request that the quotes and works are done by a council-approved contractor, because they are familiar with our sportsgrounds, pavilions and associated infrastructure.
4. Submit a request for us to approve your works. You must attach these supporting documents:

• Quote from builder and/or construction company
• Contractor’s insurance certificate, including business details and WorkCover certificate
• Concept plans including structural plans, site maps and specifications where required
• Planning permit if required
• Building permit if required
• Other permits as required eg Asset protection permit, Road or footpath access permit

Request approval for club-funded works

Next steps

We'll review your request and contact you if we need more information.

We will formally approve or reject your application.

If your application is successful, we'll outline any conditions that need to be followed and negotiate the timing of the works.  

Access to parks and open spaces

Some works may require access to our parks or open spaces. If so, you'll need to give us details of access routes and any vehicles involved so that we can arrange access.  

Park access is granted between 1 December and 1 April and is weather dependent, but we can consider extenuating circumstances.

Please allow at least 5 weeks for us to process park access requests.

During the works

You must keep the condition of the facility maintained. If your works cause any damage, your club and/or contractor will be responsible for repairing it.

We might conduct inspections during the works to ensure that contractors meet our safety standards. We'll also carry out a final inspection after the works are completed.

Costs

If building and/or planning permits are required, you'll need to submit designs and plans. These will add to your project costs. For information on building and planning permits, call us on (03) 9278 4444 or email [email protected].

If asset, road and footpath permits are required it will add to your project costs. We recommend you discuss potential permits with your preferred contractor.

We suggest you factor in a contingency cost of 10% (of your estimated cost), to cover unforeseen costs that might arise.

We don't financially contribute to any works unless they are identified in the adopted Council budget.  

Some works will require an asset installation deed agreement between us and the club funding the works. This is to make clear the maintenance responsibilities of both parties. Our Legal Services team will draft the agreement, which must be signed by the sports club and a council representative.