Council Meeting, 27 May 2014
1.2
Section 1.2 – Page 6
SYNTHETIC PLAYING SURFACE AT JACK EDWARDS RESERVE, OAKLEIGH
(JC:JS)
Responsible Director: Julie Salomon
EXECUTIVE SUMMARY
PURPOSE
This report proposes the management model and fees and charges structure for
Council synthetic playing surfaces that will be introduced at Jack Edwards Reserve in
Oakleigh at the completion of the construction of the synthetic surface in 2014/15.
KEY CONSIDERATIONS/ISSUES
On 27 August 2013 Council endorsed the recommendations from the Synthetic
Sports Surfaces Feasibility Study. The study assessed the need and evaluated the
current provisions and options for the development of synthetic sports surfaces in
Monash. Stage 1 of the study determined priorities for soccer and athletics.
Jack Edwards Reserve, home to Oakleigh Cannons Football Club and Chisholm
United Football Club, was identified as the highest priority and earmarked for
construction in 2014/15. This project has been included in the draft Budget
presented to Council on 29 April 2014.
There are a number of different management models that councils are using for
the provision of synthetic fields. These include club managed, council managed,
private and commercial arrangements, and school managed facilities. It is
recommended that Council assume responsible for the management of synthetic
playing surface which includes ground allocation, maintenance and the setting of
fees and charges.
In addition, the majority of councils with synthetic sports surfaces have
implemented a return on investment strategy that aims to recoup the anticipated
maintenance and replacement costs. This ultimately provides councils with the
funding to replace and/or upgrade the playing surface at the end of its lifespan
(typically 10-12 years).
Given the varied type and hours of use by different user groups (club, school, private
contractors) it is recommended that Council adopt a scaled recoup of costs. This
approach allows for Monash clubs to have a lower rate that is gradually increased
over the initial three years with schools and other users assisting with cost recovery.
CONCLUSION/RECOMMENDATION
It is recommended that Council assumes responsibility for the management of the
new synthetic surface and commences discussions with the two tenant clubs and
other soccer clubs regarding ground allocations in July 2014. In addition, it is
recommended that Council introduces a scaled approach to recoup costs for
maintenance and future replacement upon completion of the playing surface.
Synthetic Playing Surface at Jack Edwards Reserve
Council Meeting, 27 May 2014
1.2
Section 1.2 – Page 7
SYNTHETIC PLAYING SURFACE AT JACK EDWARDS RESERVE, OAKLEIGH
(JC:JS)
Responsible Director: Julie Salomon
RECOMMENDATION
That Council:
1.
Assumes direct responsibility for the management of the new synthetic
surface at Jack Edwards Reserve, including ground allocation,
maintenance and setting of fees and charges; and
2.
Supports the introduction the scaled fees and charges structure that aims
to recoup costs of the maintenance and future replacement of the life of
the surface.
INTRODUCTION
This report proposes the management model and fees and charges structure for
Council synthetic playing surfaces that will be introduced at Jack Edwards Reserve in
Oakleigh at the completion of the construction of the synthetic surface in 2014/15.
BACKGROUND
Monash City Council manages and maintains more than 80 sports fields catering for
a wide variety of sports and used by a wide range of sport and recreational clubs.
The Active Reserves Strategy 2010 (Stage 1) recommended that Council undertake a
feasibility study for synthetic surfaces.
On 27 August 2013 Council endorsed the recommendations from the Synthetic
Sports Surfaces Feasibility Study. The study assessed the need and evaluated the
current provisions and options for the development of synthetic sports surfaces in
Monash. Stage 1 of the study determined priorities for soccer and athletics.
The study involved site assessments which included inspections of playing surface,
associated infrastructure and observational assessment of the site’s overall
potential suitability to accommodate future synthetic surface development.
Locations were then categorised as high priority, low priority or not suitable.
Jack Edwards Reserve, home to Oakleigh Cannons Football Club and Chisholm
United Football Club, was identified as the highest priority and earmarked for
construction in 2014/15. This project has been included in the draft Budget
presented to Council on 29 April 2014.
The Synthetic Sports Surfaces Feasibility Study also highlighted the need to establish
a management model and return on investment strategy prior to the construction
Synthetic Playing Surface at Jack Edwards Reserve
Section 1.2 – Page 8
Council Meeting, 27 May 2014
of any new synthetic playing surface.
DISCUSSION
There are a number of different management models that councils are using for
the provision of synthetic fields. These include club managed, council managed,
private and commercial arrangements, and school managed facilities. The benefits
for tenant clubs and the community can vary depending on the preferred
management arrangement.
Given the level of capital investment, Council must ensure the facility provides
equitable access and maximises participation and use. As such it is recommended
that Council assumes responsible for the management of synthetic playing surface
which includes ground allocation, maintenance and the setting of fees and
charges.
Councils have also adopted a number of approaches when establishing a return on
investment (ROI) strategy for synthetic playing surfaces. As a minimum, the majority
of councils with synthetic sports surfaces have implemented a strategy that aims to
recoup the anticipated maintenance and replacement costs. This ultimately provides
councils with the funding to replace and/or upgrade the playing surface at the end
of its lifespan (typically 10-12 years).
Table 1 outlines the hourly costs associated with maintaining and replacing the
surface depending on the usage hours. The anticipated recoup cost for the new
synthetic surface at Jack Edwards Reserve is $22 per hour.
Table 1: Usage Cost Comparator Options
Usage cost options
ROI costs per hr (maintain & replace)
Weekly
Hours of Use
Type of usage
10 yrs
20 yrs
30 yrs
20
Very low
30
Low
40
Medium
50
High
60
Very High
$
61.00
$
41.00
$
30.00
$
24.00
$
20.00
$
67.00
$
45.00
$
34.00
$
27.00
$
22.00
$
65.00
$
43.00
$
33.00
$
26.00
$
22.00
Given the varied type and hours of use by different user groups (club, school, private
contractors) it is recommended that Council adopt a scaled recoup of costs. This
approach allows for Monash clubs to have a lower rate that is gradually increased
Synthetic Playing Surface at Jack Edwards Reserve
Section 1.2 – Page 9
Council Meeting, 27 May 2014
over the initial three years with schools and other users assisting with cost recovery.
Table 2 outlines the scaled approach.
Table 2 Scaled Return on Investment Costs (per/hour)
2014/15
2015/16
2016/17
Monash Based clubs
$
11.00
$
16.50
$
22.00
Monash based schools
$
22.00
$
27.50
$
33.00
Other users
$
33.00
$
38.50
$
44.00
Council will commence discussions in July 2014 with the two tenant clubs and other
clubs in the southern catchment of Monash to discuss ground usage and allocation.
It is anticipated that construction will commence in September 2014 with
completion due in April 2015 in preparation for the winter season. The new fees and
charges structure will be introduced upon completion of the works.
POLICY IMPLICATIONS
The Synthetic Sports Surface Feasibility Study provides clear direction for the
development of synthetic sports surface within Monash for the next 10 years. The
Study complements Council’s Asset Management Plans and Capital Works Programs.
The Synthetic Sports Surface Feasibility Study has strong links with Monash’s Council
Plan 2013-17, Active Reserves Strategy and the directions proposed in the Monash
Health and Wellbeing Partnership Plan.
The fees and charges will need to be noted in the 2014/2015 Budget - Schedule of
Fees and Charges that will be presented to Council on 24 June 2014.
FINANCIAL IMPLICATIONS
Council’s Active Reserves Strategy and Synthetic Sports Surface Feasibility Study
both utilized a consultative and evidence based approach to develop facility upgrade
priorities and guide future decision making. Council is committed to this approach,
and would apply the same principles when considering any future decisions in
relation to synthetic surfaces.
CONCLUSION
As Council faces the challenge of maintaining quality facilities and increasing demand
from the community, the recommended return on investment strategy and
management model ensures Council can support the equitable provision of sport
within the muncipality.
Synthetic Playing Surface at Jack Edwards Reserve