Sharing sport and recreation facilities
Facts for sporting clubs and associations
Sport and recreation can bring people from a range
of user groups together to unite in a common
interest. In many instances there are opportunities
for sport and recreation organisations to develop
shared facility partnerships in order to broaden
access, maximise usage and to share operating
costs. This provides opportunities for organisations
to develop strong partnerships that combine
resources and are mutually beneficial.
For shared facilities to be successful, however, all
user groups need to identify their own specific
need for use and access, as well as identify if
compatibility exists or can be fostered.
What does shared facility use mean?
Shared facility use refers to multiple user groups
sharing and utilising a sport and recreation facility.
The potential benefits of shared facilities
• less duplication of facilities and increased use
• increased viability of clubs and facilities
• the creation of community/activity hubs that
promote social inclusion as well as participation
opportunities
• shared capital costs, resources and expertise,
leading to more efficient use of resources,
environmental benefits and reduced operating
costs
www.sportandrecreation.tas.gov.au
• improved relationships that will lead to
increased networking between user groups
• access to a broader range of programs
• greater potential to attract sponsorship and
grant funding due to an increased participation
base
• sustainable funding and improved management
of maintenance arrangements that can ensure
financial viability and increase community
support for the facility and its programs.
Impediments to shared facilities
• incompatible partnerships between user groups
due to unclear or unaligned objectives and lack
of a shared vision
• opposition or resistance from members
of clubs based on differing expectations,
misconceptions and reluctance to share
• potential for an imbalance of representation
from user groups on management committees
• the partnership between user groups may not
be mutually beneficial and may in some cases be
detrimental to a user group
• programming issues
• security and access concerns with the facility
Sharing sport and recreation facilities
Facts for sporting clubs and associations
• potential for a complex management structure
A successful partnership should
• because of multiple user groups as opposed to
a single user group.
• involve compatible services and arrangements
that are mutually beneficial
Things to consider before entering shared
facility partnerships
• be based on shared vision, aligned objectives
and good governance
• that compatibility exists between user groups
• feature clearly specified and measurable
performance indicators
• there are defined organisational relationships
and responsibilities through a documented
management structure
• risk management issues have been considered
including:
• financial management
• agreed policies and legislative compliance
• there are mutual benefits for all users groups.
Managing partnerships
The relationships between user groups need to
be well managed in order for the partnerships
to be successful. All user groups need to
contribute and be considered when a management
structure is developed. Input from all user groups
should ensure the overall management model
complements the governance of each individual
user group. Each user group will have varying
expectations as well as different resources, skills
and organisational requirements but the key
elements to a successful partnership are flexibility,
trust, open communication and co-operation.
• feature strong cooperative relationships
between clubs that is based on a clear
understanding of how the facility will be
managed
• include and consider all user groups and ensure
they have an understanding of the financial and
legal aspects of the partnership
• feature flexibility, trust, open communication,
co-operation and strong community
engagement.
Community use of school facilities
There are many high-quality sport and recreation
facilities within school sites. These school facilities
are often an ideal venue for facility sharing, which
can provide benefits both to the school and
community user groups. Generally, schools prefer
user groups to utilise the facility outside school
hours, which will suit most sport and recreation
groups that generally want to use the facility during
the evenings and weekends.
In 2009, the State Government introduced a
blanket public liability cover that allows community
user groups that do not have public liability
insurance, to be covered under this blanket public
liability insurance when accessing Department of
Education facilities. To view the school facilities
available for community use in Tasmania visit:
http://www.education.tas.gov.au/dept/contact/
community-use
www.sportandrecreation.tas.gov.au
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Sharing sport and recreation facilities
Facts for sporting clubs and associations
Facility Sharing Checklist
The more of these points your organisation is able to tick off the more likely it is to experience a
successful facility sharing arrangement.
Governance
Operational
FFDoes compatibility exist between the user
groups e.g., a shared vision and aligned
objectives?
FFHas a clearly defined operational management
and reporting structure and plan been agreed to
and is it documented?
FFAre there clearly defined written agreements
setting out the roles, responsibilities and
commitments of each user group e.g., Terms of
Reference or a Memorandum of Understanding
(MOU)?
FFAre there agreements, position descriptions or
delegation statements in place for all operational
roles and responsibilities?
FFCan the user groups meet the usage
requirements set by the overall management
committee e.g., is the club constituted,
incorporated and covered for public liability?
FFIs there adequate signage that provides details
on who to contact in case of an emergency, and
the facility’s opening hours?
FFIs there a written vision and documented
objectives for the shared facility?
FFHas a management structure for the facility
been agreed on?
FFHas the program of activities been agreed upon
and documented?
FFHave the schedule of fees for user groups been
determined and agreed on?
FFHave membership fees for all user groups been
established and agreed on?
FFHas a fee schedule for non-aligned users been
established and agreed on?
FFAre there resolutions of grievance processes in
place?
FFIs there a facility maintenance agreement and/
or a facility management system in place that
documents who is responsible?
FFIs there an up to date key register that
determines who has keys and access to the
facility? www.sportandrecreation.tas.gov.au
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Sharing sport and recreation facilities
Facts for sporting clubs and associations
Case Study
Circular Head Community Recreation Centre
Background – planning and development
Maintaining partnerships
In 1999, the Circular Head Council adopted
the Circular Head Recreation Facilities Plan
that reviewed the provision and condition of
various recreation facilities within the Circular
Head municipality. It highlighted that there were
inadequate and redundant sport and recreation
facilities in the municipality and that some of the
ageing facilities would require a considerable
amount of expenditure to bring them up to an
appropriate standard.
The CHCRC steering committee met on a regular
basis to develop the feasibility, project management
and business plan and develop a set fee structure
for the complex. It also coordinated media releases
and community information sessions.
The Plan identified that the Smithton Football
Clubrooms and Scotchtown Football Clubrooms
both required major upgrades and maintenance
and that the Smithton grandstand was derelict and
condemned. It recommended that a feasibility study
into the development of a centralised multi-use
sporting facility be undertaken.
Once the facilities construction commenced an
incorporated board, the Circular Head Community
and Recreation Centre Board (CHCRCB) was
established with representatives from all user
groups and interested community members and a
management plan was developed. The CHCRCB
meet on a monthly basis to undertake day-to-day
operations of the centre and currently holds the
liquor licence and pays all the expenses for the
facility.
Both football clubs operated individually and the
initial suggestion of a shared facility was not totally
supported but other user groups expressed an
interest in the multi-use proposal and it was agreed
to explore the potential benefits of a community
centre/venue.
An Outdoor Grounds Committee manages the
condition and allocation of outdoor grounds and
reports directly to the Circular Head Council.
Therefore it is important for the relationship
between the CHCRCB and this committee is
open and transparent in order for the outdoor
grounds and CHCRC facilities to run efficiently and
effectively.
Beginning partnerships
Current Situation
The Circular Head Community Recreation Centre
(CHCRC) steering committee was formed to
consider the proposal and ascertain the feasibility
of a shared facility at the Smithton Recreation
Ground. Representatives on the CHCRC steering
committee include members from the community,
sport and recreation organisations and council.
It liaised regularly with community, user groups,
council representatives, Sport and Recreation
Tasmania and the various tiers of government. It
looked at community needs, undertook analysis
of economic and demographic characteristics,
participation trends, considered the location issues,
along with management and operational issues.
These planning documents informed the decision
to progress the project.
The CHCRCB has explored and offered other
services to the community in order to increase its
capacity. It provides catering services for events
and also utilises the Hall of Fame for conferences,
forums and meetings.
www.sportandrecreation.tas.gov.au
The CHCRCB is flexible and caters for all their
user groups and seeks opportunities to keep their
costs down. Equally when a user groups does not
have access to the bar or function area on game
day because a function is booked, the CHCRCB
offers the user group the opportunity to run
the bar for that function, in order to raise extra
revenue.
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Sharing sport and recreation facilities
Facts for sporting clubs and associations
The current user groups of the CHCRC facilities,
including the outdoor grounds are:
Little Athletics
Circular Head Netball Association
Smithton Tennis Club
Scotchtown Football Club
Combine Cricket Club
Key lessons
Some of the key lessons that were learnt from
implementing this project included:
• consult with the community and gauge what is
required as opposed to what they think they
would like
• ensure there is compatibility between the user
groups
• ensure there is an opportunity for user groups
to have a designated ‘home’ area to help
maintain and develop individual club identities
• develop an agreed pricing structure for user
groups and community use of the facility
• understand the project/proposal funding
requirements and what each user group can
contribute
• consult with all user groups regarding the user
contracts and consider their capacity to pay
as well as who has responsibility for ongoing
maintenance and asset replacement
• carefully consider the location of the facility
• a ‘champion’ is required to engage with
community and steering committee to start the
project and to bed the project down once the
building is complete
• develop a succession plan and continue to
seek interested community members to hold
positions on the management board
• employ a manager to oversee operations of the
centre and to accept the responsibilities of the
licensee
• provide training to up skill volunteers in
governance matters and the management of
other issues such as events and risk
• seek professional assistance when forming
committees – roles and responsibilities/position
descriptions are crucial and when properly
defined and recorded can save time and money
• continue promoting all facets of the facility to
increase membership using various methods
such as website and social media, and ensure all
aspects of the facility are promoted
• ensure the community understands that the
established user groups have priority access for
use of the facility
• identify and agree on licencing areas with all
user groups.
For further information contact Mary Allen at the
Circular Head Community Recreation Centre on
0419 101 634, or Deb Mainwaring at the Circular
Head Council on (03) 6452 4825.
• ensure the design of the building is well
researched and utilises all space efficiently
• seek business partnerships for funding/sponsors
Sport and Recreation Tasmania
phone: 1800 252 476
email: [email protected]
web: www.sportandrecreation.tas.gov.au