Mayors Message
Melton Shire Council aims to improve health and wellbeing for our diverse community. This is one of the key objectives in the 2009-2013 Council Plan.
Council offers a wide range of services and infrastructure so that our residents can undertake leisure and recreation activities. Council’s Leisure Services Department manages over 40 active sport and recreation programs and facilities around the Shire.
We are very fortunate that there are many sport and recreation clubs in our municipality that offer so many opportunities for our community. There are currently more than 150 sporting clubs and associations which operate from community facilities. Council appreciates all the time and hard work volunteers put into these groups.
To make your life easier, Council has compiled this Club User Guide. In this guide you can find information on roles and responsibilities of Council and of sporting clubs, who to contact at Council regarding sport and recreation and other areas, a list of emergency phone numbers, a calendar of events and much more.
There is detailed information on usage and seasonal agreements, responsibilities regarding maintenance, surfaces and improvements and risk management, etc. The guide answers a lot of questions that Council often receives from sporting clubs, offers club templates and information that you might not have thought about before.
I highly recommend this Club Users Guide to you.
Cr Justin Mammarella, JP, Mayor of Melton Shire Council.

Section 1 - Introduction
1.1
Melton Shire Council Plan
1.2
Leisure Services Organisational Chart
Section 2 - Communication - Who to Contact
2.1
Emergency Contacts
2.2
Council Contacts and Flowchart
2.3
Council Officers
Section 3 - Calendar of Events
Section 4 - Club Responsibilities
4.1
Types of Usage Agreements
4.1.1 Seasonally Allocated Facilities
4.1.2 Casual and Leased Facilities
4.2
Seasonal Agreement - Specific to Outdoor Clubs
4.2.1 Seasonal Allocation Checklist
4.2.2 Fee Breakdown and Formula
4.3
Use of Facility in Addition to Agreed Seasonal Allocation
4.4
Facility Maintenance Responsibilities
4.5
Risk Management
4.5.1 Risk Management Plan
4.5.2 Suitability of Playing Surfaces and Surrounds
4.5.3 Suitability of Equipment
4.5.4 Public Liability Insurance
4.5.5 Building and Property Insurance
4.5.6 Incorporation
Section 5 - Council Responsibilities
5.1
Inspections
5.1.1 Building Inspections
5.1.2 Surface Inspections
5.2
Sports Surfaces
5.2.1 Playing Surfaces
5.2.2 Watering
5.2.3 Facility Maintenance Responsibilities
5.2.4 Security
5.2.5 Vandalism and Graffiti
5.2.6 Cleaning and Waste Removal
Melton Shire Council Club User Guide

Section 6 - Facility Improvements
6.1
Facility Improvements
6.2
Timeline / Flowchart / Checklist
6.3
Funding Capital Works, Major and Minor Works
Section 7 - Club Resources
7.1
Club Tools
7.2
Grants (Council, External Funding Sourcing, etc)
7.3
Business Planning and Budgeting
7.4
Getting Your Message Out There
7.4.1 Local Schools
7.4.2 Electronic Marketing
7.4.3 Promotional Ideas
7.5
Fundraising
7.6 Sponsorship
7.7
Access for All Abilities
Section 8 - Permits and Regulations
8.1
Event and Festival Permits
8.2
Signage Permits
8.3
Food Handling Permits
8.4
Liquor Licences
8.5
Gaming Licences and Permits
Section 9 - Leisure Opportunities
9.1
Synthetic Surfaces
9.2
Leisure Centres
9.3
Community Facilities for Events
9.4
Other Opportunities (Hike and Bike Trails, Open Space)
Section 10 - Policies and Procedures
10.1
Policies and Procedures
Section 11 – Useful contacts and websites
Section 12 – Running Your Club
12.1
Committee Positions, Roles and Responsibilities
12.2
Conducting Meetings
12.3
Incorporated Association Overview
Melton Shire Council Club User Guide

Section 13 – Club Templates
13.1
AGM Notification and Agenda Template
13.2
Ordinary Meeting Agenda Template
13.3
Club Newsletters
13.4
Nomination Form
13.5
Proxy Form
13.6
Promotional Flyer
13.7
Meeting Minutes
13.8
Volunteer Qualifications Record Keeping Sheet
13.9
First Aid Checklist
13.10 Club Position Descriptions
13.11
Templates / Policies / Forms Found on the CD Rom
Section 14 - Working Club Document
14.1
Working Club Documents
Melton Shire Council Club User Guide

Section 1 - Introduction
The Shire of Melton is one of the fastest growing municipalities in Australia. The Shire currently comprises over 150 sporting clubs and associations which operate from community facilities.
Approximately 50% of Melton residents participate in some form of organised sport or informal recreation on an annual basis!
Council’s Leisure Services Department manages over 40 active sport and recreation programs and facilities around the Shire. In addition, the Leisure Services Department provides support to clubs and other community groups to ensure that the community has opportunities to maintain their physical, social and mental wellbeing.
The purpose of the User Guide is to provide clubs and groups with basic information regarding the role of Council, clubs and other groups in improving access to and management of sporting organisations and facilities within the Shire of Melton. For more information visit www.melton.vic.gov.au/leisure

Shire of Melton Council Plan
1.1 Melton Shire Council Plan
The 2009-2013 Council Plan outlines the strategic priorities for the Melton Shire Council over a four year period. Reading through the Council Plan will provide club administrators with an understanding of Council’s future direction. The Council Plan is reviewed each year, and Council then develops the Council Annual Action Plan and
Budget for the following year. This outlines Council’s budget forecasts and key projects from year to year.
The Strategic Objectives of the 2009-13 Council Plan are:
1.
Community Health and Wellbeing: Improving health and wellbeing for our diverse community
2.
Environment: Protecting and enhancing our environment
1.1
3.
Business and Employment: Increasing business and employment opportunities
4.
Managing Growth: Ensuring our fast growth is well planned and managed, and infrastructure is well maintained
5.
Leadership: Leading the organisation and the community through accountability, transparency and advocacy
6.
Community Engagement: Fostering a well-connected and engaged community
The Council Plan can be found at www.melton.vic.gov.au/download
Melton Shire Council Club User Guide

1.2 Leisure Services Organisational Chart
MIRC
CSLC
Chief Executive
Officer
General
Manager
Manager
Leisure &
Libraries
Leisure Centre
Coordinator
Leisure Facilities
Officer
MIRC - Melton Indoor Recreation Centre
CSLC -Caroline Springs Leisure Centre
Recreation
Coordinator
Recreation
Development
Officer
Leisure Services Organisational Chart
Leisure Services
Officer X 2
Sport and
Recreation
Clubs
1.2
Environment
Buildings and
Maintenance
Capital Works
Parks and Open
Space
Events and
Festivals
Council’s Leisure Services Department comprises a number of staff with various roles and responsibilities. Club’s first point of contact is always the Leisure Services Officers who can direct requests to the appropriate area within Council. This will save clubs the confusion of who to contact and when!!!
An example of how clubs can work with Council’s Leisure Service Officers is provided in
Section 2.2 Council Contacts and Flowcharts.
 www.melton.vic.gov.au/leisure
 Contact Leisure Services 9747 7200
 Come into Council’s Customer Service Centre at
Melton - 232 High Street Melton
Caroline Springs - 193 Caroline Springs Boulevard
Caroline Springs
Melton Shire Council Club User Guide

Mayors Message
Melton Shire Council aims to improve health and wellbeing for our diverse community. This is one of the key objectives in the 2009-2013 Council Plan.
Council offers a wide range of services and infrastructure so that our residents can undertake leisure and recreation activities. Council’s Leisure Services Department manages over 40 active sport and recreation programs and facilities around the Shire.
We are very fortunate that there are many sport and recreation clubs in our municipality that offer so many opportunities for our community. There are currently more than 150 sporting clubs and associations which operate from community facilities. Council appreciates all the time and hard work volunteers put into these groups.
To make your life easier, Council has compiled this Club User Guide. In this guide you can find information on roles and responsibilities of Council and of sporting clubs, who to contact at Council regarding sport and recreation and other areas, a list of emergency phone numbers, a calendar of events and much more.
There is detailed information on usage and seasonal agreements, responsibilities regarding maintenance, surfaces and improvements and risk management, etc. The guide answers a lot of questions that Council often receives from sporting clubs, offers club templates and information that you might not have thought about before.
I highly recommend this Club Users Guide to you.
Cr Justin Mammarella, JP, Mayor of Melton Shire Council.

Melton Shire Council Club User Guide