Attachment 4
Seasonal Changeover Guidelines
SEASONAL CHANGEOVER GUIDELINES
FOR SPORTS PAVILIONS
INTRODUCTION
The Seasonal Changeover Guidelines have been developed to enable clubs to
clearly identify and record the condition of a facility before the seasonal changeover
to ensure that broken or damaged equipment and maintenance items are identified
and rectified by the responsible party. The guidelines require a joint pavilion
assessment to be undertaken by both the entering and exiting clubs before the end
of the season. Items for assessment include cleanliness, compliance with the
conditions of the Seasonal Tenancy Agreement (including handover of keys, change
of name on utility accounts and un/covering of cricket wickets).
All clubs that have been allocated with a Seasonal Tenancy Agreement are required
to participate in the seasonal changeover.
For your assistance, the following definitions have been provided:
 “Entering Club” – the club that will be using the reserve and facilities at the
commencement of the new season.
For example: at the commencement of the summer season, a cricket club is the
entering club.

2.
“Exiting Club” – comparatively, the exiting club is the club that is leaving the
facility at the end of a season.
For example: at the end of the summer season, a cricket club is the exiting club.
GUIDELINES
2.1
Pavilion Checklist
A checklist has been designed to assist with the pavilion inspections. Although it is
extensive, the checklist should take no more than one hour to complete. Definitions
are provided in the checklist to help with the easy rating of each item.
2.1.1 Completing the Pavilion Checklist
Representatives from all exiting and entering clubs should be present for the pavilion
assessment, to ensure the pavilion checklist is completed to the satisfaction of all
parties. The entering club(s) is responsible for approaching the exiting club(s) to
arrange a meeting time for the joint pavilion assessment and key handover.
The entering club(s) will assess the pavilion, in agreeance with the exiting club(s),
before the commencement of the new season. Where there is more than one
entering or exiting club, all clubs should be involved in the pavilion assessment and
complete the pavilion checklist. The pavilion assessment will be made using the
checklist. Pavilion assessments will occur at the changeover of seasons (i.e. during
March and September each year).
The checklist must be fully completed with name of the Facility and signed by both
the entering and exiting club representatives (These representatives must not be the
same for both clubs). Where more than one club is using a facility (either as the
entering or exiting club), each club’s name and club representative’s name must be
recorded on the pavilion checklist and signed by them.
The pavilion checklist will not be deemed complete if it is not signed by all user
groups of the facility, both the exiting and entering clubs.
Exiting clubs should aim to achieve a ‘satisfactory’ rating for each applicable item on
the checklist. Therefore, before handover, the pavilion should be thoroughly cleaned
and any damaged, not working or broken equipment should be repaired before the
end of the current season.
2.1.2 Non Compliance with the Pavilion Checklist
 Any checklist items graded as ‘unsatisfactory’ will be counter-assessed by
Council. Should Council also deem the item as unsatisfactory, the exiting club will
be requested to rectify the item to a satisfactory standard within 7 days of
notification by Council. Should the item not be amended to Council’s standard
within the 7 days, Council will charge the exiting club for reinstatement costs.
 Where there is more than one exiting club, any rectification works should be
completed by the clubs jointly. The exiting clubs will be charged equal
proportions for any rectification works required to be completed by Council.
 Clubs will have their name recorded if they do not repair / rectify items that have
been graded as ‘unsatisfactory’. Where the facility is shared, all clubs that do not
repair items will be recorded. This record will then be considered in light of the
club’s requests for grants, capital works applications and future ground
allocations.
 Pavilion assessments that are either not fully completed by clubs, or not received
by Council four weeks after the commencement of the new season, will be
undertaken by Council. The cost for Council to undertake a pavilion assessment
will be charged to the entering club at $50 (as it is the entering club’s
responsibility for arranging the pavilion inspection).
 Council will assess pavilions at random. Assessments undertaken by Council that
are not consistent with the most recent pavilion checklist will require joint
reassessment by the entering club and a Council officer.
2.1.3 Failure to Complete Checklist
Pavilion checklists will be delivered to coincide with the grounds allocation
process. Grounds allocations will be made upon receipt of the completed
and signed changeover assessment.
Clubs that do not provide a fully completed and signed changeover
assessment will be charged $50 for Council to undertake an assessment.


Pavilion assessments must be signed by both parties to be made valid.
Clubs that have a tenancy agreement for more than one season are still required
to complete a pavilion assessment.

Clubs that have a tenancy agreement for more than one season and do not return
a completed pavilion assessment during their tenancy will have their name
recorded and, as a result, will risk the future allocation of a ground(s).
2.2
Maintenance
 Attachment 2 of the Seasonal Tenancy Agreement, ‘Pavilion Maintenance
Responsibilities’ outlines the clubs’ and Council’s responsibilities for pavilion
maintenance. Should any maintenance items be identified on the pavilion
checklist that are Council’s responsibility, they need to be forwarded to Council’s
Customer Service line on 9298 8000. This will ensure all maintenance requests
are logged into Council’s customer requests system and processed in a timely
manner. Any follow up on requests also needs to be directed to this number.
Clubs must gain Council’s approval for any works to be undertaken in the
pavilion. This includes making alterations to the existing conditions of the
building, e.g. erecting walls, changing the height, layout or structure of any
fixtures. Should any alterations be identified that have not been granted Council
approval, the party responsible for the works will be identified and either of the
actions listed below will result. Where the responsible party cannot be identified,
all the current entering and exiting clubs will be held jointly responsible.

Should the work be deemed inappropriate to the nature / purpose of the building
or poorly constructed, and presents a high health and safety risk, the responsible
party (as described above) will be requested to reinstate the pavilion to its original
condition. If the work is not undertaken within four weeks of advice from Council,
the work will be undertaken by Council and charged to the responsible party.

Should the work be deemed appropriate to the nature / purpose of the building
and constructed to a good standard, the responsible party may be requested to
amend the work to fully meet Council’s building and safety standards. If the work
is not undertaken within four weeks of advice from Council, the work will be
undertaken by Council and charged to the responsible party.
2.3
Utilities
The entering club must arrange to have all utilities accounts (e.g. gas,
electricity, telephone) read and changed to the club’s name at changeover.
The pavilion checklist should indicate that utility account names have been
changed.
2.4
Keys
Council has provided keys for its facilities. Where the facility is used by more
than one group, the sets of keys will be shared between users, a list of keys
that have been issued will be provided to assure all keys are accounted for.
NOTE: NO TAGS NAMING THE PAVILION ARE TO BE PLACED ON ANY KEYS,
ALSO NO KEYS TO BE LEFT IN PAVILION (as spare set) AT ANY TIME.
Upon changeover, the exiting club is required to transfer all reserve and
pavilion keys to the entering club. All key holders should be listed on the
pavilion checklist. Council is prepared to provide keys to the entering club if
the exiting club does not provide all sets of keys. In this instance, the exiting
club will be charged a fee per key that Council is required to replace.
2.5
Cricket Wickets
The pavilion checklist includes making appropriate arrangements for the
un/covering of cricket wickets.
It is the entering and exiting clubs responsibility to jointly arrange for the
un/covering of cricket wickets. Council is responsible for delivering / collecting
soil to assist with the wicket un/covering process.
The following procedures should be followed to arrange for the un/covering of
cricket wickets:
2.5.1 At the completion of the summer season
It is the responsibility of the cricket club(s) to advise the winter club(s) of the
final date of use of the cricket wicket.
Council will provide the soil for covering of the wicket. For this to occur, user
groups need to notify Council’s Leisure Services Officer on 9298 8000.
Council standards for the covering and uncovering of wickets can be found in
section 8.6 of the Seasonal Tenancy Agreement, ‘Standard For Synthetic
Wicket Covering’.
2.5.2 At the completion of the winter season
The winter club(s) should advise the cricket club of its final date of use of the
sports ground. The uncovering of the cricket wicket should be undertaken in
accordance with section 8.6 of the Seasonal Tenancy Agreement, ‘Standard
For Synthetic Wicket Covering’, which provides specifications for the
stockpiling of soil etc. (please note the requirements for soil removal from
edges of wickets, and the separating of the waterproof layer from the
stockpiled soil).
Once the clubs have determined arrangements for
uncovering the cricket wicket, user groups need to notify Council’s Leisure
Services Officer on 9298 8000 to arrange for the collection of the stockpiled
soil.
3.
DISPUTE RESOLUTION
Any conflicts that arise between clubs as a result of this process or the
interpretation of these guidelines are to be expressed in writing to the Leisure
Services Officer. Council will investigate the dispute with all involved parties
and determine an outcome. Council’s decision on the issue will be final.
Pavilion Checklist
Reserve Name: ....................................................................................
Date of Inspection: ...............................................................................
Name of Entering Club(s): ....................................................................
Entering Club(s) Representative Name and Position in Club:
1 ………………………………………………………………………………
2 ………………………………………………………………………………
3 ………………………………………………………………………………
Name of Exiting Club(s): ......................................................................
Exiting Club(s) Representative Name and Position in Club:
1 ………………………………………………………………………………
2 ………………………………………………………………………………
3 ……………………………………………………………………………….
Please accurately complete each section in the checklist, assessing the condition of
the pavilion in relation to each category. The assessment is to be undertaken by the
entering club or where there is more than one entering club, the assessment must be
jointly undertaken.
Not all items identified within the checklist are the responsibility of Council to repair /
reinstate. Please see Attachment 3 of the Seasonal Tenancy Agreement, ‘Pavilion
Maintenance Responsibilities’ for an outline of items that are Council’s and the club’s
responsibility.
The following definitions are provided to guide you in your assessment of each
category:



“Satisfactory” – equipment is not broken and is clean, electrical equipment is
tested and tagged.
“Unsatisfactory” – equipment is broken or damaged (e.g. broken tiles, holes /
dented walls, heaters not working, lights, fans, doors) and/or dirty (e.g. dirt,
grease, grime, rubbish, mould, marks) then club must give details of work
required.
“Not Applicable” – this box should only be ticked if the item is not present in the
facility. Where the item is present, a grading of satisfactory or unsatisfactory
should be given.
1.
Pavilion Condition Assessment
Please rate the condition of the pavilion for each of the categories, based on the
definitions provided.
a)
Team shower and toilet areas
Area
Satisfactory
Unsatisfactory Work Required
Showers
Toilets
Hand basins
Hand dryers / mirrors /
Club Responsibility
Bench seats
Internal plumbing
Floor surfaces
Wall surfaces
Ceiling
Internal doors
External doors
Partitions
Lights
Replacement of light globes club
responsibility
Skylights
Windows
Exhaust Fans
Rubbish / rubbish bins
Other
list)
items (please
Waste Department
b)
Team change areas
Area
Satisfactory
Unsatisfactory Work Required
Showers
Toilets
Hand basins
Hand dryers / mirrors
Club responsibility
Bench seats
Internal plumbing
Floor surfaces
Wall surfaces
Ceiling
Internal doors
External doors
Partitions
Lights
Replacement of light globes club
responsibility
Skylights
Windows
Exhaust Fans
Rubbish / rubbish bins
Other
list)
items (please
Waste department
c)
Umpires room
Area
Satisfactory
Unsatisfactory Work Required
Showers
Toilets
Hand basins
Hand dryers / mirrors
Club Responsibility
Bench seats
Internal plumbing
Floor surfaces
Wall surfaces
Ceiling
Internal doors
External doors
Partitions
Lights
Replacement of light globes club
responsibility
Skylights
Windows
Exhaust Fans
Rubbish / rubbish bins
Other
list)
items (please
Waste Department
d)
Disabled shower and toilet areas
Area
Satisfactory
Unsatisfactory Work Required
Showers
Toilets
Hand basins
Hand dryers / mirrors
Club responsibility
Bench seats
Internal plumbing
Floor surfaces
Wall surfaces
Ceiling
Internal doors
External doors
Partitions
Lights
Replacement of light globes club
responsibility
Skylights
Windows
Exhaust Fans
Rubbish / rubbish bins
Other
list)
items (please
Waste Department
e)
Social room
Area
Fire Extinguishers
Electrical Equipment
Satisfactory
Unsatisfactory Work Required
Date Last serviced
/
/
Club responsibility including Testing &
Tagging
Floor surfaces
Wall surfaces
Operable walls
Ceiling
Internal doors
External doors
Lights
Replacement
responsibility
of
light
globes
club
Skylights
Windows
Window
furnishings
(curtains / blinds /
shutters)
Ceiling Fans
Club responsibility
Heater / cooler
Tables / chairs
Servicing of heater club responsibility
air conditioning club responsibility
Club responsibility
Drawers / cupboards /
benches
Rubbish / rubbish bins
Waste Department
Other
list)
items (please
f)
Multi-purpose / meeting room
Area
Fire Extinguishers
Electrical Equipment
Satisfactory
Unsatisfactory Work Required
Date Last serviced
/
/
Club responsibility including Testing &
Tagging
Floor surfaces
Wall surfaces
Operable walls
Ceiling
Internal doors
External doors
Lights
Replacement
responsibility
of
light
globes
club
Skylights
Windows
Window
furnishings
(curtains / blinds /
shutters)
Ceiling Fans
Club responsibility
Heater / cooler
Tables / chairs
Service of heater Club responsibility
air conditioning all clubs responsibility
Club responsibility
Drawers / cupboards /
benches
Rubbish / rubbish bins
Waste Department
Other
list)
items (please
g)
Kitchen
Area
Meets current health
regulations
Fire
Extinguisher/blanket
Electrical Equipment
Satisfactory
Unsatisfactory Work Required
Date Last serviced
/
/
blanket only required if cooking food
Club responsibility including Testing &
Tagging
Floor surfaces
Wall surfaces
Operable walls
Ceiling
Internal doors
External doors
Lights
Replacement
responsibility
of
light
globes
club
Skylights
Windows
Window shutters
Ceiling Fans
Exhaust fans
Sinks / Basins
Drawers / cupboards /
benches
Stove
Refrigerator
Club responsibility including Testing &
Tagging
Internal plumbing
Rubbish / rubbish bins
Other
list)
items (please
Waste Department
h)
Storage areas (please tick)
The exiting club has satisfactorily cleared all storage spaces
 Yes  No
OR
The entering club is willing to allow the exiting club to keep items in storage (in
designated store rooms only) at the facility.
 Yes  No
i)
Building Works
Are there any ‘new’ or incomplete building works in/outside the pavilion (e.g.
additional fixtures or permanent fixtures that have been modified by the exiting
club, e.g. dividing wall, permanent seating, bars etc)?
 Yes  No
If yes, please provide details………………………………………………………………
...................................................................................................................................
…………………………………………………………………………………………………
…………………………………………………………………………………………………
j)
Fire Extinguishers
In accordance with the ‘Seasonal Tenancy Agreement’, clubs are required to
maintain, service and replace when necessary all fire extinguishers.
Are there fire extinguishers in the pavilion?
If yes, has it been serviced prior to change over?
2.
a)
 Yes
 Yes
 No
 No
External Pavilion Condition
Building Works
Is there any damage, modifications / additions / alterations / incomplete works
undertaken by the Club to the external of the pavilion?  Yes  No
If yes, please provide details __________________________________
________________________________________________________________
________________________________________________________________
b)
Roof Damage
Is there any evident roof damage to the pavilion (including spouts, gutters and
eaves)?
 Yes  No
If yes, please provide details _________________________________
External public toilets (toilets located from the outside of the pavilion)
Area
Satisfactory
Unsatisfactory Work Required
Showers
Toilets
Hand basins
Internal plumbing
Floor surfaces
Wall surfaces
Ceiling
Internal doors
External doors/gates
Partitions
Lights
Replacement
responsibility
Skylights
Windows
Other
list)
items (please
of
light
globes
club
3.
Name Change of Utility Accounts (more than one Club)
Clubs are required to pay all utilities during their period of tenancy.
An arrangement for the changing of utility account names is recommended in
accordance with the summer and winter seasons (1 October to 31 March and 1
April to 30 September respectively). This practice ensures that clubs pay for the
utility usage they accrue over the period of their tenancy.
Has the entering club arranged for meter readings and the changing of
account names to the club name?
 Yes  No
Where more than one club is using a facility the users are required to
negotiate proportional payments for utilities.
4.
Keys
Any lost keys must be reported to Council’s Facilities Department
immediately.
NOTE:
ANY LOCKS/ PADLOCKS NOT ON THE COUNCIL
KEYING SYSTEM WILL BE REMOVED.
Handover of Keys
The exiting club has handed over all listed keys of pavilion to the entering club.
 Yes
 No
Entering Club(s): Upon receipt of the keys, please complete the key holder
register on the next page the information required is.
The Key Number is the number on the front of the key e.g. A23.1
The issue number is the number stamped on the reverse side, this
will be a number from 1 to 50 depending on the amount of keys cut
of that key
IT IS NOT THE 000075 NUMBER IT WILL ONLY BE A ONE OR TWO
DIGIT NUMBER
Thank you for your time and patience in this matter and any inconvenience this might
cause but it is essential to be able to keep track of the amount of keys issued at any
time.
KEY DISTRIBUTION
CLUB NAME
Key
Number
Please complete this form including every key
PAVILION .................................
Issue No
Name and Address of Key
Holder
Position
Telephone
5.
Declaration
We the undersigned have jointly undertaken an inspection of the above named
pavilion on behalf of our respective clubs / organisations and agree that the
completed pavilion checklist is an accurate assessment of the condition of the
facility. Keys have been handed over and utility account names changed to
the entering club(s).
Entering Club(s) Representative: .................................. ..........................
Signature
Date
....................................... ..........................
Signature
Date
....................................... ..........................
Signature
Date
Exiting Club(s) Representative: .................................... ..........................
Signature
Date
....................................... ..........................
Signature
Date
....................................... ..........................
Signature
Date
Please return form to:
Robert Morton
Leisure Services Knox City Council
511 Burwood Hwy, Wantirna South 3152
Please contact Robert Morton on 9298 8335 if you have any questions
regarding the completion of the Seasonal Changeover Guidelines.