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PORTLAND MULTI-SPORTSYNTHETIC TURF PLAYING FIELD STUDY

FINAL REPORT

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PORTLAND MULTI-‐SPORT SYNTHETIC TURF PLAYING FIELD STUDY -‐ FINAL REPORT

About this document This document is the final report for the Multi-‐Sport Synthetic Turf Playing Field Study. Glenelg Shire Council received and noted the interim report on 22 November 2011 and adopted the following recommendations: 1. That Council note the Interim Report of the Multipurpose

Synthetic Surface Feasibility Study.

2. That Council approves the continuation of the Multipurpose Synthetic Surface Feasibility Study to completion of Stage Three with funding options and management models to exclude any contribution from Council.

3. That the Project Steering Committee is informed that a Multipurpose Synthetic Recreation Surface is not currently a priority for Council and that Council will not be providing any funding contribution in the foreseeable future.

The final report has been prepared by @leisure on behalf of, and in conjunction with Council staff, Portland Hockey Club, Department of Planning and Community Development (DPCD) and other key stakeholders including Portland Secondary College and the Department of Education and Early Childhood Development (DEECD). Whilst the Portland Secondary College (PSC) oval was determined to be the preferred location, the College have stated that: A synthetic turf field is not a PSC priority at this time The College has no budget capacity for construction,

administration, maintenance support The DEECD does not fund synthetic turf The PSC would be a user group Land usage provisional to DEECD Ministerial approval

The report recommendations are intended to guide the long-‐term future implementation and management of a multi-‐sport synthetic turf playing field in Portland should it become a priority for Council and the PSC.

Acknowledgments @leisure wishes to acknowledge the support and assistance provided by all stakeholders and community members who supplied information, participated in telephone interviews, attended workshops and completed online feedback. In particular we would like to thank: Kerry Geyer, Glenelg Shire Council Dayle King, Glenelg Shire Council Phil Currie, DPCD (Sport and Recreation) Lynda Smith, Portland Hockey Club Mike Risk, Portland Hockey Club Andrew Welfare, Portland Hockey Club Toni Burgoyne, Portland Secondary College Glenn Kane, Portland Secondary College David Cross, DEECD (Barwon South Western Region)

All rights reserved. No part of this publication may be reproduced, stored in a

retrieval system or transmitted in any form, by any means, without the prior written permission of

Glenelg Shire Council and @leisure

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PORTLAND MULTI-‐SPORT SYNTHETIC TURF PLAYING FIELD STUDY – FINAL REPORT 2

Contents Summary ............................................................................................... 3

1. The project ....................................................................................... 8 1.1 Introduction ............................................................................. 8 1.2 Background .............................................................................. 8 1.3 Project Aims ............................................................................. 9

2. Hockey in Portland ......................................................................... 10 2.1 Current situation .................................................................... 10 2.2 Desired situation .................................................................... 11

3. Merit of such a facility .................................................................... 13 3.1 Stakeholder views .................................................................. 13 3.2 Portland hockey market ......................................................... 13 3.3 Other potential users ............................................................. 16

4. Locating the facility......................................................................... 19 4.1 Flinders Park .......................................................................... 20 4.2 Nelson Park ............................................................................ 21 4.3 Portland Secondary College .................................................... 22

5. Preferred nature of facility.............................................................. 24 5.1 Sports to be accommodated................................................... 24 5.2 Surface options ...................................................................... 24 5.3 Other design considerations ................................................... 26

6. Likely cost of the facility ..................................................................28 6.1 Probable capital costs .............................................................28 6.2 Maintenance and replacement costs ......................................29 6.3 Schedule of use and revenue ..................................................30 6.4 Revenue versus costs to operate.............................................31 6.5 Potential funding sources .......................................................32

7. Ownership and management options..............................................33 7.1 Management responsibilities..................................................33 7.2 Development and joint use agreement ...................................34

8. Implementation ..............................................................................35

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Summary

Glenelg Shire does not currently have a synthetic turf playing field to cater to the current and future needs of hockey and other multi sport use by schools and the community within Portland’s catchment area of 17,000 residents.

Competitive hockey requires a flat predictable playing surface for improved player comfort, safety, playability and development that, despite the best efforts of Council and the Club, the natural turf of Nelson Park cannot afford. Hockey training facilities at Flinders Park are sub standard and tired with a 20 year old strip of used ‘astro turf’ carpet, basic flood lighting and only moderate fencing.

Merit

As a result of investigations there appears merit in the future development of a synthetic turf field at Portland Secondary College to sustain and grow hockey in the town and Shire if developed for multi-‐sport and school use. It would complete a strategic ‘diamond’ of synthetic facilities, with Warrnambool, Mt Gambier, and proposed at Hamilton that would substantially cater to the current and future hockey needs in the Barwon and Western region of Victoria, whilst encouraging more participants and competition depth.

The likely numbers of Portland Hockey Club participants would be expected to escalate beyond 200, utilising the facility for 20 hours per week during winter season weeknights and weekends. Based on State and National player averages, school hockey participation might be expected to grow exponentially, to in excess of 350 players

if located at or central to Portland schools. It is anticipated that school students, hockey and community sporting clubs would use the facility up to 60 hours per week, more than any other sporting reserve in the Shire. Whilst the Club have expressed a sense of significant disadvantage by not having ready access to synthetic turf for games, it recognises that such a facility in Portland needs to accommodate multi-‐sport use by schools and other clubs in order to be financially viable.

Facility

The vision is for a multi-‐sport synthetic playing field (101m x 65m) with sports lighting, security fencing, umpire and player boxes, and score board with capacity to meet International Hockey Federation (FIH) standards, whilst also catering for hockey club and school training and multi-‐sports including: running (100m four lane running track), touch and modified football, futsal and modified soccer, tennis and cricket. Auxiliary facilities desired to accommodate the synthetic turf playing field include: club, toilet/change, kiosk and first aid buildings, car parking, spectator seating/areas and water tanks.

Preferred location

Following an investigation of Portland sporting fields and undeveloped reserve space, it was determined that three locations warranted further investigation: Flinders Park, Nelson Park and Portland Secondary College. Using agreed and weighted selection criteria it became apparent that the Portland Secondary College oval offers the best and most feasible site to attract an optimal level of hockey, school and sports club participation in Portland.

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The compelling reasons for a multi-‐sport synthetic turf field at Portland Secondary College are:

The existing oval natural turf is regarded as unsuitable for school physical education and sporting purposes and has the capacity to accommodate a full size hockey pitch with a north south orientation that would add significantly to the Portland community’s sport and recreation playing space inventory

Portland Secondary College in 2011 has 714 registered students and neighbouring All Saints Parish Primary has 290 students, Bundara Primary 236 students, Portland Special Development School 36 students and St Johns Lutheran College 180 students are all within a comfortable walking distance of the oval. The College and schools have indicated that they would make comprehensive use of such a facility all year round during school hours from 8.30am – 4pm Monday to Friday

The integrity of natural turf playing spaces at Nelson Park and Flinders Park would be retained, affording greater flexibility for Council to accommodate existing and future sporting club needs following the relocation of the hockey club

Through design and College programming, sport clubs offering little athletics, tennis, soccer, Australian Rules, diamond sports and cricket are likely to benefit as a result of students being introduced and participating in such activities during school hours

The synthetic facility is also likely to attract Portland sports club summer season users and community activities outside of school and hockey club requirements as a result of it being a more attractive and viable alternative to existing natural turf facilities

Although the Portland Secondary College oval is considered the most feasible location for a synthetic turf facility it has a number of issues that need to be addressed. The oval is not readily accessible from the street and car parking, has auxiliary toilets only and is not under the direct care and control of Council. The College would effectively own and potentially be fully responsible for the facility’s maintenance and bookings management, including the collection and payment of all fees and charges, unless otherwise agreed, or determined by a funding arrangement ‘heads of agreement’ with the Club, Council or other entity.

Design

The Portland multi-‐sport synthetic turf playing field would suit a ‘hybrid sand dressed’ surface designed to accommodate hockey and some or all of the following sports:

Hockey, full field line marked to meet FIH standards. Two short-‐sided pitches line marked for training and recreational games.

Running, four lane 100m (400m is cost prohibitive) running track line marked outside hockey playing field

Tennis, 12 courts line marked for training and recreational games if suitable surface is available and agreed

Soccer, two short sided (line marked for hockey) pitches for training and recreational games

Australian Rules, fence tape or sleeved removable football posts for training and recreational games only

School and club training and recreational games without permanent line marking including: Diamond sports e.g. teeball, softball, baseball, touch football, “Kanga” cricket

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A concept design drawing with the most suitable and effective combination of sports based on costs and benefits to participation are shown following recommendations in this summary.

Probable Costs

The following table outlines the probable costs for a full size hockey and multi-‐sport synthetic field and the likely work and associated price breakdown1:

Anticipated Capital Works Price Breakdown $ (excl. GST)

Geotechnical testing, survey, engineer plans and design $26,000 Site establishment $15,000 Base preparation $63,000 Lighting system $195,000 Base construction including drainage $342,000 Fencing $67,000 Shock pad and synthetic grass installation $358,000

TOTAL $1,066,000

Once necessary auxiliary works are factored into the project, the total probable costs are more likely to be up to $1.5million (excl. GST). There would be annual escalation costs, which for capital works of this nature are typically higher than CPI.

1 Supplier probable costs provided in 2011 based on other similar projects only

There are advantages to doing geotechnical surveying prior to going to design and construction. Suppliers generally offer an eight-‐year product warranty, subject to use and generally expect a synthetic surface life between 10-‐12 years. The effort and cost required to maintain synthetic turf is considerably less than natural turf and can be undertaken by suppliers at a probable cost of $6,500 per annum or alternatively the facility manager can purchase the specialised equipment required.

Based on comparative scenarios of scheduled College, hockey and other school and sport use, the Portland Secondary College synthetic turf playing field has the capacity to generate sufficient revenue to meet costs directly related to the synthetic turf facility maintenance and service charges (e.g. power). Depending on the total level of hired use and the fees determined, the synthetic turf facility also has the potential to partially or substantially fund the cost of replacing the synthetic turf after ten years, estimated at $35,000 per annum.

At a stakeholder meeting conducted on 1 July 2011, the Portland Secondary College Principal agreed ‘in principle’ to the synthetic turf facility being developed on its oval site based on investigations conducted and this partnership philosophy being formalised by way of a Heads of Agreement or Memorandum of Understanding.

The College, Hockey Club and Council should aim to be equitable partners in the proposed development, responsible for an agreed share in the capital, ongoing and synthetic turf replacement costs. This partnership approach would mean all parties would work together to seek and raise funds for the project, including through various Government funding agencies.

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At present there has been no financial consideration or commitment to the project given by either Council or the College. As such, the project is unlikely to be financially viable or feasible in the short to medium term, until such time as contributions are considered against respective competing community project priorities and budgeted for in future capital works programs.

Study Recommendations

Based on the study investigations the following recommendations have been determined:

There is merit in providing a synthetic turf playing field in Portland that would be used up to 60 hours a week by school students, hockey and community sporting clubs

The preferred location is the Portland Secondary College oval The preferred design incorporates a ‘hybrid sand dressed’

synthetic surface to accommodate hockey, running, tennis, modified football (soccer, Australian rules and touch), junior and recreational games. See following concept design plan (Figure 1)

The synthetic turf would be flood lit and fenced with an appropriate level of auxiliary infrastructure and access

Probable capital costs of $1,500,000 (excl. GST) that would escalate over time

The Portland Secondary College, Portland Hockey Club and Council should consider being partners and a Heads of Agreement or Memorandum of Understanding should be prepared

To provide the catalyst for a major Community Facility Funding grant from State Government it would be preferable for Council to make a contribution towards the project’s capital works establishment costs2

Recurrent costs, including ‘seed funding’ to replace synthetic turf after 10 years, should be met by the College and Hockey i.e. not Council, as a result of ongoing hire revenue streams once the facility is completed

2 Council has indicated it “will not be providing any funding contribution in the foreseeable future”

Figure 1: Portland Secondary College Multi-Sport Synthetic Turf Playing

LEGEND:Full field hockey

Short sided hockey / soccerTennis courts

100m Four lane running track Vehicle / pedestrian access

Sports LightingSecurity Lighting

Potential club siteFencing 1.2m

Fencing 4mDivider net

Rebound curbingDouble gate

Single gate

Player shelterUmpire shelter

North

Approximate Scale Drawing number 1

Drawn by BE

Checked by SH

Sheets 1

ofDate

7 /2 / 20120m 10 20 30 40 50m

Concept Design

NOTES:- Access way of ~150m from existing car parking to the facility is required for construc-tion vehicles, service vehicles and pedestrians. It may be sealed or unsealed and incorporate security lighting- Additional power that can be sub-metred is required for sports lighting.Connection point to be determined. Sports lights to be 500 lux at ground level for hockey competition- Orientation of the facility has been determined to optimise synthetic and natural turf activities. The hockey pitch is a near north south orientation.Integrity of adjoining nature area and established tress is retained- 12 tennis courts and a four lane 100m athletics sprint track is illustrated. Two shortsided pitches for soccer, hockey or multi-sport could be separated by a divider net- Synthetic turf to be a ‘hybrid sand dressed’ surface to meet hockey standards- Future capacity to develop a club / change roomis shown- Field to be fully fenced with concrete curbing around hockey pitch safety perimeter- Concrete path >1m for spectators and to assist maintenance- Shoe cleaning areas required at all gate points.Instructional signage required on fenceline- Location for bins, seating, drink fountaind to be determined

Existing Carparking

Existing toilets

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1. The project

1.1 Introduction

Glenelg Shire Council commissioned @leisure to undertake a feasibility study into the development of an outdoor multi – sport synthetic turf playing field to better serve the Portland community’s current and future sporting and recreational needs. The Department of Planning and Community Development (Sport and Recreation Victoria) and Portland Hockey Club jointly funded by the project.

The study was required to investigate and evaluate the merit of a multi – sport synthetic turf playing field in Portland, likely users, where it’s best located, the preferred nature of the facility and the likely cost to build and maintain.

1.2 Background

The core catchment for a multi-‐sport synthetic turf field are the residents located in Glenelg Shire Council, which is located in the south west corner of Victoria and the western municipal border bounds the State border of South Australia. Glenelg Shire enjoys the benefits offered by abundant natural features including beaches, foreshore areas, rivers, waterways, bushland (national and State Parks) and rural areas. Portland is the main population (approximately 8,283), commercial, service, industrial and residential centre. Portland has developed around Portland Bay and Portland Harbour, one of the most significant deep-‐water ports in Australia.

The Shire also comprises a number of smaller towns including Heywood, Casterton, Narrawong, Digby, Merino, Sandford, Dartmoor and Nelson (as shown on map below).

Figure 2: Glenelg Shire municipal boundaries map

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This project was instigated by the Portland Hockey Club Inc., which, only having access to natural turf fields, is required to travel to ‘neighbouring’ cities of Warrnambool (97km) and Mount Gambier (103 km) to compete on synthetic surfaces3 for summer and winter competitions respectively. The two and a half-‐hour round trip each weekend prevents all but the most enthusiastic participants from joining the club and playing the sport. It also places a strain on the coaches and parents that support the club’s players and the situation is considered unsustainable in the long term.

The outdoor multi-‐sport synthetic turf playing field is also anticipated to accommodate enhanced school and sporting club activities presently compromised as a result of insufficient or inadequate facilities and wet winters. Senior and junior football club players can be particularly compromised by the inability to train on water drenched and or affected fields in Portland, leading to a loss of match fitness, often at critical times in their season.

1.3 Project Aims

In accordance with the project brief, the aims of the Portland multi-‐sport synthetic turf playing field feasibility study were:

To confirm current activity levels and participation trends for hockey and other sports that may use a synthetic surface outdoor recreation facility in Portland, the South West region of Victoria and South East South Australia

3 A synthetic hockey facility has also been proposed for Hamilton (85km)

To identify issues that effect participation in hockey within Portland and the study area, and any broader issues or trends impacting on participation in the sport generally

To investigate the existing level and effectiveness of sport promotion and development initiatives for hockey undertaken by local clubs, associations, schools and Hockey Victoria within Portland and the study area

Investigate the use, management and operational arrangements in place, of existing hockey facilities available for public use in Portland and the study area

To review the existing hockey facilities and assess their adequacy to meet current and future needs

To identify the facilities and components to be incorporated into a regional hockey facility in Portland including additional uses and users of a synthetic surface recreation facility

To identify the impact that a regional hockey facility located in Portland would have on the sport in the sub-‐region

To determine the most appropriate location for a regional hockey facility in Portland

To identify the development of any associated facilities required to support a regional hockey facility in Portland

To identify and take into account any other proposals for the development of a similar facility within the sub-‐region.

Identify and model the lifecycle costs including construction, renewal and maintenance associated with a synthetic surface recreation facility including accompanying buildings and facilities based on conservative, likely and optimistic scenarios. Outline the likely subsidy required to be met by Glenelg Shire Council and equate to a percentage rate rise to meet this cost

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2. Hockey in Portland

2.1 Current situation

The Portland Hockey Club belongs to the Lower South Eastern Hockey Association (LSEHA) based in Mount Gambier, South Australia, which has in excess of 800 registered players. The Club plays just four home games per season on its natural turf fields at Nelson Park (image below) due to the Association’s preference for games to be played on synthetic turf. The LSEHA has indicated its support for a multi-‐sport synthetic turf field in Portland envisaging that it would be comprehensively used throughout hockey’s winter April to September season for weekend games and club training, with potential to host state and national level competition.

Figure 3: Nelson Park natural turf used for Portland Hockey Club home games

The Portland Hockey Club has also played in the Warrnambool District Hockey Association (WDHA), which has six mens, six womens and eight junior teams. The WDHA has seen a marked difference in the development of hockey since the installation of a synthetic turf field in 2006. The WDHA is supportive of a multi-‐sport synthetic field in Portland that would enable a regional competition involving teams from Portland, Warrnambool, Hamilton Mt Gambier, Geelong and Ballarat.

The Glenelg Regional Hockey Association (GRHA) provides field hockey to the Hamilton, South Grampians Shire and the localities of Heywood and Casterton north of Portland in the Glenelg Shire. The GRHA has a strong base with approximately 300 members and 25 teams across six divisions. The Southern Grampians Shire completed a synthetic hockey feasibility study in 2009 and submitted a successful application to the Department of Planning and Community Development (DPCD) for a sport and recreation infrastructure grant and will commence development at that Council’s Pedrina Park in 2011/12. Once completed, the Hamilton synthetic hockey facility is likely to overlap the catchment area for hockey in Portland and provide the Portland Hockey Club its nearest opportunity for players to compete.

The Portland Hockey Club currently attracts members from Portland, Ettrick, Heywood and Casterton (Glenelg Shire), Coleraine (Southern Grampians Shire), Bessiebelle (Moyne Shire) and Mt Gambier (SA) and trains at Flinders Park’s disused fire brigade training track on 20 year old ‘astro turf’ it acquired some thirteen years ago (see image below).

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Figure 4: Flinders Park astro turf used for Portland Hockey Club training

The Portland Hockey Club has been growing by 6% per annum over the past five years and currently has 146 playing members in the following teams: Primary school (Four) Mixed under 13 Under 15 boys Division III mens Division II mens Combined Division I (Portland and West Gambier) Division III women Division II women

The Portland Hockey Club trains four nights per week for a minimum of two and a half hours. On Monday nights from March to April the Club runs a primary school competition and from February

to October the Club trains Tuesday, Wednesday and Thursday nights. The Club’s astro-‐turf training facility at Flinders Park has sub standard flood lighting and access to toilet and change facilities best described as ‘spartan’. The Club has access to a far higher standard of built facilities at Nelson Park where it plays its occasional weekend home games.

2.2 Desired situation

Whilst the Portland Hockey Club are experiencing significant disadvantages by not having a synthetic turf hockey facility, it recognises for such a facility in Portland to be feasible it is necessary to accommodate multi-‐sport use by local schools and clubs. To that end the Club has been proactive in driving support for a multi-‐sport synthetic facility that attracted the DPCD grant for Council to administer this study, together with significant written letters and expressed support from: Hockey Victoria South West Sports Assembly Lower South East Hockey Association Warrnambool Districts Hockey Association Surry District Tennis Association Portland Little Athletics Association Portland Touch Football Association Portland Runners Club Portland District Cricket Association Tyrendarra Football Netball Club Portland Soccer Club All Saints Parish Primary School Portland Secondary College Bundara Primary School

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The Portland Special Development School St John’s Lutheran Primary School Portland District Health, Wannon Water and local suppliers

The Portland Hockey Club’s vision is for a multi-‐sport synthetic playing field (101m x 65m) with sports lighting, security fencing, umpire and player boxes and score board with capacity to meet International Hockey Federation (FIH) standards for hockey, whilst also catering for club and school training and multi-‐sports including: running (100m track with 400m consideration), touch and modified football, futsal and modified soccer, tennis (see image below), cricket and netball. Auxiliary facilities desired to accommodate the synthetic turf playing field include: club, change rooms, toilet, kiosk and first aid buildings, car parking, playground, spectator seating / areas and water catchment tanks.

Figure 5: St Bernards College Essendon – Hockey and Tennis synthetic

The concept of Glenelg Shire Council supporting the development of multi-‐sport community facilities on Council or non-‐Council owned land, including DEECD, is recommended (#21) in its Recreation and Open Space Strategy that states Council will:

“Encourage shared use of existing facilities and venues in preference to the development (or retention) of single propose facilities or venues. Do not develop any new single purpose recreation facilities, assets or venues (or support development by other agencies) unless it can be clearly demonstrated that there are no opportunities for shared use of existing facilities (Council or non-‐Council owned including Department of Education). Where possible the development of multi-‐use reserves and facilities, such as Island Park, should be pursued.”

Further, a key principle (#8) underpinning the Recreation and Open Space Strategy is that Council will:

Adopt a collaborative approach with community groups, government agencies and the private sector to form appropriate partnerships that facilitate the provision of recreation facilities and services for the Glenelg community.

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3. Merit of such a facility

The installation of a Portland multi-‐sport synthetic playing field would guarantee the survival of club hockey and create a ‘diamond’ shaped growth region for hockey participation and competition i.e. Portland, Mount Gambier, Warrnambool and Hamilton.

Through the retention of existing playing members and attraction of new, the Portland Hockey Club might anticipate a surge in numbers beyond 200 (up 33%). Furthermore, based on National player averages, school hockey participation might be expected to be in excess of 350 players.

A multi-‐sport synthetic playing field in Portland would offer a significant year round sport and recreation facility that would also attract and cater for a range of other school and club sport activities and training.

Synthetic playing fields don’t require watering, drain much faster that natural turf (offering water catchment) and permit up to three to four times the use.

This would enable the facility to be used for hockey three nights a week and on weekends in winter; by schools throughout the week from 8.30am – 4pm Monday to Friday year round and by other community groups and clubs during summer week nights, available winter week nights and during school holiday periods. This would see the facility being used up to 80 hours per week.

3.1 Stakeholder views

Consultation to determine the merit of a multi-‐sport synthetic playing field in Portland was undertaken in multiple forms:

Meetings conducted with Council staff and the project steering committee

A press release was distributed and submissions were invited and received from interested stakeholders

Comments invited and received on facebook to obtain user feedback on current issues, future opportunities and preferences for surface and location

Telephone interviews were undertaken with a variety of stakeholders, supporters and potential users including Council staff, local hockey clubs, local schools, hockey peak sporting bodies, other sporting clubs, committees of management and government agencies

Community workshop were conducted

3.2 Portland hockey market

The core catchment for a synthetic hockey facility is currently in line with the Glenelg Shire municipality boundaries. However with the future development at Hamilton and existing turf facilities at Mount Gambier and Warrnambool, the future catchment is more likely to be within a 50 kilometre radius of Portland in the Glenelg Shire (Southern), which does not include Casterton -‐ Rural North.

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Catchment profile

The resident population within the Glenelg Shire (Southern) area includes Portland (Central), Portland (South), Rural South and Heywood -‐ Central Rural and the facility’s catchment is projected to be 16,690 at 2011, and increase by 5.3% to 17,574 in 2021. This increase however, is characterised by an aging population with a projected decline of 4.5% in the number of people aged 0-‐19 years, an increase of 0.7% in the number of people aged 20-‐65 years, and an increase of 25.9% in those aged 65+ years.

Table 1: Population projections, Glenelg Shire and sub-‐areas4

Adults 15+ 2011 2016 2021

Glenelg Shire (Southern) 14,310 14,860 15,300

Heywood -‐ Central Rural 2,859 2,898 2,907

Portland (Central) 3,750 3,967 4,139

Portland (South) 4,533 4,682 4,829

Rural South 3,168 3,313 3,425

Children 4-‐14 2011 2016 2021

Glenelg Shire (Southern) 2,380 2,283 2,274

Heywood -‐ Central Rural 503 478 470

Portland (Central) 606 602 614

Portland (South) 739 686 658

Rural South 532 517 532

4 Adapted from Glenelg Shire Population Forecasts, .id consulting Pty Ltd, 2011

The population catchment is similar in number and nature to the proposed Hamilton synthetic hockey facility, but less than the catchments of Warrnambool and Mt Gambier synthetic facilities, which have estimated local populations of 34,000 and 24,000 respectively.

Current and projected numbers of hockey participants in Glenelg Shire (Southern) can be estimated based on State of Victoria averages as shown in the table below.

Table 2: Current and projected number of adult and child hockey participants, Glenelg Shire (Southern) and sub-‐areas5

Adults 15+ 2011 2016 2021

Glenelg Shire (Southern) 143 148 153





Children 4-‐14 2011 2016 2021

Glenelg Shire (Southern) 50 48 48





5 Data from the Exercise, Recreation And Sport Survey (ERASS) 2009; as well as the Children’s Participation in Cultural and Leisure Activities, and the Participation in Sport and Physical Recreation publications, Australian Bureau of Statistics (ABS), 2010.

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Table 3: Table. Current Portland Hockey Club membership numbers and potential hockey participation of Glenelg Shire (Southern)6

Existing participation Potential participation

Level Age Portland Hockey Club Membership

Participation rate

2011 2021

Minkey <9 5 2.1% 23 23

Junior 10-‐14 29 2.1% 27 25

Junior 15-‐19 27 1% 12 12

Open 20-‐34 25 1% 25 26

Veteran 35-‐64 21 1% 74 74

Total 107 161 160

Comparison of the current Portland Hockey Club membership numbers and potential hockey participation in the Glenelg Shire (Southern) suggests a potential for growth of 53 members. Minkey (<9) and Veteran (35-‐64) age group levels would appear to have the greatest growth potential.

The current and projected number of hockey participants is more reflective of participation rates based on existing conditions in Portland and the Glenelg Shire (Southern) catchment, given that access to synthetic turf playing fields would be expected to encourage greater levels of participation than the State and National averages.

6 Produced by applying Glenelg Shire Population Forecasts, .id consulting Pty Ltd, 2011 against participation rates from Exercise, Recreation And Sport Survey (ERASS) 2009; as well as the Children’s Participation in Cultural and Leisure Activities, Australian Bureau of Statistics (ABS), 2010.

In 2007 Hockey Australia produced a Hockey Census7 that provides a profile of hockey participation in each state of Australia. Victoria’s planning regions are shown on the map below, with Portland being located in the Barwon and Western region.

Figure 6: Map of planning regions for Victorian hockey

Of the 61,009 hockey players in Victoria in 2007, 60% were male and 40% were female and some 66% of participants were school based as shown on the following table below.

Figure 7: Participation by activity in Victorian hockey

7 Hockey Census retrieved from http://www.hockey.org.au/index.php?id=95

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It is noted that whilst club participation remained steady from 2004 to 2007, the level of school participation grew exponentially. It is assumed the reason for this was due to the increased provision of synthetic hockey fields constructed as part of private and public schools during Victoria’s drought.

Synthetic surfaces are a better development surface than natural turf. Hockey Victoria and Hockey Australia both emphasised the importance of providing synthetic surfaces for player development. They suggest that it is easier to learn the game on a synthetic surface than turf, and that players that do not have access to this type of surface are at a developmental disadvantage.

Even with significant growth in player participation, the Portland hockey club’s requirements for a multi-‐sport synthetic playing field are likely to be accommodated by three nights per week of up to three hours training, with competition on Saturdays and Sundays during its season from April to September. The balance of time during this season and from October to March would be available for scheduling school hockey and multi-‐sport, together with other sports club activities.

3.3 Other potential users

Local Schools

Fourteen local primary and secondary schools were contacted and the feedback received suggested a high level of interest in the use of a multi-‐sports synthetic turf field, although Heywood and Narrawong schools felt they were unlikely to regularly bus children to Portland to use.

All Saints Parish Primary, Portland Secondary College, Portland North Primary and St Johns Lutheran College currently play hockey and Portland Primary suggested they would play if there was an appropriate facility.

All Saints Parish Primary commented, “On our site we would use it everyday. Probably two days per week -‐ it would be five hours a day and the other days two hours per day.” They also felt that Portland Secondary College would be a suitable location for them and neighbouring Bundara Primary to have access to.

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Nearby St Johns Lutheran College suggested that they were happy with their existing natural turf fields and would be unlikely to use, whereas Portland North Primary suggested they would be quite likely to bus students to Portland Secondary College or existing hockey sites if a synthetic turf field was developed.

Portland Secondary College indicated a preference for a multi-‐sports synthetic turf field to be located on their site or at neighbouring All Saints Parish Primary. In a written submission the College responded to Council’s press release, stating: The facility should be centrally located to the majority of

schools to allow maximum usage The College would potentially use the facility on a daily basis

for several hours The College oval space is sufficient to locate the facility The College oval is rarely safe for use at present due to poor

soil quality, lack of drainage and rabbit holes A synthetic surface would allow year round use Toilets already available beside the oval Aside from College and multi-‐school use, anticipate sporting

club use by athletics and little athletics, hockey, football, soccer and others

Design to incorporate athletics eight lane 400m running track8, hockey field, softball/baseball, soccer and tennis would be preferable

A synthetic playing field would permit year round safe multi-‐sport play, encourage physical activity, foster sporting talent and have potential to attract major events and tournaments

8 Space available on site and cost to install likely to be prohibitive

The Facilities Manager, Barwon South Western Region at Department Education and Early Childhood (DEECD) advised that the site would be suitable but that drainage would be required to mitigate any potential flooding issues. DEECD has no plans to locate any (other) capital works on the oval area and indicated no issues with the site being used by outside groups during the day subject to agreement with the College. It was further commented that the facility would get greater use and be better equipped if located at Portland Secondary College (versus Council reserves) and suggested an athletics running and sprint track would broaden use. Finally, it was acknowledged that the surface should be based on the key sport it was being developed for (i.e. hockey), however the length of pile should limit the likelihood of students grazing knees and elbows.

Based on interviews and the submission received from Portland Secondary College, it is envisaged that there would be a high demand by local schools for an appropriately located and designed multi-‐sport synthetic playing field during school hours, forty weeks of the year Monday to Friday from 8.30am – 4pm.

Portland Secondary College has 714 registered students in 2011. Neighbouring All Saints Parish Primary has 290 students, Bundara Primary 236 students, Portland Special Development School 36 students and St Johns Lutheran College 180 students all within a comfortable walking distance of the oval. Therefore there is potential for over 1,456 students to be utilising the facility on a regular basis.

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Local sports clubs

Outside of the Portland Hockey Club there was minimal immediate interest from other sports clubs in the development of a synthetic turf field for Portland. The main reason being that clubs were generally satisfied with their current provision of existing Council natural turf sports fields and there was some concern that developing a multi-‐sport synthetic playing field would compromise rather than compliment their use.

The main exceptions to this were the Portland Little Athletics Club and Portland Runners Club, who, largely due to athletics and hockey being co-‐located at Nelson Park, were keen for the multi-‐sports synthetic turf field to accommodate 100m and 400m running tracks. It should be noted that Nelson Park is envisaged to be retained and continue to serve the future needs of athletics. Clubs were also more aware than schools that there is no one synthetic turf suitable for all sports and that a synthetic that meets hockey standards, compromises competitive ‘type’ use by other sports, limiting use to training and modified recreational games only (discussed in later chapter). Further, clubs were also mindful of the capital cost to install and likely additional fees and charges to utilise.

There was however general support from sport clubs as evidenced by the level of expressed support to the hockey club earlier. Portland Soccer Sports and Recreation Club indicated that they may be interested in using the facility for social games. Small-‐sided9 soccer games are an increasingly popular recreation pursuit in Victoria and across Australia and the field could be designed with line markings to accommodate two pitches.

AFL promotes modified football10 in Victorian schools that would appear suited to a Portland synthetic field. Similarly, touch football use in summer would appear complementary. Gorae Portland Cricket Club indicated it might benefit their training needs and the field could be designed to suit junior ‘kanga’ cricket needs. Surry District Tennis Association stated an interest in conducting Saturday programs and competitions for juniors and seniors from October to March. Interesting hockey and tennis (up to 12 courts) seem to be a popular combination, particularly when located on school sites.

Netball advised that they used to use three courts under hockey’s astro-‐turf training facility at Flinders Park prior to it being installed, but prefer a plexi-‐pave surface that synthetic turf.

9 http://www.smallsidedfootball.com.au/ 10 http://mm.afl.com.au/afl_archive/cp2/c2/webi/article/149743al.pdf

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4. Locating the facility

In order to determine the preferred location for a multi-‐sport synthetic playing field in Portland, the following twelve preliminary sites were identified: 1.Flinders Park; 2.Alexandra Park; 3.Portland Primary; 4. Hanlon Park; 5. Friendly Society Soccer Park; 6. Henty Park; 7. All Saints; 8. Portland Secondary; 9.Yarraman Park; 10. Nelson Park; 11. Cavalier Park and 12. Portland Golf Club.

Figure 8: Preliminary sites assessment

Preliminary sites were considered and assessed to determine the most appropriate location using the following evaluation selection criteria: Has capacity to accommodate a full size hockey pitch

(minimum 101m x 65m) Provides co-‐location opportunities with other sport clubs and

recreation activities Suitable soil, topography and environmental conditions Playing field orientation minimises impact of afternoon sun Accessible for service and emergency vehicle access land ownership that would enable a contribution of capital

funds by external parties Permits the functional and practical integration with existing

reserve uses Meets the use and development of land under the provisions

of the Glenelg Planning Scheme Capacity to access existing auxiliary amenities e.g. toilets,

water, shade, shelter Close proximity to Portland schools Visually prominent with good public surveillance Minimal impact on neighbouring residents Centrally located to service the residents of Portland Potential to have facility overlooked by existing or future

clubrooms Suitable to be flood-‐lit and fenced with short distance to

access underground power Has existing and/or adequate space for car parking Does not require major tree removal

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As a result of assessing each of the preliminary sites it was concluded from the community workshop conducted on 11 May 2011 that the following three sites warranted further investigation:

Flinders Park Nelson Park Portland Secondary College

Using the evaluation criteria, the advantages and disadvantages of each site are discussed below.

4.1 Flinders Park

Sited at the eastern end of Park, shown below.

Figure 9: Flinders Park multi-‐sport synthetic field concept location

Disadvantages Limited capacity to accommodate hockey pitch (101m x 65m)

without reserve / site reconfiguration Not easily integrated Distance from schools Major tree removal foreseen

Advantages Provides multi sport co-‐location Generally suitable soil, topography North / south orientation Accessible for service vehicles Council owned land with potential to attract external funding Access to existing auxiliary amenities, power, parking and a

future club Visually prominent

Whilst this is Portland Hockey Club’s existing training site, current facilities are tired and the aging nature of facilities across the reserve suggests a master plan may be required to optimally address future community sport and recreation needs at this site.

The natural turf oval would need to be re-‐oriented and reduced in size to accommodate the synthetic facility, which is less than ideal for existing junior football and cricket participants. Cricket training nets could potentially be accommodated into the overall design, but there would be no capacity for a running track. Both netball and baseball club representatives indicated that there would be no significant disadvantages or advantages for their participants.

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The location is not centrally located to Portland schools, which would require schools to bus students to the site, thereby negating the synthetic facility’s capacity to service the high level of expressed in-‐term needs Monday to Friday from 8.30am – 4pm.

Local residents and neighbouring clubs would most likely see the installation of a synthetic playing field at this site as simply upgrading existing hockey training facilities to an appropriate level, which may not immediately attract additional multi-‐sport use by clubs or schools.

4.2 Nelson Park

Sited on the Park as shown below.

Figure 10: Nelson Park multi-‐sport synthetic field concept location

Disadvantages Orientation more east / west than north / south Impact on neighbouring residents and dog club due to loss of

an informal ‘park’ Impact on natural turf running track used by schools As a filled site, costs may be higher, and quality of the base

may be compromised Advantages Has capacity to accommodate full size hockey pitch and still

accommodate athletics Provides co-‐location opportunities, with existing club and

changeroom facility Visually suitable soil, topography, environment Accessible and existing auxiliary amenities Council owned, zoned and managed for recreation Size of reserve enables variety of site integration options

The current site of Portland Hockey Club’s home games presently fits up to three natural turf hockey fields running north / south. To continue to accommodate club and school athletics from this site, the installation of a synthetic turf field, essentially would require the loss of two natural turf fields. That said, synthetic turf can offer up to three times the use of natural turf and requires significantly less maintenance, which is discussed in a later chapter.

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Whilst Portland Little Athletics and the Portland Running Club are mindful that the cost to provide an eight lane synthetic track is outside of the scope of the current feasibility brief, they are generally in favour of this site if such a track could be accommodated in a later stage of development. An interview with the SW District (AFL) Umpires suggested they would continue to use Nelson Park to train and that lights would be an advantage.

The site would most likely require a 1.8m perimeter fence with a lower fence immediately around the synthetic turf so as to particularly discourage dogs from entering. The other club that co-‐habits Nelson Park is the Portland Dog Obedience Club who provided a written submission to the feasibility study suggesting that the site was unsuitable and of no advantage to their club. They noted that:

The new synthetic pitch would take up most of the useable area

The Club hosts an annual obedience, agility and jumping dog trial with activity ‘rings’ dictated by the National Kennel Club that require star pickets and ‘pig tails to be driven into the ground (where synthetic is conceptually proposed)

The Club meets most Sundays throughout the year and also requires equipment to be driven into the ground

Loss of grassed area would be a loss to Club and Portland dog owners

The Park is located on an old tip site and it is assumed that any problems can be mitigated.

The site whilst more central to schools than Flinders Park, is still likely to require schools to bus students to the site, thereby negating the synthetic facility’s capacity to service the high level of expressed in-‐term needs Monday to Friday from 8.30am – 4pm.

Nelson Park is considered a preferable location to Flinders Park as it has far greater capacity for the comprehensive development of a multi-‐sport synthetic playing field whilst having ready access to an appropriate level of auxiliary club facilities that could be relatively easily managed by Council.

4.3 Portland Secondary College

Sited on the Oval as shown below.

Figure 11: Portland Secondary College multi-‐sport synthetic field concept location

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Disadvantages

Existing co-‐location with neighbouring school/s only Not readily accessible or visually prominent Not a Council reserve Expense to provide additional auxiliary amenities

Advantages Would markedly increase multi-‐sport participation Suitable soil, topography for development Preferable field orientation can be achieved School land may assist attracting funding Close proximity to schools

As discussed above, Portland Secondary College provided a submission that indicated the College is interested in replacing its predominantly disused oval with a purpose built multi-‐sport synthetic turf playing field.

The competitive advantage of this site when compared with the other identified Council sites is that it would essentially guarantee 35 hours plus per week in-‐term use from Monday to Friday from 8.30am – 4pm by the College and surrounding schools.

Further, the site offers a ‘blank canvas’ for design so as to serve school needs and attract community and sport club use, without compromising any existing user groups. As noted by the College, it also has a recently constructed toilet facility to serve the field. The Portland Hockey Club also suggested that soil samples assessed by an engineer from a synthetic surface company in the past, supported that this was a good site.

The disadvantages are not insignificant however and would need to be addressed for the Portland Secondary College to be considered a feasible site.

Firstly, the oval is not easily accessible at present for service vehicles (including construction) or pedestrians from the top car park / bus access and egress area. It would be advantageous for a flood lit pedestrian and emergency vehicle access way to be created from this top car park.

There is also likely to be a need to secure the oval with a 1.8m fence, noting that there is suitable existing fencing on the east and northeast boundaries.

Other than the toilet amenity there is no pre-‐existing club or change room facilities serving the oval, although some access to school amenities may be available. It is assumed that access to power supply to connect flood lighting of the synthetic field would be readily available, but would require an upgrade to have capacity to be sub-‐metered separately from the school for monitoring.

The College would effectively own and be responsible for the facility’s maintenance and bookings management, including the collection and payment of all fees and charges, unless otherwise agreed, or determined by a funding arrangement.

4.4 Recommended location

Based on a critical assessment of locations suitable for a Portland multi-‐sport synthetic turf playing field, Portland Secondary was considered the preferred and most feasible site to attract an optimal level of hockey, school and sports club participation.

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5. Preferred nature of facility

5.1 Sports to be accommodated

Based on demand and consultation the Portland multi-‐sport synthetic turf playing field should be designed with line markings (as appropriate) to accommodate the following sports:

Hockey, full field line marked to meet FIH standards. Two short-‐sided pitches line marked for training and recreational games

Running, four lane 100m (and 400m, synthetic or natural turf, to be assessed) running track line marked outside hockey playing field but as part of safety run off, suitable for school and training purposes only

Tennis, 12 courts line marked for training and recreational games if suitable surface is available

Soccer, two short sided (line marked for hockey) pitches for training and recreational games

Australian Rules, fence straps for training and recreational games

School and club training and recreational games without permanent line marking including: Diamond sports e.g. teeball, softball, baseball, touch football, “Kanga” cricket etc

5.2 Surface options

At a regional or local level, FIH provides parametres only for synthetic surfaces. Hockey Australia have identified that this is an issue and they will be addressing this within their strategic plan11. International level synthetic facilities are ‘unfilled’ and watered, whereas Hockey Victoria has indicated that a National level ‘unfilled’, ‘filled’ or ‘dressed’ pitch would be adequate for the proposed Portland facility12.

An unfilled (and unwatered) synthetic surface comprises a synthetic yarn only, with a shorter pile height that is denser to provide stability to the turf surface. This type of pitch is rarely used for competitive hockey, as its playing characteristics are inferior to other types.

A sand-‐filled surface comprises a synthetic yarn filled with sand (or similar) to the full height of the pile to help maintain its verticality. The pile height is greatest in this type of surface.

A ‘hybrid’ sand-‐dressed surface comprises a synthetic yarn filled with sand (or similar material) to between 65% and 80% of the pile height to help maintain its verticality. The pile is a little denser in this surface but the pile height is less.

11 Telephone consultation with Hockey Australia 12 Telephone consultation with Hockey Victoria

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DPCD’s Sport and Recreation department has prepared an “Artificial Grass for Sport”13 guide that provides an excellent resource for consideration. It notes that hybrid sand dressed synthetic turf pitches have come on the market more recently and can be played on wet or dry, and have sand and or rubber infill. The newer sand dressed turf surface is generally preferred over sand filled turf surfaces by hockey players because of its more predictable ball roll and lack of abrasiveness compared to sand filled pitches. The sand dressed turf surface performance is closer to that of an unfilled and watered synthetic turf surface.

Sand-‐dressed synthetic turf for hockey generally costs at least $50,000 more than sand-‐filled surfaces, although the range of supplier product types and costs can also vary significantly. Sand-‐filled surfaces are lasting 10 – 1514 years on average, the lifespan of sand-‐dressed pitches is still to be determined, but suppliers assume it will be similar. The absence of weight in the sand-‐dressed (= 90 tonnes of sand, compared to sand filled = 220-‐300 tonnes) fields can also be an issue in areas with reactive clays, which is not the case in Portland. A sand-‐filled surface may be more suitable for tennis as a result of greater bounce, but the shock pad depth is also a determinant.

Based on demand and consultation findings and an assessment of information provided by synthetic turf suppliers, a newer hybrid sand dressed synthetic turf surface would be preferable at Portland Secondary College to attract optimal hockey patronage and provide a less abrasive surface for school and multi-‐sport club use. 13 http://www.dpcd.vic.gov.au/sport/facilities/community-‐facilities/facility-‐development/artificial-‐grass-‐for-‐sport 14 Dependant on a number of variables including hours and type of use

The following table has been sourced from suppliers and outlines recent synthetic turf projects catering to hockey and multi-‐sports, predominantly on school sites. A full list of Victorian synthetic pitches is available at Hockey Victoria’s website15

Table 4: Recent installations of hockey and multi-‐sport synthetic turf playing fields

Sports Technology (ABS Sports Surfaces)

TEAM Sports Tiger Turf

Echuca Secondary College (under construction)

North East Hockey Club, City of Tea Tree Gulley (Adelaide, SA)

RMIT University, Bundoora

St Bernard’s College, Essendon

West Gippsland Hockey Association, Drouin, Baw Baw Shire Council

Penleigh and Essendon Grammar, Keilor

Edenhope College Dimboola Memorial Secondary College and Hockey Club, Hindmarsh Shire Council (yet to be completed)

Brighton Secondary College

The Knox School, Wantirna South

Sacred Heart College, Geelong

Yarra Valley Grammer Camberwell Grammar

Haileybury College Methodist Ladies College, Hawthorn

15 http://www.hockeyvictoria.org.au/index.php?id=130

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Players and/or officials on synthetic surfaces are not permitted to wear footwear with leather or metal sprigs, screw-‐in plastic sprigs or moulded rubber/plastic sprigs of less than 15 per boot. Rubber soled multi stop or cleated shoes or boots are generally acceptable as are most runners, tennis shoes, basketball boots and gym boots. All footwear on synthetics surfaces must be cleaned of exterior rubbish (stones, dirt, mud, grass etc.) before entry to the surface.

5.3 Other design considerations

Access to the Portland Secondary College oval site for construction plant and machinery would need to be determined with a preference to create an access way from the top bus area / carpark and past the toilets that would ultimately serve pedestrians and service vehicles. Siting the multi-‐sport synthetic turf playing field in such a way that it:

Provides ease of access for players, spectators, maintenance and emergency vehicles via a suitable access way with security lighting

Is readily accessible to existing toilets and other available auxiliary facilities including power for sports lighting

Capacity to develop additional club/change room facilities Enables retention of natural turf running track and playing

space outside of the synthetic turf playing field Is orientated near to north-‐south facing to avoid sun glare

A geotechnical inspection and report is required to be carried out to fully understand the oval levels, nature of the sub-‐soil relating to load bearing capacity, porosity, summer and winter water table levels, liability to movement and to locate existing underground services. This investigation would guide decision making in regards the form of base works beneath the synthetic turf surface to ensure that it is capable of:

Supporting vehicle loads during construction Supporting loads on the playing surface from players and

maintenance equipment, without causing deformation of the surface

Protecting synthetic surface from the effects of ground water and sub-‐grade movement

Ensuring that rain water or neutral groundwater drains away effectively, either into the subsoil or water catchment tanks

Providing porosity and or run off during heavy rain, ensuring surface does not hold standing water for any length of time

An example of the type and design of synthetic surface base construction and shock pad is outlined in a table of probable capital costs in the following chapter.

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Floodlighting the synthetic turf playing field has been determined to be a necessary requirement to optimise community participation and revenue streams. Luminance levels are required to be at 500 lux at ground level to meet Australian Standards for hockey major grade club competition and 250 lux for training and other junior and larger ball multi-‐sport requirements. It is advantageous to create a flexible system that can light sub-‐sections of the field (i.e. half field) and to competition or training levels. Floodlight towers also offer a good location for access to power points for electrical equipment required for cleaning, PA systems etc.

Fencing with single and double gates is required to retain balls within the playing field, allow spectators to view the game safely and to secure the synthetic turf from undesirable and unauthorised access. A section of 4m high fencing behind the goals and 1.2 to 1.8m high fencing around balance of playing space, depending upon site security issues. Rebound kerbing at the base of fencing is preferable for hockey and designing recessed areas in fencing for goals and storage should be considered. Divider netting and screening is also a good idea to enable improved flexibility and usage for training and small sided games. Shoe cleaning areas are required at all entry gate points. Player and umpire shelters also need to be incorporated within design to accommodate both hockey standards and school requirements.

A concrete path no less than one metre wide around the perimetre of the synthetic playing field to accommodate spectators and assist in maintaining surrounding natural turf whilst keeping the synthetic surface clean and litter free is recommended. The provision of seating, bins and water fountains also requires consideration. Signage will also be required to explain how the facility is to be used and booking arrangements.

Environmentally Sustainable Design in relation to the installation of a synthetic turf playing field at Portland Secondary College oval would primarily relate to the potential catchment of water from the field that could be utilised to water surrounds. Good access for all including the elderly, people with injuries or disabilities or parents with prams is also a mandatory part of the planning and design process.

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6. Likely cost of the facility

6.1 Probable capital costs

The estimated probable costs for a hybrid sand dressed synthetic turf playing field to meet hockey standards and accommodate Portland Secondary College and club multi sport activities is based on a supplier16 budget estimate as shown in the table below.

Table. Probable capital works and costs

Anticipated Capital Works Price Breakdown $ (excl. GST)

Geotechnical testing, survey, engineer plans and design $26,000 Site establishment $15,000 Base preparation $63,000 Lighting system $195,000 Base construction including drainage $342,000 Fencing $67,000 Shock pad and synthetic grass installation $358,000

TOTAL $1,066,000 (excl. GST)

16 TEAM Sports Aquaturf SL product budget estimate, April 2011. Copy of quote provided to Project Steering Committee

Other probable costs in addition to the $1,066,846 (excl. GST) for the synthetic turf that have been excluded:

Approximately 150m sealed or unsealed access way with security lighting from carpark to playing field

Removal of any spoil off the site Bringing additional power onto the site. A minimum 200amps

is required at the switchboard for sports lighting Irrigation and reticulation installation or reconfiguration for

external natural turf (as warranted) Half court divider netting Goal and net storage Player and umpire shelters Spectator furniture or drink fountains Sporting or maintenance equipment Contingencies

These necessary works are likely to bring the total budget closer to $1.5m (excl. GST) without incorporating any additional synthetic turf playing space (e.g. running tracks) outside of the hockey pitch and safety overrun areas.

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6.2 Maintenance and replacement costs

Suppliers generally offer an eight-‐year product warranty17 and expect a synthetic surface life between 10-‐12 years. The cost to replace the synthetic turf field is approximately $40,000 in addition to the cost of the synthetic turf, which the Artificial Grass for Sport guide suggests an indicative total cost of $350,000. This includes labour plus uplifting and disposing of the synthetic surface and repairing the base and shock pad18. Based on a need to replace in 10 years time at the end of the synthetic turf life, this would require $35,000 to be set aside per annum.

The effort and cost required to maintain synthetic turf is considerably less than natural turf and can be undertaken by suppliers at a probable cost of $6,500 per annum or alternatively the facility manager can purchase the specialised equipment required. This maintenance is the major maintenance typically contracted to suppliers and done quarterly. This includes grooming, adjusting infill levels and spraying weeds and moss/algae build up. This does not include the regular cleaning and other minor maintenance typically undertaken on a daily, weekly and monthly basis by the facility manager/users.

17 Warranties may include disclaimers relating to type and levels of use 18 Team Sports budget estimate indicated a 12mm thick shock pad that would last two synthetic turf lives

In addition to a major maintenance program, suppliers suggest regular maintenance steps to maximise the longevity of the synthetic turf surface. The International Hockey Federation has released a document titled “Guidelines for Care and Maintenance of Synthetic Hockey Pitches” that identifies a regular maintenance regime that includes the following activities:

Daily Visual examination especially seams and along line markings:

loose seams can run quickly and must be repaired Removal of debris, foreign material and organic materials –

leaf litter, mud and the like Weekly Inspect for algae invasion on unfilled pitches, especially in

warmer climates Broom to keep upright Groom to keep infill evenly distributed

Monthly Machine remove any coarse mud from surface and deeper

layers

This regular maintenance regime is likely to be carried out by the College and hockey club and can be calculated as a $5,000 per annum cost saving.

The cost maintain lights, fencing and other auxiliary facilities serving the synthetic turf playing field can be calculated at $5,000 based on 2% of quoted capital estimate.

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6.3 Schedule of use and revenue

The following table identifies a potential schedule of use and fees scenario for the synthetic turf facility at Portland Secondary College based on consultation findings and fees charged elsewhere.

Table 5: Table. Potential schedule of use and fees

WINTER MON TUE WED THU FRI SAT SUN 9am -‐ 12noon

1pm -‐ 4pm

4pm – 8pm

SUMMER MON TUE WED THU FRI SAT SUN 9am -‐ 12noon

1pm -‐ 4pm

4pm – 8pm

LEGEND User Time Fees19 College $Nil

Other schools $50/hr Hockey $75/hr Other sport $75/hr

19 Fees exclude GST

Based on this scenario the following probable revenue per annum can be estimated as follows:

College use projections i.e. 40 weeks x 24 hours = 960 hours Hockey use projections = 440 hours and $33,000 Other school use projections = 240 hours and $12,000 Other sport projections = 500 hours and $37,500 Scenario one, total projected revenue = $82,500 per annum

This assumes that hockey and other schools and sport clubs are receptive to and have capacity to pay the hourly fees indicated. The calculations are based on 40 weeks use per annum and also assumes that school holiday periods are most likely to attract other sport users that would offset potential over estimations in school term seasons.

Portland Hockey Club provided an estimate of hockey revenue per annum to a stakeholder workshop based on current match payments and their anticipated training use of a synthetic turf facility in Portland. In this more conservative scenario, hockey indicates fees of $130/seniors match, $80/juniors match and training fees of $5520/hour. Based on 10 home games and 32 weeks of training, hockey has projected revenue of $6,800 in match fees and $15,840 in training fees. Probable revenue per annum using these figures and reducing other school use projections by one session and other sport projections by two sessions per week, would reduce total projected revenue as follows:

Hockey use projections = 32 weeks and $20,500 (excl GST) 20 Assume $55 and other fees include GST and reduce by 10% in projections i.e. exclude GST

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Other school use projections = 120 hours and $6,000 Other sport projections = 220 hours and $16,500 Scenario two, total projected revenue = $43,000 per annum

6.4 Revenue versus costs to operate

Most sporting venues have a lifecycle of maintenance that is spread out over many years however a synthetic turf surface for hockey needs replacement every 7 to 12 years. This requires finding sufficient funds of approximately one third of the capital cost at the end of this period.

Whilst hire fees can generally be expected to pay for ongoing maintenance and operational costs, the cost of synthetic turf replacement is often beyond the revenue stream generated by hire fees.

A key benefit of a jointly developed and managed facility is that costs can be shared across a number of agencies; the challenge being all partners finding the funding required at the same time.

The College, Club and Council should consider an equitable partnership in the proposed development21, responsible for the capital, ongoing and turf replacement costs. This partnership approach means that all parties would work together to seek and raise funds for the project, including through various Government funding agencies. A financial summary forecast for the synthetic turf facility is provided in the following table.

21 Council “will not be providing any funding contribution in the foreseeable future”

Table 6: Table. Forecast potential revenue versus costs per annum

Based on probable capital works Scenario one (excl GST)

Scenario two – conservative (excl GST)

Revenue $82,500 $43,000 Expenditure -‐ Major maintenance $6,500 -‐ Maintenance regime $5,000 -‐ Auxiliary maintenance $5,000 -‐ Power and service charges22 $3,000 -‐ Synthetic turf replacement $35,000

$54,500 $54,500

Operating surplus / (loss) per annum $28,000 ($11,500)

Based on the two scenarios detailed, the Portland Secondary College synthetic turf playing field has the capacity to generate sufficient revenue to meet costs directly related to the synthetic turf facility maintenance and service charges. Depending on the level of use by other schools and sports, and agreed the fees determined, the Portland Secondary College synthetic turf facility also has the potential to partially or wholly fund the cost of replacing the synthetic turf after ten years.

22 Based on 320 hours of sports light operation and general energy consumption

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6.5 Potential funding sources

This capital works project would require major financial assistance from external sources. There are a number of existing State and Federal Government funding programs and philanthropic trusts that could provide assistance to the proposed project. Programs generally require a local contribution. For example, Sport and Recreation Victoria allocates funds to rural Councils for major projects on a $1 for $1 basis (up to $650,000). Most of these programs are competitive, in that the demand for assistance is generally far greater than the funds available.

Most Government authorities involved in funding programs will require applicants to provide evidence to justify the need for the facility as well as demonstrating long-‐term viability, including the capacity to maintain the facility and in the case of synthetic surfaces, replace the surface at the end of its life.

In principle the Portland Secondary College, Portland Hockey Club and Council should consider a partnership in the proposed project including capital works, ongoing maintenance and turf replacement costs. All would ideally need to work in partnership to raise funds from various Government funding agencies.

This arrangement would reflect an equitable distribution of responsibility between the Portland Secondary College, Portland Hockey Club and Council to establish a community asset to equally benefit College students, hockey participants and the broader community.

Potential capital funding contributors, with contributions to be determined, are shown in the following table.

Table 7: Potential capital funding contributions to be determined (TBD)

Potential capital funding contributor $ Contribution Portland Hockey Club -‐ Sponsorship -‐ Fundraising initiatives

$TBD

Portland Secondary College -‐ Fundraising initiatives

$TBD

Glenelg Shire Council (up to $500,000) -‐ Capital funding -‐ Grants

$Not in foreseeable future

State Government -‐ DPCD – Sport and Recreation Victoria ($1:$1 ratio) Community Facility Funding Program (Major) -‐ DEECD

$650,000

Federal Government -‐ Regional Development funding

$TBD

Philanthropic trusts and foundations -‐ Australian Sports Foundation

$TBD

Probable funding required $1,500,000

To provide the catalyst for a major Community Facility Funding grant from State Government it would be preferable for Council to budget for a contribution up to $500,000 in the mid to long term i.e. 5-‐10 years. This would also provide the impetus for the Portland Hockey Club and Portland Secondary College to source the balance of funds required to develop the facility. Council would need to consider as part of its future annual capital works budget program. The shortfall would need to be raised by the Hockey Club, College and other supporters.

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7. Ownership and management options

7.1 Management responsibilities

Maximising the use and preventing duplication of facilities are key objectives in the provision of community facilities. All levels of government have encouraged joint provision of facilities on school property. One of the more successful outcomes of this policy has been the joint development of indoor sports facilities in rural Victorian towns, funded by state and local governments. The indoor sports centre at Casterton Secondary College is a successful example of joint provision in Glenelg Shire.

The Department of Education and Early Childhood Development applies a prescriptive standard management agreement when facilities are developed on state owned school properties. As a signatory to this agreement school Councils and local Councils must be aware of all respective obligations in regard to usage, maintenance, meeting ongoing costs/deficits, insurances etc.

An issue that has been raised with joint management agreements is how ongoing costs are apportioned. In most instances paying for maintenance appears to come from the hirer revenue only. As schools may use these facilities up to about 40 hours per week and clubs may also use them for 40 hours per week, both parties should be expected to contribute directly or indirectly to maintenance costs. The easiest way for this to occur is for hockey and other schools and sports to pay for use, whilst the College might consider a nominal annual levy charged to student families. The College is also most likely to bear the ongoing costs to administer bookings.

As the viability of synthetic turf surfaces depends on high levels of usage to generate income some one at the College will need to undertake a proactive role in developing and facilitating programs and activities.

A Heads of Agreement or Memorandum of Understanding should be established between the College, Council and the Hockey Club to ensure clear roles in project funding, planning, development and ongoing management and maintenance of the proposed facility.

The roles of each agency in the facility in the facility capital works and operational management may be slightly different. Council should consider directly assisting with sourcing funds, promoting the facility, sports development, encouraging other sports to use the facility and negotiating with the Portland Hockey Club to play there exclusively i.e. not at Flinders or Nelson Parks. Based on a potential significant contribution to capital costs, Council should not be required to pay any recurrent subsidies or supporting payments.

The day to day maintenance of the surface and facilities, growing the hockey use, and tournament and competition organisation are best looked after by the Hockey Club and its Association/s, paid for by a reduction in hire fees i.e. potentially charged at reduced rate such as $50/hour, compared with $75/hour for other sport users.

Portland Secondary College may be the best organisation to look after facility bookings and onsite operational issues, including general cleaning during the week.

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A Committee of Management should also be established with College, Council, the Club and other users represented. The Committee of Management would be responsible for overseeing the ongoing management, maintenance and use of the proposed synthetic facility.

The Committee would also procure and maintain Public Liability Insurance of $10 million cover and it would be subject to Industrial Special Risk Insurance cover for reinstatement or replacement of the facility in case of destruction or damage.

7.2 Development and joint use agreement

As the facility would be on land owned by the Department of Education and Early Childhood Development it will be subject to a prescribed Development and Joint Use Agreement. This agreement would need to be prepared by the Department and endorsed by the College, Council, the Club and the responsible Minister.

Development and Joint Use Agreements are detailed agreements that apply when a school and/or the local Council or community contributes to the construction of a new facility or the development of an existing building on public school land.

A number of natural grass and synthetic turf playing fields were established on school land as part of the Victorian Government’s Commonwealth Games Legacy Program and Development and Joint Use Agreements have been prepared for these and could be used as a guide.

A blank Development and Joint Use Agreement is required from (DEECD) for consideration and completion by College, Council and Club representative upon the formation of a Committee of Management.

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8. Implementation

The recommended facility development is an accessible, flood-‐lit and fenced multi-‐sport hybrid sand dressed synthetic turf playing field at Portland Secondary College. The probable capital cost to install has been estimated at $1,500,000.

The report recommendations are intended as guide to the long-‐term future implementation and management of a multi-‐sport synthetic turf playing field in Portland for Council and PSC.

As a result of the Interim report prepared for Glenelg Shire Council and received on November 2011, both Council and Portland Secondary College (PSC) have determined that they do not have finances to commit to the facility development and that it is unlikely to be a priority in the foreseeable future.

Council should assess the report as part of future capital works budget deliberations and if is ultimately deemed to be a priority, the next steps to proceed to installation are suggested below:

Recommended Steps

1. Establish Project Working Group (PWG) and clarify future roles of all interested parties, for example:

• College: land ownership, provision of services (power /water), bookings administration, fee collection and weekday cleaning and scheduled maintenance

• Council: facilitating the sourcing of capital funds, marketing the facility, sports development, encouraging other sports to use the facility

Recommended Steps

• Hockey club: day to day maintenance of the surface and facilities, growing the club use, and tournament and competition organisation. Regular cleaning grooming and regular maintenance

2. Establish a Heads of Agreement/ MOU between College, Council and the Hockey Club to be fair and equitable partners in the pre planning, development, funding and management of the proposed facility

3. Seek agreement from Hockey Victoria, Warrnambool District Hockey Association (WDHA) and Lower South Eastern Hockey Association (LSEHA) to play a role in the development of the field, including the field in competition fixtures and confirm allocated games.

4. Seek firm quotations from three reputable synthetic turf manufacturers based on the specific site

5. Budget for and apply for external capital funding including DPCD’s Sport and Recreation Victoria Community Facility Funding Program (CFFP)

6. Apply for capital funding from the Department of Education and Early Childhood Development, and the federal government

7. Seek private funds and sponsorship towards for the proposed facility

8. Prepare a Dept of Education and Early Childhood Department (DEECD) Development and Joint Use Agreement

9. Form Committee of Management with College, Council, and Hockey representation. Determine hire arrangements, fees and charges

10. Prepare, advertise and select contractor to design and construct

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