Hamilton City Councilis Seeking Expressions of Interest from Sport Or Recreation Community

PURPOSE

Hamilton City Councilis seeking Expressions of Interest from sport or recreation community groups interested in sharing the Stadium Bowling Facility for their activities. The facility comprises Council-owned land and buildings at Hinemoa Park.

This fantastic centrally located facility includes bowling greens (some of which could be re-purposed), large modern clubrooms, a large storage shed and car park. Organisations using the facility could do so either through a regular hire arrangement or community occupancy.

Community occupancyrefers to Community use of Council-owned (or administered) land and/or buildings in the form of either a Community Group Lease or Licence to Occupy (agreement).

LOCATION

Hinemoa Park – Corner Seddon and Mill Road, opposite FMG Stadium Waikato (lease outline in red). Council is the administering body of Hinemoa Park under the Reserves Act 1977.

COMMUNITY OCCUPANCY PRINCIPLES

The Council will support community groups by making land and buildings available for community occupancy.
The Council wishes to enable community groups to support the Council’s priorities as defined in our plans and strategies.
The Council will ensure equity, consistency and transparency in the allocation of community occupancy.
The Council will ensure maximum community benefit from community occupancy.
The Council will set rental at a rate that empowers community groups to be sustainable.
The Council will be able to quantify the level of assistance provided to community groups through community occupancy.
The Council will encourage shared use of Council-owned (or administered) land and/or buildings to optimise use.

ELIGIBILITY CRITERIA

To be eligible for consideration for community occupancy, community groups shall:

Demonstrate a clear and effective governance structure
Meet the definition of community group as defined by thepolicy
Provide a community service as defined by thepolicy
Provide and demonstrate a community service that supports Council’s priorities as defined in our plans and strategies.
Be sustainable for the term of the occupancy in terms of financial viability to fulfil obligations; and

membership and/or users of the service

Not impose restrictions that may exclude people who might want to participate
Demonstrate a willingness and ability to be accountablei.e provision of annual reports (refer to paragraphs 5.8 and 5.9 of thepolicy).

For more information on community occupancy, visitCouncil’s the website:

SUITABILITY CRITERIA

Level of sport and/or recreation community benefit provided by the community group from the occupancy
Demonstrate evidence based need forservices/activities in Hamilton

Level of contribution to supporting Council’s priorities as defined in Council’s plans and strategies

Alignment of community service/activities to respective sporting codes or other umbrellaorganisations’ strategic directions (e.g. Sport Waikato - Moving Waikato 2025, Regional Sports Facilities Plan, National/RegionalSports Organisation)
The history and sustainability of the community group in terms of:

financial viability to fulfil obligations; and
membership and/or users of the community service

Compatibility of the community group to share facility with outdoor lawn bowls and other potential groups to optimise use
Suitability of the facility for that particular community group, in terms of:

Location
Physical characteristics
Accessibility (i.e. building / fire safety / Occupational Safety and Health (OSH) considerations)
Potential impact on adjoining land and other users
Statutory requirements including compliance with District Planrequirements or resource consent conditions

Feasibility of anyalterations to the facility to accommodatecommunity group needs
Consistency with the Reserves Act 1977, the reserve classification and conformity with relevant reserve management plan
Any other relevant criteria the Council considers appropriate.

EXPRESSION OF INTEREST PROCESS

1)Contact the Council’s Community Occupancy Advisor to discuss your community group’spotential eligibility and suitability.

2)Making an appointment to view the facility on the open day – Thursday 26 January from 4pm to 6pm

3)Complete and submit anExpression of Interest form by 5pm on Friday 17February 2017.

4)Meeting with the assessment panel to discuss Expressions of Interest.

5)An assessment panel (consisting of Counciland Sport Waikato staff) will assess each Expression of Interest based on the criteria.

6)The Council will make contactto notify whether your group has been shortlisted by Friday 10March 2017.

7)Engagement with shortlisted groups around a potential governance model for shared community occupancy of the facility.

8)Submit a Community Occupancy Application to Council, if appropriate. Staff will process application.

9)Council staff will then make a recommendationfor future use of the facilityto Council’s Community Services Committee. The decision will be in the form of a Council Resolution.

10)If Council approves the recommendation, Council staff will work with the group(s)to enter into a Community Occupancy Agreement.

Hamilton City Council reserves the right to not accept any Expression of Interest.

RENTAL AND COSTS

The rent for the Stadium Bowling Facility is as per the Community Occupancy Guidelines (refer to pages 6-8).

Occupiers are responsible for utility costs, rates and day to day operational maintenance of the facility.The site is rated in Council’s reduced Sporting and Cultural category, which is set at 50 percent of the General Residential rate.

Should an agreement need to be prepared, the legal fees associated with the cost of preparation will be on-charged to the group as per the Community Occupancy Policy.

CONTACT

If you need any assistance in completing this form or have any questions, please contact Council’s Community Occupancy Advisor, phone 959 9005 or via email

COMMUNITY GROUP DETAILS:

Community group’s legal name: ______

Postal address: ______

Phone: ______Mobile: ______

Organisation email: ______

Website: ______

Group contact:

Full Name: ______

Position: ______

Daytime contact phone number: ______

Email: ______

Postal Address: ______Postcode: ______

Current operations:

Where does your group currently operate from: ______

Are you in a Council or private facility: Council Private

Have you previously had an occupancy agreement with Council?

Yes, where: ______No

Why does your group want to relocate? ______

______

How many years do you anticipate using the facility for and why? ______

______

ELIGIBILITY AND SUITABILITY

Governance Structure

Organisation Type: Charitable Trust Registered Charity

Incorporated Society Other (please state):

Charities Registration Number: ______

Are you a not-for-profit Community Group: Yes No

Describe the community service your group provides: ______

______

What activities/ services would be undertaken at the facility:(please list)

Activities or Services / Estimated average no. of participants

Will there be any commercial activities undertaken from the facility?

If yes, please specify: ______

______

Briefly outline evidence based demand for your services/activities in Hamilton (degree to which demand exceeds supply and avoids duplication).

______

What other community groups offer similar services/activities in Hamilton?

______

Strategic Alignment

Demonstrate how your Community Group’s services support Hamilton City Council’s strategic priorities as defined in the following plans or others:

Hamilton Plan

Hamilton and Waipa are known as the home of New Zealand’s high performance sport
Hamilton has a commitment to community sport

Participation in organised and recreational sport increases

Open Space Plan

Sport and Recreation demand and use

Ensure open space contributes to the vision “Everyone out there and active”
Encourage wider community participation, particularly with underrepresented groups
Respond to changing sport and recreation demand and use
Meet the changing needs of a changing community

Hamilton Arts Agenda

Spaces and Places

Hamilton offers premier art venues and creative spaces
Hamilton’s public spaces are used for art activities and events

Engagement

Increased participation in the arts
Promotion
Increased public awareness of Hamilton’s arts and culture offering

Youth Action Plan

Outcomes – we need to ensure young people:

Are connected, engaged and empowered
Feel safe, valued and able to fully contribute to the community
Have increased educational and employment opportunities

Older Persons Plan

Older people can actively participate in the community and be engaged with issues that matter to them
Facilities and services provided to older people are age appropriate and accessible
The contribution that older people make to the Hamilton community is acknowledged and celebrated

Other Council Strategies and Plans

______

Demonstrate how your community groups service aligns to the strategic objectives of your respective regional/national sporting organisation and/or other umbrella organisations(e.g. Sport Waikato,

Regional Sports Facilities Plan, Creative NZ etc):

______

History and sustainability

How long has your group been in existence? Established: ______

Membership numbers:

Type of Membership/ users of service (please specify) / Number
Juniors/youth
Adults
Seniors/masters
Social
Total:
Male
Female

Does your group impose any membership restrictions? e.g age, gender, location etc

Yes No

If yes, please specify: ______

Please estimate the total number of users/participants who have directlybenefited from your service over the past 12 months?

______

Is your membership/ participation: Increasing Stable Declining

Number of paid staff (part or full-time) and volunteers in the last 12 months?

Paid staff: ______Volunteers: ______

Schedule of use (attach separate document if preferred). Please specify proposed time of use and for what purpose e.g 1-2pm Meeting, Juniors training 5-7pm

Building (if applicable):

Mon / Tues / Wed / Thurs / Fri / Sat / Sun
Morning
Afternoon
Evening

Land (if applicable): i.e playing surface/outdoor activity space

Mon / Tues / Wed / Thurs / Fri / Sat / Sun
Morning
Afternoon
Evening

Comments: (including seasonal variations)

______

Financial Position

What are your usual sources of funds? e.g. membership fees, user fees, sponsorship, grants etc.

______

Financial summary from 2015-16 financial year accounts:

Income:
Expenditure:
Surplus/Deficit:
Current funds in hand:
(bank balance)

Do you anticipate any significant changes in your group’s financial circumstances in the foreseeable future?

Yes No

If yes, please specify: ______

______

Is your community group willing to provide annual reports and financials as requested e.g AGM/ Presidents report, annual accounts, budget etc

Yes No

Facility Fit

Please select the spaces you are interested in using:

Land (bowling green space)

Clubrooms

Shed

Is your group willing to sharing the facility? Yes No

If no, please specify why: ______

______

Do you think your group would be a good fit to potentially share with Stadium Bowling Club?

Yes No

Please explain: ______

______

Does the facility meet the needs of your group?

Amenity / Yes / No / Somewhat
Location
Size
Car parking
Accessibility
Security
Toilets
Kitchen/bar
Office/meeting space
Storage
Aesthetics/quality
Fit with adjoining land and other uses

Are there any needs of your group the facility doesn’t provide? ______

______

Does your group think the facility will need any alterations/ improvements to meet your needs?

Yes No

If yes, please specify: ______

______

Is it anticipated that you would seek funding from Council for these alterations/improvements?

Yes No

If yes, please specify estimated costs: ______

______

Please describe how the activity may affect the amenity of other park users or neigbours?

Consider:

-Hours of operation

-Noise (levels/hours/type)

-Lighting (lux level, spread, hours)

-Parking requirements or members/users and the effect of this on the users

-Provision of a facility for the wider community or exclusion of other activities

______

Comments

Outline any other points you consider relevant to the application that are not covered above.

______

Attachments

Proof of your organisations legal identity e.g. Certificate of Incorporation

Strategic Plan or Business Plan, if available

Audited Financial Accounts or charities number

Declaration:

In making this application I declare that:

I am authorised to do so and to the best of my knowledge the information contained herein is true and correct.
The group will comply with any reasonable request from Hamilton City Council to obtain further information in support of this Expression of Interest.
I understand that Hamilton City Council reserves the right to not progress any or all of the Expressions of Interest for the facility.

For and on behalf of your group:

Full Name:______

Position:______

Signature:______Date: ______

PLEASE SUBMIT: By 5pm Friday 17FEBUARY 2017

Email:

Deliver to Council:Attn: Karen Kwok

Ground Floor Reception

Council Building

Garden Place

Hamilton