FAQs

The development of the draft Policy is identified as an action item from the Property Lead Strategy and Action Plan (March 2025) which forms as part of the Corporate Strategy Framework (April 2024).  

The draft Policy seeks to:

• Clarify Council’s commitment to its facilities and partnership arrangements with Community Stewards, and
• Deliver an equitable and sustainable model of formalising the use and management of Council owned buildings, lands and ancillary facilities.

It also recognises that these facilities are critical community assets that contribute to participation, health and wellbeing, social connection, inclusion and local identity of the community in Mount Barker District Council in an easily understood document.

The draft Policy applies to all users, managers and stewards of Council owned community facilities, including:

• Council-owned community facilities comprising of halls, sport and recreation facilities and associated infrastructure; and
• Community facilities operated or managed by community organisations, clubs or committees under a lease, licence, management agreement or other formal arrangement with Council.

It is proposed that Council will financially support Community Stewards to operate and manage their facility on behalf of Council. This includes a building contribution fee and turf maintenance fee.

Further work still needs to be undertaken to develop a financial model that delivers an equitable financial contribution for Community Stewards across the district.

This draft Policy only applies to Council owned community facilities. As part of future financial modelling, Council will consider how it can best support non-Council owned community facilities across the district. This will be reported on at a later date.

The draft Policy provides a framework that governs the use and management of recreation and community facilities with a variety of agreement types. It is Council’s intention to openly discuss which agreement is considered best suited to each facility, in negotiation with Community Stewards. 

We are aware that some will opt for a Management Agreement, and some will opt for a Lease Agreement, and we will work with our Community Stewards to deliver the best outcome for their community.

Council is committed to partnering with its Community Stewards to deliver community programs and activation of facilities in support of its local townships and to achieve outcomes as sought in the Community Plan 2044.

However, we expect that demand from the community will vary over time and location. If a site is not being utilised by the community, Council will partner with Community Stewards to explore alternative future uses of the site. 

Community Land Management Plans (CLMP) restrict the use of facilities and requirements of the Act dictate a significant review process should Council consider a change to the CLMP or disposal of the site.

These processes include several decision points of Council and community consultation, and Ministerial sign off (in the case of a proposed sale). 

Council also has a “Disposal of Council Land and Other Assets Policy” which Council must consider as part of any decision making to dispose of land.

In all situations, Council is committed to following a thorough process and conducting quality community consultation to determine the best outcomes.

Accessibility and Inclusion

Clause 6.3.2 Where Council Owned facilities are not made available to the community by way of hire (for a nominal fee) or by open membership, a commercial lease will apply and the Club will not be eligible for Council support and will be responsible for 100% costs of maintaining, renewing and replacing the playing surface and surrounds and commercial tenancy principles will apply in regard to the building and all other improvements.

Clause 6.3.2 has been drafted to help prevent committees operating as “closed clubs/associations” whereby the broader community is not able to actively participate or enjoy the community facility.

It represents the conditions under which Council provides Community Stewards the opportunity to occupy Council’s community facilities and is an important position for Council to maintain. From our observations, our Community Stewards maintain an “open door” policy for community to access community facilities and or membership. 

This clause protects Council now and into the future, to ensure that our community facilities are always available for community use. 

We acknowledge that this may be a sticking point for community and welcome the opportunity to seek their feedback on this clause and bring about meaningful change as part of the consultation process.

It is proposed that Council maintains the current insurance arrangement whereby Council covers the cost of insurance premiums on behalf and Community Stewards and Community Stewards maintain compliance with Local Government Risk Services policy conditions. This includes policies that cover:

• Association 
• Public and Products Liability (covers Volunteers); and
• Building Insurance.

Community Stewards will still be required to maintain their own insurance policies for their own contents, equipment and fit-out within community facilities.

Importantly, Council’s support in this way does not imply an ‘insurance brokering’ relationship or confer Council’s endorsement of all activities undertaken on the site.

At a high level, Community Stewards will be responsible for the day-to-day maintenance of their facility, with Council being responsible for maintenance activities that are structural, high risk, or require specialised skills to intervene. 

It is proposed that facility specific maintenance responsibilities will be negotiated as part of any agreement entered into, as each site is unique with historical considerations. 

It is important to get the ‘words’ of the draft policy correct to ensure Council is able to undertake the correct financial modelling. As such, it is proposed that financial modelling be undertaken after Council has endorsed the draft Policy, and direct engagement with Community Stewards is likely to occur in July 2026.

It is acknowledged that it will take time to implement to draft Policy once endorsed by Council. Implementation is proposed to occur over the 2026/27 financial year, with a ‘go live’ date of 1 July 2027 when Council intends to have all new agreements in place.