Works on Council Owned Land Application

ABOUT THIS FORM

The Works on Council Land Application should be used by Sports Clubs, Halls and Community Facility Volunteers/Groups to request works on Council Land including:

• Electrical, Lighting & Plumbing
• Natural Environment (Gardens, Trees, Bush, Beach)
• Concreting, Signage & Fences
• Buildings, Structures & Seating
  

SPORTS COUNCIL FINANCIAL ASSISTANCE REQUEST

Sporting clubs are entitled to apply for financial assistance from the Sports Council for a proposed project. 

You can apply:

• With your Works on Council Land Application under the "Source of Funding" section of this form.
• Separately using the Sports Council Financial Assistance Request Form.

Important Information: 

• Your application must be submitted two weeks prior to your Sports Council Meeting.
• Your application must include a minimum of one quote
• Any works that involve the Sports Council engaging a contractor will require the contractor to be registered on Council's Contractor Management System, Site Pass.
• Council can provide information on contractors who are registered on Council's Contractor Management System, Site Pass. These contractors are not required to submit documentation as they have obtained approval.

GRANT FUNDING

Sporting Clubs are entitled to apply for grant funding programs when they are released throughout the year. If your club is applying for a grant, please contact Council to gain support and approval for your proposed project.

PROCESS STEPS

Step 1:   Read Works on Council Owned Land Specification Guidelines

Step 2:   Complete the online application form and submit. 

Step 3:   The proposal will be assessed. Council may discuss the proposal over the phone and require a site meeting

Step 4:   Written notification will be provided advising if works are approved and to organise a site induction.

Before any works commence on a site, a site induction must be conducted by a Council Officer and will be organised upon project approval. Works may be audited by the Council's Work Health and Safety Department throughout the project. 

INCOMPLETE APPLICATIONS

If mandatory information is not supplied your application will be rejected and a new application must be submitted with the required information. 

PRIVACY

Port Stephens Council is collecting your personal information for the purpose of assessing your expression of interest for use of council land. The collection of this information is authorised under the Local Government Act 1993. Your information will not be given to any other person or agency unless you have given us permission or we are required by law. The information provided may contain personal information as defined under the Privacy and Personal Information Protection Act 1998 (NSW). The purpose of collecting this information is to enable Council to consider matters under related legislation, issue related documentation where required and other associated matters as provided by law and will be utilised by Council officers in assessing the proposal and other associated activities. The information may also be made available to other persons in accordance with the relevant Acts and regulations, such as the Government Information (Public Access) Act 2009 (NSW) and will be stored in Council’s record system.

SOURCE OF FUNDING

SUPPORTING INFORMATION

ELECTRICAL, LIGHTING AND PLUMBING GUIDELINES

All works MUST be completed by approved contractors through the Works on Council land process.

SERVICES

Before digging any holes or excavating, it is compulsory to call the Council. The appropriate Council officer will provide you with information for contractors to inform of underground services such as electricity, water, telephone, gas and make sure that there is no subsurface irrigation onsite. Requirements for each scope of works will be assessed and advised on a case by case basis. Remember to check overhead for power lines and street lighting prior to completing any works.

NATURAL ENVIRONMENT (GARDENS, TREES, BUSH, BEACH)

• Species: Must be suitable for the Port Stephens area climate. Larger trees/shrubs should be staked and tied used hessian ties. Trees/shrubs should have a single leading shoot and be free from disease, weeds and insects.
• Location: Distance from structures within parkland should be a minimum of 5 metres to allow for maintenance machinery. There is distance regulations for gardens and trees planted near roadways.
• Hole preparation: Before digging/excavating always contact Council for approval. All holes are to be double the width and depth of the existing pot size that the plant has been propagated in. In clay soils the base of the hole should be broken up to prevent a “well” effect when watering which can cause the plant to float in the hole. Ideally a wetting agent would be applied to the soil in the bottom of the hole. Read the tree label for spacing placement.
• Mulch: Mulch is to be placed around from the base of tree to the drip line or edge of the leaves of tree. Mulch must be adequately mulched and weed propagule free. Please contact council before placing mulch adjacent to buildings.
• Watering: The watering of trees after planting should be every day in the first week and then weekly for six to eight weeks. Watering timeframes may vary depending on the species, current climatic conditions and water restrictions.
• Bush Regeneration: Works to be in line with AABR (Australian Association of Bush Regenerators) standards.
• Maintenance: Mulching, weeding and cutting back should be undertaken as required. Suckering branches should be removed when noticed to reduce root stock growing.

SERVICES

Before digging any holes or excavating, it is compulsory to call the Council. The appropriate Council officer will provide you with information for contractors to inform of underground services such as electricity, water, telephone, gas and make sure that there is no subsurface irrigation onsite. Requirements for each scope of works will be assessed and advised on a case by case basis. Remember to check overhead for power lines and street lighting prior to completing any works.

CONCRETING, SIGNAGE & FENCES GUIDELINES

Please note that this information is a guide only

• Location: Distance from structures within parkland should be a minimum of 5 metres to allow for maintenance machinery. It should be noted that there are site distance regulations for permanent structures and near roadways.
• Specifications: Concrete pathways shall be constructed at a minimum width of 1.2m and may need to be wider in some circumstances; be 100mm thick; reinforced SL72 mesh; and constructed with a 20MPa concrete. Pathway must be laid on a 50mm sand base (or as specified by Structural Engineer). Drainage is to be installed as required and will be based on site topography. Pathway shall not have an incline greater that 1:20 with a landing minimum 1200mm long at 15m intervals. For gradient 1:33, landings must be a minimum 1200mm long at intervals of 25 m. For gradient flatter that 1:33 no landings are required, the ground abutting a walkway should extend horizontally for 600mm. Crossfalls on pathways should not exceed 1:40.
• Ramps: Shall be no steeper than 1:14 and have a landing 1200mm long at intervals of no greater than 9m. An access way no greater that 1520mm in length shall have a gradient not steeper than 1:8.
• Soil and Turf: Using a screened top-dress soil, batter soil from normal ground level to top of newly constructed pathway. Level soil and lay a strip of turf (same as existing) along both sides of pathway.

SERVICES

Before digging any holes or excavating, it is compulsory to call the Council. The appropriate Council officer will provide you with information for contractors to inform of underground services such as electricity, water, telephone, gas and make sure that there is no subsurface irrigation onsite. Requirements for each scope of works will be assessed and advised on a case by case basis. Remember to check overhead for power lines and street lighting prior to completing any works.

BUILDINGS, STRUCTURES & SEATING GUIDELINES

• Location: Distance from structures within parkland should be a minimum of 5 metres to allow for maintenance machinery. It should be noted that there are site distance regulations for permanent structures near roadways.
• Materials:

Seats and Furniture: Must be hardwood with galvanised steel posts or Maddox park seating to match existing seating and furniture within the park or reserve. Other materials suitable for outdoor use may be considered and this will be assessed on a case by case scenario. All seats and furniture should be placed on a concrete slab as listed below.

Barbeques: For information on approved BBQs, please contact council.

• Concrete Slabs: All concrete slabs that are installed beneath seat and furniture, structures and BBQ’s must be at least 500mm past the roof drip line to prevent erosion around the structure. They must be 100mm thick and be reinforced with SL72 mesh. Concrete must be of 20 MPa or greater and the slab is to be on a 50mm sand base. An edge beam should extend at least 100mm below the natural ground level.
• Accessibility: Access for prams, wheelchairs, walking aides etc. around structures/pathways is to be considered at all times. All pathways are to be constructed with a minimum width of 1.2 metres and the ground level to extend past the path at least 600mm on either side.
• Construction: Structures are to be constructed and or installed in line with manufacturer's specifications and by a licensed builder.
• Posts into concrete or on saddles etc: Galvanised posts of structures are to be in ground concrete footings and all timber posts are to be attached with galvanised saddles. Seating and tables to be bolted to the slab using galvanised screw bolts.
  

SERVICES

Before digging any holes or excavating, it is compulsory to call the Council. The appropriate Council officer will provide you with information for contractors to inform of underground services such as electricity, water, telephone, gas and make sure that there is no subsurface irrigation onsite. Requirements for each scope of works will be assessed and advised on a case by case basis. Remember to check overhead for power lines and street lighting prior to completing any works.