Leasing and Licensing of Community Facilities Policy Review

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Background

Council has a Leasing and Licensing of Community Facilities Policy that guides how leases and licences for using community facilities and open space (such as clubrooms, tennis courts, bowling greens and playing fields) on an exclusive or non-exclusive basis are awarded and evaluated. The policy also considers the amount of rent that any group with a lease or license should pay.

Currently all leases granted to community and sporting groups for the exclusive use of community facilities and open space have been issued at a peppercorn rent (ie $1 per annum). The revenue from these leases do not cover the cost of providing these facilities which are funded by Burnside ratepayers through Council rates.

It should be noted that community and sporting groups with non-exclusive use of community facilities and open space through a licence already pay a fee to Council for this access.

Following a recent review of the Leasing and Licensing of Community Facilities Policy, Council is considering a new “cost recovery” rent model for all tenants who have exclusive access to facilities located on Community Land.

What does the cost recovery rent model involve?

The aim of a cost recovery rent model is to provide a fair and sustainable framework for leasing Council-owned community facilities.

The money raised in this new model would be paid into a sinking fund that would be used to finance the upgrade and renewal of Council-owned community facilities. The fund will reduce the burden of cost on general ratepayers and support the tenants who use these facilities exclusively.

Should Council decide to adopt these proposed changes to the policy, it will work closely with all tenants to ensure any implementation is smooth and well-supported. Any change would not modify rental costs overnight; rather, this change in costs would be assessed when leases are due for renewal for each tenant.

Other changes to the policy

Additional proposed changes to the policy include:

  • community key performance indicators - community tenants must meet a set of community key performance indicators (KPIs) during the term of their lease. These KPIs help ensure that facilities are well managed and continue to deliver value to the broader community. The KPIs include facility maintenance, good governance, financial sustainability, community participation, environmental sustainability and alignment to Council’s strategic plan Burnside 2030.
  • guidelines for private coaching - where private coaches operate independently of a community tenant and run their own commercial sessions using Council facilities, they will be required to enter into a hire agreement with Council and pay the applicable fee under Council’s Fees and Charges Schedule.
  • signage - any signage on Community Land must comply with Council’s Signage Guidelines (a copy of the guidelines is included under 'Documents' on the right hand side). Before putting up a sign, community tenants must seek approval from Council. If the sign also requires development authorisation, it is the club’s responsibility to obtain this approval before installation.
  • defined process for requesting upgrades to community facilities - Council may consider requests for funding contributions for upgrades of community facilities from existing tenants who have leased the facilities from Council for a minimum of 5 years, where there are clear and demonstrated benefits for the community, the upgrades assist in increasing participation in sports or community services and the contribution is financially appropriate.

Please see a copy of the proposed policy, FAQ’s with more detail, and a breakdown of rent amounts for each community lease under the proposed rent model on the right hand side of this page.

We want to hear from you

As you are a lessee of a Council-owned community facility, we want to hear your feedback on this cost recovery rent model idea. We understand that each club and community group has unique requirements, and we are eager to collaborate with you to ensure any future rent model is sustainable for all.

We encourage you to meet to discuss your specific requirements. Please contact James Brennan Council’s Group Manager Environment and Infrastructure, at jbrennan@burnside.sa.gov.au to set up a meeting or to ask any questions.

If your club would like to give written feedback only, club feedback can be provided by completing the below survey.

To have your say please complete the below survey by 5 pm Friday 29 August 2025.

Council is seeking one response per club.

What happens next?

Council will consider all feedback at a future Council meeting in 2025/26. Council will write to all tenants to advise them of this meeting date, as well as the outcome



Background

Council has a Leasing and Licensing of Community Facilities Policy that guides how leases and licences for using community facilities and open space (such as clubrooms, tennis courts, bowling greens and playing fields) on an exclusive or non-exclusive basis are awarded and evaluated. The policy also considers the amount of rent that any group with a lease or license should pay.

Currently all leases granted to community and sporting groups for the exclusive use of community facilities and open space have been issued at a peppercorn rent (ie $1 per annum). The revenue from these leases do not cover the cost of providing these facilities which are funded by Burnside ratepayers through Council rates.

It should be noted that community and sporting groups with non-exclusive use of community facilities and open space through a licence already pay a fee to Council for this access.

Following a recent review of the Leasing and Licensing of Community Facilities Policy, Council is considering a new “cost recovery” rent model for all tenants who have exclusive access to facilities located on Community Land.

What does the cost recovery rent model involve?

The aim of a cost recovery rent model is to provide a fair and sustainable framework for leasing Council-owned community facilities.

The money raised in this new model would be paid into a sinking fund that would be used to finance the upgrade and renewal of Council-owned community facilities. The fund will reduce the burden of cost on general ratepayers and support the tenants who use these facilities exclusively.

Should Council decide to adopt these proposed changes to the policy, it will work closely with all tenants to ensure any implementation is smooth and well-supported. Any change would not modify rental costs overnight; rather, this change in costs would be assessed when leases are due for renewal for each tenant.

Other changes to the policy

Additional proposed changes to the policy include:

  • community key performance indicators - community tenants must meet a set of community key performance indicators (KPIs) during the term of their lease. These KPIs help ensure that facilities are well managed and continue to deliver value to the broader community. The KPIs include facility maintenance, good governance, financial sustainability, community participation, environmental sustainability and alignment to Council’s strategic plan Burnside 2030.
  • guidelines for private coaching - where private coaches operate independently of a community tenant and run their own commercial sessions using Council facilities, they will be required to enter into a hire agreement with Council and pay the applicable fee under Council’s Fees and Charges Schedule.
  • signage - any signage on Community Land must comply with Council’s Signage Guidelines (a copy of the guidelines is included under 'Documents' on the right hand side). Before putting up a sign, community tenants must seek approval from Council. If the sign also requires development authorisation, it is the club’s responsibility to obtain this approval before installation.
  • defined process for requesting upgrades to community facilities - Council may consider requests for funding contributions for upgrades of community facilities from existing tenants who have leased the facilities from Council for a minimum of 5 years, where there are clear and demonstrated benefits for the community, the upgrades assist in increasing participation in sports or community services and the contribution is financially appropriate.

Please see a copy of the proposed policy, FAQ’s with more detail, and a breakdown of rent amounts for each community lease under the proposed rent model on the right hand side of this page.

We want to hear from you

As you are a lessee of a Council-owned community facility, we want to hear your feedback on this cost recovery rent model idea. We understand that each club and community group has unique requirements, and we are eager to collaborate with you to ensure any future rent model is sustainable for all.

We encourage you to meet to discuss your specific requirements. Please contact James Brennan Council’s Group Manager Environment and Infrastructure, at jbrennan@burnside.sa.gov.au to set up a meeting or to ask any questions.

If your club would like to give written feedback only, club feedback can be provided by completing the below survey.

To have your say please complete the below survey by 5 pm Friday 29 August 2025.

Council is seeking one response per club.

What happens next?

Council will consider all feedback at a future Council meeting in 2025/26. Council will write to all tenants to advise them of this meeting date, as well as the outcome



  • Leasing and Licensing of Community Facilities Policy Review

    Council is reviewing its Leasing and Licensing of Community Facilities Policy, which currently allows community and sporting groups exclusive access to facilities at a peppercorn rent, despite significant costs to provide these assets being covered by ratepayers. A proposed “cost recovery” rent model would introduce a fairer system, with the rental contributions placed into a Council-managed sinking fund for each leased facility to support future upgrades and reduce the burden on the general community. Additional policy changes include introducing community KPIs for tenants, clearer guidelines for private coaching and signage, and a defined process for facility upgrade requests from long-term tenants.

    Please consider meeting with Council’s Group Manager for Environment and Infrastructure, James Brennan, to discuss your club/organisations needs and concerns before completing this survey. You can arrange a time to meet by emailing James at jbrennan@burnside.sa.gov.au


    Have your say by 5 pm Friday 29 August 2025


    Take Survey
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Page last updated: 01 Aug 2025, 01:57 PM