Property Management Framework

The City has prepared a new Property Management Framework that will be used to guide future lease, licence and management agreements

Property Management Framework

Property Management Policy

Flowchart - Options for Clubs & Community Groups

Category One & Two FAQs

Our club has an expired lease. What does the PMF mean to our club?

Following endorsement of the PMF from Council, the City will commence discussions with community groups and sporting clubs that have leases which have expired and are currently in holding over.

Moving these groups onto a new lease under the PMF is the priority in order to provide them with secure tenure.

What if my club has a current lease but would like to change our lease and move over to the PMF?

The City of Vincent is happy to transition groups with current leases over to the PMF.

What if my club is happy with our current lease?

If your group has an existing lease that has not expired, you can choose to remain on this lease until its end date. This includes exercising the option for further terms, should they be part of your current lease.

At the expiration of each remaining group’s current lease or licence tenure, the City will work with them to transition them into the new PMF. All new leases moving forward will be in line with the PMF.

What if our club has not budgeted for the proposed increase in the tenancy fee and can’t afford to pay the additional amount?

If your club is in category one and two it will be required to pay an increased tenancy fee within a 4 year period from the commencement of the new lease or licence.

This will mean that an increase will occur annually at the rate of 25 per cent (of the difference between your current charge and the new change) until the new charge is reached.

Alternative leasing and licencing options may be available if your club is unable to transition to the new charging methodology within four years, such as sharing a facility or seasonal hire.

Why is the annual tenancy fee 10 per cent of the Gross Rental Value (GRV)?

The use of GRV is applied to all facilities as it provides a consistent methodology and it can be applied equitably to all clubs.

How is the Community Benefit calculated?

The annual Community Group and Sporting Club Health Check informs the calculation of the community benefit. A weighted matrix has been developed for assessing the community benefit subsidy. This matrix has criteria that determines the level of subsidy your club is eligible for. This criteria includes information relating to how your clubs is run, the membership fees you charge, the level of volunteer commitment, links to the City’s Strategic Community Plan along with social and community benefits that your group provides.

Why is there a need to submit Community Groups and Sporting Club Health Checks on a regular basis?

The Health Checks enable the City to monitor the wellbeing of our clubs and to provide assistance to clubs where needed.

The City of Vincent is often approached by external parties such as government agencies, to provide information on clubs. We use the Health Checks to inform these external conversations and will advocate on behalf of your club where we can.

The City will also use the information provided in these Health Checks to determine the level of Community Benefit Subsidy that is applied to reducing your tenancy fees.

The City will regularly review the Health Check to ensure it is as simple to complete as possible.

How do I know what the maintenance responsibilities for the club are?

The PMF includes a detailed list of maintenance responsibilities for each category and provides clarity around responsibilities for both the group and the City. This list is attached to the PMF framework and will be distributed to all community groups, sporting clubs and organisations who hold a lease or licence.

What is capital renewal and do clubs pay for them?

The City is responsible for capital renewal and repairs, which relates to major structural elements of the building such as the roof or load bearing walls.

The City is also responsible for expenses incurred to restore the original function of the facility by replacing elements that have a life cycle shorter than planned for the entire facility. For example, replacing carpets.

What are capital upgrades and why should community groups and sporting clubs pay for them?

Capital upgrades refers to enhancements to the facility to provide a higher level of service and/or extend the original functionality or space. Capital upgrades extend the asset to cater for growth or to enable additional service levels. In plain terms, they are additions to the facility that are not like-forlike replacement, or extensions.

The City will be responsible for capital upgrades and capital expansion of all assets within the leased or licenced area for all Category One (1) and Category two (2) groups and will be considered as part of the City’s annual budget process. Should clubs and groups wish to upgrade their facilities outside of this process, the City will assist groups to apply for other sources of funding for example, Lotterywest Grants or State Government Funding.

Who is paying for the new leases or licences to be drafted?

The City will be drafting these documents in house and as such, there will be no additional costs placed on community groups or sporting clubs for the drafting of these agreements.

Where can I get more information?

The Community Partnerships team can provide additional information to specific groups and sporting clubs in Category One and Two. They can be contacted via email or by calling 9273 6000.

For all organisation in Category Three and Four, Corporate Strategy and Governance can assist and can be contacted via email at or by calling 9273 6000.

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