Facility planning
Needs assessment
Feasibility study
Design
Land Tenure
Once you've started the planning process for your new facility or venue, you will need to complete a needs assessment, a feasibility study and go through the land tenure process.
Needs Assessment
The first step in the facility planning process, is to undertake a facility-specific needs assessment. This exercise will verify whether a new facility really is required, or if the need can be satisfied in some other way. It will also determine the most appropriate size and mix of facility components. The key elements of a facility-specific needs assessment are:
- Identification of current and future trends
- Analysis of social indicators
- Review of existing facilities and services
- Assessment of similar facilities and services provided in comparable communities
- Community needs survey to identify demand, usage requirements and future potential
The needs assessment should involve broad consultation. Discussions should occur with members of the community, key agencies and groups (eg: local Council, education dept, schools), neighbouring local government authorities, other sports Clubs/associations and other providers of sport or recreation services.
Once all the information is gathered and analysed, the needs assessment should recommend to either abandon the proposal, upgrade/amalgamate existing facilities or develop a new facility.
Feasibility study
If the needs assessment recommends the development of a new facility or venue, the next step is to undertake a feasibility study. A feasibility study will refine the concept of the facility and then test that concept to determine if it will ‘perform’, both practically and financially.
The key elements of a feasibility study are:
- A draft management plan
- A concept design
- Analysis of location options
- Assessment of technical design options
- Capital and operating budgets
- Analysis of economic and social viability
Further community consultation should occur throughout the feasibility study, to determine particular requirements regarding size, usage, access, functionality and affordability. Once completed, the feasibility study should enable an objective decision regarding resource allocation to the proposed facility. That is, to either proceed with, modify, postpone, stage develop or abort the project.
Design
If the feasibility study recommends building a facility, the project enters the design phase. It is at this point that the management plan is finalised, a design brief is developed, and the design consultant/team is appointed.
The management plan outlines how the facility will be used by the community and/or user groups and should include a number of key components:
- The programs and services to be offered and how they will be promoted
- The proposed management structure
- Facility maintenance strategies
- An annual operating budget detailing projected income and expenditure
The management plan is then used in the development of the design brief – that is, the functional requirements of potential user groups and activities are translated into a set of design specifications.
A comprehensive design brief is critical if the expectations of the client and community are to be realised. The key elements of a design brief are:
- Site details and any clearing constraints
- A schematic diagram or at least a schedule of specific requirements
- Standards of finishes
- The project budget/cost limit
- Key dates for the commencement and conclusion of construction
The requirements of the project design brief are incorporated into drawings prepared by the design consultant(s). A detailed cost analysis is undertaken and all statutory approvals are obtained. Finally, all the contract documentation is prepared, tenders are invited and a builder is appointed.
For larger more complex projects, it is worth considering the appointment of a professional project manager. The project manager would be responsible for managing the activities of the professional design team, and ultimately for the construction of the project.
Land Tenure
Your legal right to develop the property is important to protect your investment.
- A lease gives you exclusive possession of a property
- A "right to occupy" agreement means you can use the property, but you may not be able to build on it
- Encumbances on the property may stop you from building your venue. Make sure you check on encumbances with the property owners, more than likely the local Council.
Remember the owner of the land will invariably retain ownership of any facility improvements and as such, Clubs should seek assurances from Council (in writing) that future use of the facilities is guaranteed.
Joint provision/ shared-use facilities
Where appropriate, co-location, joint provision and shared-use of sport and recreation facilities can result in the best outcome for your sport, Club, school or community. These options should be explored at length with the local Council, education department, state sport associations, commercial organisations, neighbouring Councils, and local sport and recreation groups, before any moves to extend or build a facility take place.
The basis of shared provision and use is to broaden access, maximise usage and rationalise costs in order to get the best possible value from the facility. However, if shared facilities are to be successful, all parties need to think through their specific needs for access and use, and be assured that an opportunity for compatibility exists before planning advances to the design phase.
Click here for further web links on Facilities - Planning, Design and Construction.
Acknowledgements
Reproduced with the permission of the Department of Sport and Recreation WA
