Our Lady of Fatima University

College of Hospitality & Institutional Management

 College of Hospitality & Institutional
Management

SPORTS, FITNESS AND RECREATION SERVICES:

FACILITY MAINTENANCE
What is meant by a facility?
ØFacilities include areas that are constructed or maintained to allow
people to participate in sport and recreation activities, such as a pool,
gym or oval, as well as any structures that support people involved in
sport and recreation, such as a change room, canteen, grandstand or
scoreboard.

ØA facility can be a large multi-use centre with playing surfaces

catering for different activities, or it may be a small hall or room
catering for one specific activity.
Principles of Facility Management

• Most sport and recreation facilities, whether community based or

commercially focused, have the same general management goals:

Ømaximizing the use of their facility and

Øoperating in an efficient, safe and fair manner

Principles of Facility Management

• To achieve these goals numerous factors need to be considered,

including:

Øaccess and opportunities

Øquality, safety and sustainability

Ømultiple-use or sharing.
Access and Opportunities
Location and transport
ØIf a facility is to receive maximum use it should be located in an easily
accessible location.

ØAn organization may need to consider ways of making a facility more

accessible.

ØFor example, improving car and pedestrian access, car parking and
public transport for participants.
Access and Opportunities
Keys and booking system

ØIf different groups use the facility it is important to consider whether

each group should have their own keys to access the facility, or

whether there should be central control via a booking system.

Access and Opportunities
Security

ØAccess is as much about safety and security as it is about location and

ease of transport.

ØA well-designed, well-lit and highly visible facility will make users feel

safe using the facility.

Access and opportunities

Fees and pricing

ØIt is important from a community point of view to have an appropriate range

of fees with concessions or discounts provided to low income earners.

ØGroups that contribute in-kind support to the construction, maintenance and

upkeep of the facility should also be rewarded with lower fees.

Access and Opportunities
Hours of operation

ØIt is important that facility managers consider the range of people

who may wish to use their facility.

ØSome may prefer to use a facility during the day while others prefer
nights or weekends. A wide range of operating hours will ensure certain
groups are not excluded.
Access and Opportunities

Programming
ØA facility should aim to provide programs that cater for a diverse
range of ages, physical capabilities and both sexes.

ØSpecific programs, classes or activities that are tailored to meet the

needs of specific groups such as parents with young children, young
people, older adults, women and people with a disability, could
increase the use of a facility.
Quality, Safety and Sustainability
Asset maintenance plan

ØIt is important to plan for a facility’s long-term viability and an asset

maintenance plan is an important part of this process.

ØFacility managers should plan and budget for regular audits,

inspections, repairs, and replacement of materials or infrastructure to
ensure the facility is maintained.
Quality, Safety and Sustainability
Safety and standards

ØLegislation requires sport and recreation organizations to maintain

their facilities to high standards.

Ø Public liability concerns and requirements for Place of Assembly

Licences require facility managers to maintain facilities to certain levels
in terms of safety and access.
Multiple-use of Facilities
Sharing
ØThere is an increasing recognition of the need to provide facilities that cater
for multiple-use and encourage sharing by different user groups.

ØThe basis of shared use is to broaden access, maximize usage and rationalize
costs in order to get the best possible value from the facilities.

ØShared multi-use facilities provide an activity hub and create a greater sense
of community ownership of these facilities.
Multiple-use of facilities
Sharing

ØFacilities can be shared between clubs, commercial organizations, state

sporting organizations and schools.

ØSharing provides the potential for another source of funding and partnerships

and cooperative arrangements are regarded highly by funding bodies.

Management Agreements

ØIn a shared facility, there is a need for management agreements.

ØThese should be comprehensive and clearly cover the arrangements

for funding, cost sharing, legal responsibilities, maintenance, use,

supervision, staff, and access.

ØRights and responsibilities should be clearly established.

A management Plan

With the principles and considerations outlined above, facility

managers will be in a better position to make decisions about the

future direction and operation of their facility.

These decisions will be more effective, efficient and sustainable if they are
incorporated into some form of management plan. A management plan outlines
strategies to increase use of the facility and ensure efficient use of resources. A
plan should typically cover areas such as:
• Services and programs
• Fees and pricing schedules
• Marketing and promotion
• Organizational structure (including management and administration
systems)
• Asset management and maintenance
• Operational budget
• Policy on use of surplus or financing of operational deficit
• Future planned developments and their projected impact.
 Sample Elements and Performance Criteria
Checklist
ELEMENTS PERFORMANCE CRITERIA
Conduct maintenance checks of facilities or areas. 1.1 Carry out regular checks to identify potential hazards in
the facility or area according to organisation policies and
procedures.

1.2 Report hazards to supervisor.

1.3 Maintain areas and amenities in the work environment.

1.4 Store and handle chemicals safely.

1.5 Remove and dispose of wastes and dangerous chemicals

promptly.
 ELEMENTS PERFORMANCE CRITERIA
. Check supplies. 2.1 Check supplies regularly for quantity, quality and
expiry date.
2.2 Order or request supplies as required to meet
anticipated demand.
2.3 Dispose of expired supplies.

Clean facility areas.
3.1 Locate and wear personal protective clothing.
3.2 Conduct cleaning tasks at the specified times.
3.3 Display notices advising clients of cleaning in
progress.
3.4 Use cleaning agents safely.
3.5 Clean and store cleaning equipment.
3.6 Identify and catalogue lost property.
3.7 Maintain cleaning records .
3.8 Lock storage areas when unattended.
 ELEMENTS PERFORMANCE CRITERIA
4. Maintain vending machines. 4.1 Check stock levels of machines periodically and
restock supplies as required.
4.2 Clear and refill machines according to schedule or
as required.
4.3 Record machine data.
4.4 Identify machine faults and report promptly to
supervisor. Display out of order notices promptly on
machines to inform facility clients and complete
required documentation.
4.5 Monitor cleanliness of machines and clean as
required.
4.6 Carry out minor repairs on machines when
necessary according to manufacturer’s service
agreement.
5. Contribute to the administration of the facility or 5.1 Accept and record bookings for the facility.
activity.
5.2 Inform clients of the requirements and
responsibilities of using the facility.
 Required Skills and Knowledge in Facility
Maintenance
REQUIRED SKILLS Ø problem-solving skills to:
• identify and report problems
Ø communication skills to: • check supply levels
• notify supervisor of hazards in facilities • assess requirements for supply replenishment
• communicate with facility users • dispose of waste
• make bookings for clients Ø planning and organizing skills to:
• request supplies • conduct regular inspections of facilities
Ø literacy skills to: • monitor supplies and vending machines
• follow verbal and written instructions on using and Ø numeracy skills to:
storing chemicals • assess stock levels
• read cleaning schedules • follow cleaning schedules to carry out cleaning
• record information about machine faults, lost tasks with minimal disruption to facility staff and
property, cleaning tasks completed and client clients.
bookings
• order supplies
REQUIRED KNOWLEDGE Ø personal protective clothing and equipment to
enable cleaning and maintenance tasks to be
Ø organisation policies and procedures to enable the undertaken safely and responsibly
facility to be safely maintained to a high service Ø safe methods of waste disposal to minimise harm
standard with minimal interruption to facility users to self and environment
Ø legislative requirements relevant to facility Ø waste minimisation techniques related to sport
maintenance including: and recreation facilities
• Work Health and Safety (WHS) Ø safe and efficient cleaning techniques to maintain
• hazardous substances and dangerous goods own safety when performing cleaning and
• environmental protection maintenance tasks.
• state and territory statutory requirements
• local laws and by-laws
• ordinances and policy
Ø main types of cleaning agents and their uses to
enable facility areas to be safely cleaned and
maintained
Ø hazards associated with cleaning agents and
methods of minimising these
Ø cleaning equipment and chemicals to enable safe
operations
Evidence Guide
Ø Critical aspects for assessment and evidence
required to demonstrate competency in this unit
Evidence of the ability to:
• carry out cleaning, service and administrative
tasks in facility areas according to organization
policies and procedures and with minimal
disruption to clients
• comply with safety and legislative requirements
with respect to the use and storage of chemicals
and the disposal of wastes
• report hazards to supervisor promptly and apply
effective contingency-management techniques to
respond to problems appropriately
• complete required documentation according to
policies and procedures.
Ø Critical aspects for assessment and evidence
required to demonstrate competency in this unit
Assessment must ensure:
conduct of multiple cleaning, service and
administrative tasks in facility areas to demonstrate
competency and consistency of performance.
Assessment must also ensure access to:
• a work environment within a facility requiring
cleaning and servicing
• cleaning and maintenance equipment, products
and personal protective clothing
• vending machines
• organizational policies and procedures in relation
to facility maintenance
• documentation to be completed
Evidence of the ability to:
• carry out cleaning, service and administrative
tasks in facility areas according to organization
policies and procedures and with minimal
disruption to clients
• comply with safety and legislative requirements
with respect to the use and storage of chemicals
and the disposal of wastes
• report hazards to supervisor promptly and apply
effective contingency-management techniques to
respond to problems appropriately
• complete required documentation according to
policies and procedures.
Ø Method of assessment
Ø Guidance information for assessment
A range of assessment methods should be used to
assess practical skills and knowledge. The following
examples are appropriate for this unit:
• observation of performing cleaning and servicing
tasks in facility areas
• oral and or written questioning to assess
knowledge of safe use and storage of cleaning
chemicals
• third-party reports from a supervisor detailing
work performance
• portfolio of records in relation to completion of
cleaning and maintenance tasks.
Holistic assessment with other units relevant to the
industry sector, workplace and job role is
recommended, for example:
• Follow Work Health and Safety policies.
Range Statement
The range statement relates to the unit of competency as a whole. It allows for different
work environments and situations that may affect performance.

Hazards may include: • leaking or damaged containers

• defects in the storage area
• Contamination
• spillages
• unsecured equipment
• breakages
Facility or area may include: • Outdoor
• Indoor
• dry or wet recreation centre
• built and non-built.
Organisation policies and procedures may include: • booking procedures
• emergency procedures
• frequency of inspections
• hazardous substances and dangerous goods
• local laws and by-laws
• manufacturer guidelines or specifications
• WHS
• ordinances and policy
• record keeping
• reporting channels
• security of facility and of patrons
• state and territory statutory requirements
• stock acquisition
• use and storage of cleaning equipment, agents
and chemicals
• waste minimization
• waste disposal procedures
Maintain may include: • restocking supplies
• emptying and refilling vending machines
• cleaning
• inspecting
• lawn mowing
• edging
• pruning
• maintaining supplies
• conducting minor repairs
Amenities may include: • lockers
• baskets
• cubicles
• clothing storage facilities

Chemicals may include: • bleach-based

• acid-based
• floor seals
Waste may include: • spillages
• breakages
• chemicals
• blood
• bandages
• taping
• sanitary bins
• garbage
• recyclables
• sharps
Supplies may include: • first-aid
• chemicals
• cleaning agents
• office supplies
• hygiene and sanitary products.
Cleaning agents may include: • acid or alkaline-based chemicals
• heavy-duty detergents
• organic solvents
• abrasives
Cleaning records may include: • dates and times
• areas cleaned
• staff member