Birchip Community Leisure Centre Inc.

Committee of Management Meeting MINUTES

Wednesday 29th April, 2009

 

 

 

PRESENT       James Goldsmith  (Chair), Julie Coffey, Deb Barber, Fiona Best, Claire Cook, Claire Brown, Bryan Hogan, Bern Hogan, Mark Bowen, Warrick Mc Clelland.        

 

APOLOGIES

Tara Lehmann, Frances Lee, Heather Hogan, Eileen Smith

 

 

            Moved             C. Cook                                   Seconded        F. Lee

            “that apologies be accepted”.                                                                                                Carried 

 

 

MINUTES OF PREVIOUS MEETING

Moved             F. Best                                    Seconded        C. Brown    

“that minutes of meeting March 25th , 2009   be confirmed as a true and correct record”                                                                                                                                                          Carried

BUSINESS ARISING

-         Public Liability Insurance – general business

-         Boiling water unit, $1000 unit cost (Shire paying) plus plumber  & cupboard.  Kevin Weinert’s quote received for cupboard design  as discussed with Frances, et al.  $3239.  Can’t afford this expenditure at present.  Ask for variation of plan to exclude drawers.  Still some concern over location, kitchen staff , waitresses in and out, people standing there making cups coffee.  Access for hot water for pots for caterers could be inconvenient.  Why don’t we just replace the unit where it is?

-         $50 Television set top box installed and improved reception.

 

 

CORRESPONDENCE

 

Inward –           Kevin O’Reilly, Buloke Shire – advising to proceed with boiling water unit replacement and send account for unit and installation to Shire

                        Kevin O’Reilly , Buloke Shire – fixing of football oval fence Leisure Centre is a maintenance item.  Investigated and not as a result of tree lopping

                        Consumer Affairs – approval of changes to Rules

                        Liquor Licensing Board – requesting a better scaled plan of building, photographs, impact statement on residential neighbours, Shire permit.

 

Outward-         Kevin O’Reilly, Buloke Shire – boiling water unit, football oval fence

                        Consumer Affairs – amended rules submitted for approval

                        Liquor Licensing Board – forwarding additional information 

                       

Moved             F. Best                                                           Seconded        C. Cook 

“that Correspondence be accepted “                                                                         Carried

 

TREASURER’S REPORT

Bar profit for month $3596.  Cricket Tennis breakup only major function.  Footy training nights steady early season income before teas start.  Memberships $2175. 

Expenses ¼ rly water accounts,  repairs Tony Collins airconditioning repairs $848, Liquor licensing fees $411.    Loss July to March $388.

Bank account balances $78,000, approximately $35,000 grant funds held, $17,000 curator contract funding,  $5500 accounts to pay , $1400 gst to pay, approximately $19,000 remaining.

 

Moved             D. Barber                                                        Seconded        Bryan Hogan

“that Treasurers Report be received and accounts as listed be  passed for payment”.                                                                                                                                                      Carried

CENTRE REPORT

 

-     Ongoing issues - Storage shed light installation;  replacement of boiling water unit in kitchen;  Shire (Kevin O’Reilly) still working on fire fighting solutions; overhead bar heaters still waiting for Tony Collins to quote. 

-     Flashing on roof has finally been fixed.

-     Robert Cozens asked to fix football fence post.  Has been fixed. 

-     Waiting on House to Home Charlton to service curtain tracks.

-     Application to CWA community support grant program submitted for updating kitchen equipment for use of fundraising catering bodies.

-     Tony Collins has been asked to look at the problem of no water upstairs when showers going downstairs. 

      Ask him for emergency service, needs to have separate water supply to kitchen which was the intention when he installed the hotwater service to the kitchen.  Need to know cost.   He is going away, ask can he do it , or should be arrange someone else.  Kevin O’Reilly directed James to the plumbers in Kerang who will be doing fire system works at the Leisure Centre.

 

-     Kitchen stoves and exhaust fan still needs cleaning, looking for someone else to do the job, Helen putting it off, has been ill, not working to full capacity yet.  

-     Available casual bar staff is limited when uni students away.  Picking up glasses and washing puts bar staff behind.   The aim is for 4 bar tenders on a home game.

 

      Agreed committee members to be rostered for one home game per year to assist bar staff  in busy times collecting glasses, washing, general assistance if required.  

 

-     Liquor Licensing applications to vary red line and apply for a renewable limited license to hold non member events still on-going. Liquor Licensing requested more information which has been sent down but waiting for Shire Planning permit.

 James has been advised by John Edwards , Buloke Shire planning permit will be with us next Wednesday.

 

-     Centre quiet earlier in the month, busier now with Thursday night teas, GWM Water regular meeting venue user, this week NCLLEN Annual Dinner, Buloke Student Health Expo, School day inservice, Bowls dinner, North Central Football session. 

 

CURATOR’S REPORT - Bobby Liston RT Liston Contracting

End of season tennis meeting held.

Contact from clubs with Bobby needs to be just from the one nominated club communication officer.

 

WATER REPORT – BRYAN HOGAN

Bryan reported his further investigations into the water bills from GWM Water.  Sought Shire Tech staff help when no resolution with GWM.  Short explanation, meters are in titled areas, so same as vacant block, still get service charges.   

 

Last rain no water got to dam.  Bryan found a blow out on the channel at Wycheproof road where Shire had done works.  They are going to get it fixed quickly.    Big dam has another 1 to 2 weeks supply (4%).  25% in golf dam.  As Bryan has stated before when full on Xmas day can get through to May with no rain and that has been the case. This is as low as it has been, haven’t run out for four years.

 

Cost of buying water in the future will be high.  This will impact on clubs, as Leisure Centre profits are already used to operate. 

 

Dead water from Waranga Channel filling of the lakes can be accessed if approved but it is 600 metres away, have to go under Berriwillock Road, get a good pump.  Bryan willing to organise. 

 

Bryan noted thanks to Cameron Flowers for funds he organised and MEEP team workers in laying stones in drain and at dam and  lining of Wyche Road dam.   Bryan also noted thanks to Bobby Liston for the ten hours or so work he spent laying another suction pipe and valve into big dam, which was needed as second dam dry.

 

OVAL SUB-COMMITTEE -  L. Hogan

 

SOCIAL/PUBLICITY REPORT – F. Best

34 footy tippers participating.

 

 

GRANTS REPORT

Buloke Shire Community Drought Fund Grant

$25,000 granted , $18,750  (75%) received May 2007.

Given as a contribution towards two applications (decking and playground).

 

Balcony extension, Northern extension, playground attached financials sent with grant application to Small Towns Development Fund. 

Grant application has been forwarded by Karen Newkirk to head of her department.

 

Community Water Grant $45,455 received Feb 2007

Project to bring water from AWB to school.  Waiting for Stuart Nicholls.   

 

Community Facility Funding Program $8500 Buloke Shire hold funds 

Recreation Reserve Master Plan for BCLC , $5000 cash contribution being made by Shire.

No update

 

GENERAL BUSINESS:

1.         Public Liability Insurance

Quotes vary from $1000 to $2500.  Difficult we don’t actually know what we want, as our committee structure under the Shire may change.

 

2.         Curator Contract

Contract meeting 1st April agreed to proceed with tender for a Curator and for there to be a contract manager. 

Table of activities updated with club requirements, contract documents nearing final draft after contribution from James, Julie, Fiona and Deb.

Table of activities will have the main contract of mowing sporting fields and slashing golf rough and park reserve, picking up of rubbish.

Additional works  for quotation either with main or separate is for mowing and care of golf tees,  exterior toilet cleaning, general mowing , whipper snipping of garden beds, whipper snipping around fixed objects, and spraying of weeds.

Cost of these items will determine whether they can be included in a contract or completed by clubs or ad hoc when required.

 

Number of mows for golf fairways remains to be confirmed with further consultation.  Meeting suggested down from 50 over three years to 30. 

Discussion on whether decreasing mows would actually decrease the tender price, considering the curator would still have to own and maintain a machine to do the works.  Could get stuck with not much less tender price and for less mows and if average rainfall year , paying for more mows.

 

Agreed , make mows 15 per year and word into contract that if in any certain period no mows have been required, that three hours work be put into the course, works to be determined by the club and advised through the contract manager.   Date of commencement of mowing period would have to be stated.   

 

 

 

3.      MEAP Team

 

Moved Bryan Hogan                                                             Seconded        Fiona Best

“that Bobby Liston be thanked for his instigation and organisation of the MEAP team to install extra sprinkler lines on the hockey field and that the MEAP team be thanked for works on BBQ area as well”.                                                                                                                                                            Carried

 

4.      Baby Change Table

Claire Cook will investigate prices and location recommendations for installation of a baby change table.

 

 

 

Meeting Closed :       9.25 p.m.         Next Meeting:  Wed.  May 27th,  2009