Birchip Community Leisure Centre Inc.

Committee of Management MINUTES

Meeting Wednesday 25th February, 2009

 

 

 

PRESENT       James Goldsmith  (Chair), Julie Coffey, Deb Barber, Fiona Best, Bern Hogan, Leon Hogan, Eileen Smith, Claire Cook, Frances Lee, Tara Lehmann,  Claire Brown, Bryan Hogan

                       

 

APOLOGIES

Heather Hogan, Warrick Mc Clelland, Mark Bowen

 

 

            Moved             E. Smith                                 Seconded        F. Lee

            “that apologies be accepted”.                                                                                                Carried 

 

 

 

MINUTES OF PREVIOUS MEETING

Moved             Bern Hogan                            Seconded        D. Barber   

“that minutes of meeting January 29th  , 2009   be confirmed as a true and correct record”                                                                                                                                                      Carried

BUSINESS ARISING

-         Quantum Solar Heat Pump hot water services – Eileen reported conversation with Zane Hunt, need 20-30 units, power savings not tested yet at Tooleybuc Club, not solar heated, works on a different concept.  

-         Deb still investigating Public Liability Insurance requirements

-         Go Bulls words covered – thanks Leon, storage shed light still on Brad’s list, Flashing replacement – still waiting on Stuart Nichols.

-         Claire and Chris Cook completed stocktake of equipment in building  - thanks  

-         Bern Hogan reported prices on boiling water units, $900 to $1135.  10 amp power point, just need plumber to hook up.  Frances suggested installation of unit on outside of kitchen for access for hot drinks, unit could go in a cupboard with some cups.  Frances to get quotes on plumbing of same and cupboard for unit from Kevin Weinert.

-         Times for closing bar- Pete had been working from a notice pinned in bar listing old resolution of trading times, his attention directed to the current resolution as also located on bar wall.

-         Change of rules – general business

 

 

CORRESPONDENCE

Inward –           Buloke Shire – Renewal of Registration – more info required.

                        Andrew Lee – advising regretful resignation from LC committee.

                           

Outward-         Birchip Forum – expressing disappointment in lack of consultation/discussion in recycle system works

                        Bobby Liston – expressing disappointment in lack of consultation/discussion in hockey field works 

 

Moved             D. Barber                                                        Seconded        B. Hogan

“that Correspondence be accepted “                                                                         Carried

 

 

TREASURER’S REPORT

Balance Sheet at 31st January and Profit Loss Report for July to Jan presented.

Figures show gross profit of bar to be for Jan $5,385.

Jan payments included $500 cleaning of all carpets, $116 emptying of grease trap, 1/4rly power $2171, installation carpark light, repair bar fridge fan, spraying bindii $1319, superannuation $530  1/4rly, wages $2041.

Overall loss for the month $2331.  Loss from July to Jan $3661.

 

           

Moved             D. Barber                                                        Seconded        C. Cook

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

Frances commented on high cost ($500) of spraying golf course account from Dave Valentine for what was thought to be half days work.  Quote should be obtained.   Agreed quote would be ideal, Julie reported that she was able to quickly get onto the reported bindii problem by asking Dave who was at the time spraying the hockey field.  He did it the next day.  Julie requested need to have someone in charge of organising spraying when required, finding someone to do it and obtaining quotes.

 

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; flashing on roof of squash courts still to be replaced (Stuart Nicholls) birds making mess in squash area due to this problem; bar stools requiring covering, one has been done at cost of $35 nice job.

-     Membership renewal letters distributed.  Always a slow process in getting people to pay their renewal.

-     Tony Collins attended to non functioning air conditioner and will replace bats in units, but water running from the air con has again been reported. 

-     Liquor Licensing Variation applications still on going, as awaiting Buloke Shire approval as requested by Warwick Heine and letter from Shire that planning permit will not  be affected by variation which needs to go with the application as required.

-     A few functions since last meeting – Quiz night, BCG Trials day, GWM meetings, CWA conference, Sing Australia Conference coming up on Saturday 220 expected.

 

CURATOR’S REPORT - Bobby Liston RT Liston Contracting

Oval

Mowing has been weekly for most of the year Watering is currently three times per week for 30 minutes per line.

Watering system is working well.

Tennis courts

Watering is normally 40 minutes per line three times per week Mowing has been weekly  except for a couple when it was very hot and there was no use.

Hockey & Golf

Nothing to report

Surrounds

Most of the sugar gums have been lopped. All the ones at the south end have re shot and growing nicely.

The surrounds have been mown as required. Areas of asphalt need to be redone as they are letting the weeds grow through and allowing loose stone on to the main oval.

I hope everything meets your requirements

 

WATER REPORT – BRYAN HOGAN

Storage dam is at 40 % , has dropped very quickly, causing me  to check on some watering schedules.    School and Cemetery are supposed to be on once per week watering.  Noticed that Cemetery has been consistently saturated.  Curator is abusing the water allocation still, David Kelly has tried to keep him to sensible watering and to advised schedule but no luck. 

Recommend confirming with school and cemetery in writing of one day per week watering allocation.  Need to ensure Cemetery sticks to this or would they risk being cut off?

 

Hockey field will come on line very soon and will require persistent and soaking watering to get established.

 

GWM Water didn’t make a site visit as arranged but made contact via phone to discuss the number of water meters on the recreation reserve.  GWM representative trying to look at records and plans to tell the story but not consistent.  Bryan advised him of an absolute need to inspect meters.  Advised him that he needs to make a site visit.  He is going to get information from Birchip staff and write a letter of his investigations.

Shire were installing meters at recycled water user sites. 

 

Discussion on water, some comments – don’t wish to see new Primary play area dying if only water once week not enough; Cemetery curator the problem should deal direct with him;  rec reserve wastes water;  noted there have at times been breakdowns to the system which has wasted water at the oval and courts but Bobby says in his report watering system working well; Water users meeting should be deciding distribution; this has never been raised by Warwick Heine at meetings, he has never indicated at the meetings that he is going to take over the system nor suggested he not happy with Leisure Centre managing system. 

 

Moved F. Lee                                                                         Seconded        Bern Hogan
“that we write to Shire saying we believe Cemetery are using too much water and ask for meters to be looked at”


Carried

 

 

OVAL SUB-COMMITTEE -  L. Hogan

Leon Hogan now to organise oval subcommittee now Andrew Lee not on committee.

 

SOCIAL/PUBLICITY REPORT – F. Best

Night netball concluded.  Recreation football started on Friday nights.  Friday night teas going well. 

Eddie Lee and Fiona organising the Footy tipping competition. 

Celebrity Chef – still nutting out how and when it could work.

 

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).

Victorian Small Equipment Grant $3000  data projector & cordless microphone.

 

Balcony extension, Northern extension, playground.

The grant application for extensions is just about ready to go to Regional Development Victoria.  It was to be sent but the design has to be slightly altered to meet current building regulation and to get approval from Council’s building surveyor: These standards were not around when the existing building was built. 

·         Safety glass installed on some of the balcony extension.  No allowance has been made for this in the original planning. 

·         The engineers suggest that to get the extensions through current energy regulations, energy offsets may be required.  If BCLC installs heat pump hot water systems currently under consideration, this may meet the energy offset requirements.

These changes will add to the cost of the project and prices are being sought to see how much extra money is needed in the application.  The application should be sent off in the next week or so.

 

The current draft application is for a total project cost of $228,650 (without adjustments for energy ratings and safety glass) has been sent to RDV to check over and they are happy for us to proceed with the full application. The application currently allows for the following (approximate costs):

1.       $9,000 for an Audio Visual upgrade,

2.       $16,000 for a children’s safety area,

3.       $60,000 for the front viewing area, and

4.       $143,650 for the balcony extension.

This is paid for by:

  1. Grant from the Small Town Development Fund of $170,000
  2. Council budgeting $35,000 in there 2009-2010 Budget
  3. In-kind work by BCLC members in cleaning up the sight of $2,500
  4. Grant money budgeted by BCLC of $21,150

 

 

Community Water Grant $45,455 received Feb 2007

Project to bring water from AWB to school.  Next scope of works in progress to finish off. 

 

Community Facility Funding Program $8500 Buloke Shire hold funds 

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

Anthony Judd preparing tender documents ready for advertising.  

 

 

GENERAL BUSINESS:

1.      Amendment of Rules

Rules of the centre have been re typed and are ready to propose for change at the March meeting after giving 21 days notice of a Special General Meeting as required by Rules and the Associations Act.

Licensed Clubs have obligations as to what needs to be covered in Rules and The Associations Act requires certain clauses to be covered if the Model Rules are not used.

Rules have been checked against these requirements to ensure everything is covered.

As agreed last year, Rules have been changed to allow the membership process to be easier, to allow for filling of casual vacancies in committee, clarifies junior membership which was added some time previously, ensures visiting club members are covered and adds electronic payments to be made by Treasurer and adopts model rules grievance procedure.

Eileen will check old against new to ensure that any changes are as indicated prior to proposing changes at March meeting.

 

2.      Squash Club Charges

            Moved J. Goldsmith                          Seconded        F. Best

“that BCLC does not charge the Squash Club for court use and that the Squash Club affiliate with Squash Victoria each year to ensure adequate Public Liability insurance for their members”.

 

3.      Curators Contract

i.         Other options for maintaining reserves and sporting fields discussed.  LC buying equipment and hiring labourer, clubs having a cash allocation and managing their own works. 

ii.       Time line to continue with a contractor and let a new tender

1.      Send contract to clubs for review to be returned at March meeting.

(Golf – Neil Fietz, Cricket – Gary Living, Tennis – Fiona Best, Hockey – Claire Cook, Football – Andrew Lee)

2.      Contract changes considered, documents altered and presented for approval at April meeting.

3.      Advertise intention to advertise Tender

Commence advertising 1st June.  Gives 5 weeks until tender close.

4.      Tenders close 5.00 p.m. July 5, 2009

5.      Successful tender selected by selection panel and taken to the general committee for ratification at the July meeting.

6.      Successful tenderer notified immediately.

 

Bar is quite profitable on its own but it has to subsidize the contract payments.   There is a perception that the Leisure Centre makes lots of money from the bar and would make a big profit.  Need to let clubs know that this profit is spent on other costs of the whole recreation reserve and building operation.  

 

Moved       Bryan Hogan                                                  Seconded        Deb Barber

“that Clubs be advised of financial situation of Leisure Centre”.                   Carried

 

4.      Cricket Finals

Mark Bowen,  Secretary WMCA to be advised that the Leisure Centre  is available on dates 7th, 8th , 14th, 15th , 21st & 22nd March for possible cricket finals.  Cricket Club will advise on availability of ground.      

5.      Other

Pete wants to buy some pot glasses and 7oz Washingtons.  Also very keen to have small overhead heaters directly above patrons sitting at the bar.  Gets very cold in winter and if place warmer could attract more.  Tony Collins has been asked to quote.

TV reception bad,  tv repair man from Rainbow very good, comes to town could look at television.  Used to be Bobby’s set top box attached.  Eileen to attach a set top box she has spare.

No meals this Friday, Sing Australia event setting up.

 

6.      Football Request

      Requesting use of spa room for storage of football post pads and footballs.

      Moved L Hogan                                              Seconded        B. Hogan

      “that footballers have use of spa room for storage of footballs and goal post pads”.                                                                                                                                                              Carried

7.       Drink Prices

Purchase price has increased.  Pete and Tara to look at bar prices and make consistent with pub.

 

Moved Bryan Hogan                                                  Seconded        T. Lehmann

“that bar prices be adjusted to same as pub”.                                                                      Carried

 

8.      Old Sheep Pavilion

Iron coming loose on roof, need to renail sheets of iron. 

James to speak to Kevin O’Reilly.

 

9.      Football Rooms doors

Mick Hogan has gone ahead and fixed door handles and locks.  Shire works order was submitted for same.  James to cancel works order.  Will sort out payment of account with Shire when it arises.

 

Meeting Closed :                 9.05 p.m.                Next Meeting:  Wed.  March 25th,  2009