Birchip Community Leisure Centre Inc.
Committee of Management MINUTES
Meeting Wednesday 28th January, 2009
PRESENT James
Goldsmith (Chair), Julie Coffey, Deb
Barber, Mark Bowen, Fiona Best, Bern Hogan, Bryan Hogan, Leon Hogan, Warrick Mc
Clelland, Eileen Smith, Claire Cook, Frances Lee (left at 8pm for appt.)
Guests Warwick
Heine C.E.O. Buloke Shire, Cr. Gail Sharp
APOLOGIES
Heather Hogan, Andrew Lee, Claire Brown, Tara Lehmann
Moved M. Bowen Seconded E. Smith
“that
apologies be accepted”. Carried
James welcomed Buloke Shire C.E.O. Warwick Heine and Cr. Gail Sharp. Warwick gave a very enlightening and informative talk on S86 committees of the Shire. An S86 committee being a special committee of council with a Deed of Delegation on their authority and responsibilities. The Shire Council is required to appoint the members of S86 committees. The Leisure Centre S86 committee had not been appointed by the council since 1997. This is not the fault of the committee but stems from the Shire not following the Local Laws of Government pertaining to S86 committees satisfactorily. Warwick said changes to the Local Laws necessitated the Council to thoroughly investigate their S86 committee processes and have them sorted out by a certain date. Councils and S86 committees will be required by the law changes to follow very specific laws of operation, including keeping their accounts in a manner required for Government auditing. Warwick advised no need to make any immediate changes but to be prepared for information from the Shire giving committees of management options to decide which status they would like to operate under.
MINUTES OF PREVIOUS MEETING
Moved Deb Barber Seconded L.
Hogan
“that minutes of
meeting November 26th , 2008 be confirmed as a true and correct record” Carried
BUSINESS ARISING
CORRESPONDENCE
Inward – Warwick Heine – response to application to vary liquor license.
- Waivering of permit application fee not possible but request for donation of same would be considered.
Zane
Hunt – Quantum Solar Heat Pumps hot water systems pamphlet. Rebates enable unit
at no cost and just pay installation fees. Substantial savings on operating
costs. Eileen Smith took pamphlet to investigate.
AFL
Tipping Competiton pack order form - $110
- Fiona
Birchip Watchem Hockey Club – concern regarding timing of cutting of field and seed blowing.
Agreed to write to Bobby and advise him of hockey
letter and ask for consultation with hockey reps. before decisions on field
works go ahead.
Outward- Warwick Heine – request for supporting letter to liquor license variations as building owners, as required by application form.
Warwick Heine – further licensing information and request to Buloke Shire Council to vary license
Moved D. Barber Seconded W. Mc Clelland
“that
Correspondence be accepted “ Carried
TREASURER’S REPORT
Balance Sheet at 31st December and Profit Loss Report for November & Dec presented.
Figures show gross profit of bar to be Nov $4998 , Dec $6089, hire $830 for two months, interest $635; expenses included monthly contract payments of $3184, liquor license renewal $261, spray $325, water rates $575, wages $$6000.
Invoices to be paid included carpark floodlight & condenser fan repairs $715, spray $357, garden maintenance $60, spraying labour golf course $594.
Profit for November $1992, December $878, overall loss from July to December $1347.
Moved D. Barber Seconded W. McClelland
“that Treasurers
Report be received and accounts as listed be
passed for payment”. Carried
CENTRE REPORT
From Agenda - Ongoing
issues - Storage shed light installation;
replacement of boiling water unit in kitchen; Shire (Kevin O’Reilly) still working on fire
fighting solutions, consultant has visited and making recommendations; 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.
- Minute Books from 1988 have been received from Shire archives.
- Membership renewal letters will be sent shortly. Interesting to
read in minute book that in 1990 there were 465 members, 295 in
2008.
- Pete happy with attendance at bar in recent weeks a few
irregulars have been attending keeping the regulars company and Friday night
netball competition good to see people around.
- 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.
Volunteers needed please to do a couple of things –
- remove or
arrange removal of Go Bulls painted on edge of step of front of building Leon
- order and arrange replacement of non functioning boiling water unit in kitchen with a smaller one - Bern
- couple of people to do a stocktake of items in leisure centre for insurance purposes (tables, chairs, fridges, other equipment , approximate of kitchen equipment etc.) – Claire & Tara
James reminded committee to ask non members and their visitors to centre to sign the visitors book. Since there has been more publicity about visitors books it has indicated there is potential to target more new memberships.
CURATOR’S REPORT - Bobby Liston RT
Liston Contracting
Oval
- Mowing has been weekly for most of the year
fence line was sprayed with roundup on 12/01/06. Oval needs spraying for
hogweed.
Watering is normally twice per week for 40
minutes per line.
Watering system has had
some time spent on it with a couple of sprinklers replaced and working well.
Watering is normally 40 minutes per line three
times per week Mowing has been weekly with my new Toro
mower which seems to be doing a great job. I have sprayed the fenceline with
roundup on the 12/1 Hockey
The field was sprayed mid December which was
ideal timing unfortunately a very poor control was achieved which lead to a
second application a week or so later which had mixed results and some large
areas missed. The idea of summer weed
control is to kill anything that is growing, anything growing in summer on a
seasonal winter field is a weed and not the winter grass that grows during the
playing season. Spraying or topping of
these areas to control weeds is very important to conserve nutrients, moisture
and help control disease, this is best practice and the same practice used in
the growing of good winter crops. On 24th I topped the field at 75mm
in order to be able see what had been missed so the land care MEEP team could
hand spray them with roundup on 06/01 This now seems to have controlled most of
the bindi but it still has a number of summer weeds growing that need to be
controlled
Rain
started summer weeds in November which lead to the whole course being sprayed
before chiasmas, weed control was fantastic where it was applied,
unforgivable there are many areas where
the boom must have malfunctioned or were simply missed. There needs to be accurate application. The
chemical is expensive and the Leisure Centre has to pay for it. It is a shame
to see poor results from machinery faults and operator error.
By
now all the sugar gums will 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.
Sugar
gums lopped by Shire staff and contractor , organised by Shire as requested, no
Leisure Centre input as community member assumed when request for long limbs to
remain uncut for use at Quarter Horse race site use did not eventuate.
James
reported that planning for the next Curator Contract (commencing 1-09-09) is
commencing, timeline being planned, contact with clubs soon, ready for early
advertisement and appointment.
WATER REPORT – BRYAN HOGAN
Recently the main pressurized recycle supply line was
tapped into resulting in water being sent to the Rhino tank at the Shire depot
every time the sprinkler system was turned on.
This was done without notification or consultation with those who have
been managing the system. This puts at
risk the settings of sprinklers set to pressurization. The pumps were turned off to enable
connection to the line. Bobby Liston
was called to get the pump going again as it lost all suction.
The tank was always able to be connected to the small dam
to allow access to excess water when available, but pipe is there but the
connection has not been made , instead connection straight to the main line has been made.
In a separate incident the drain along the AD Hillgrove
plantation was also cleaned out without consultation or notification. Following rain loose dirt and debris were
washed into the dam. This debris blocked the pump and resulted in a $700 repair to the pump.
A water meeting at 4pm at the Shire on Tuesday with Warwick
Heine will reveal how these works had been done without any consultation or
permission and that in both instances if consultation had been sought no
problems would have arisen.
Julie’s
notes on water meeting discussions available.
Discussion
on above action, what has been discussed at water meetings, and agreed need to
advise community that Leisure Centre representatives Bryan and Bobby have been
managing the recycled water system and there needs to be consultation with
them.
Moved Bern
Hogan Seconded Bryan Hogan
“that letter be written to the Forum expressing
disappointment that the main pressurized water main was tapped into without any
notification, consultation or permission from the recycled water system
managers or discussion at the water meetings”. Carried
After
not being able to get satisfactory answers on the water meter placement and
readings taken at the reserve, Bryan has organised a site meeting with Horsham
GWM representatives in February to sort out our water meter queries.
OVAL SUB-COMMITTEE - A. Lee
Trenchs from new piping will be topped up soon.
SOCIAL/PUBLICITY REPORT – F. Best
2 nights of Friday night netball have been completed. Fish and chips going well, not for profit making but to entice people to stay. Messages have been included in the weekly LC advertisement in Buloke Times.
Celebrity chef events still being investigated. Fiona will look into footy tipping competition with Pete.
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 – intention was to get plans and specifications
prepared for both extensions and then to decide whether both projects could be
afforded. Following the drawn out
process of having plans prepared by Brent McKnight and then engineering
specifications prepared and costed by the Shire’s Engineering consultant Philip
Vawdrey, notification was given to the Shire at their December meeting and they
have pledged $30,000 towards the project.
Coupled with previous grant money and a further application to the Small
Towns Developments Grant program the projects are possible.
James corrected information listed in report, actually
that the councillors had voted to support
a $35,000 budget allocation for 2009/10.
James advised that since November meeting, Phil Vawdrey the engineer had
provided costing of the project of $227,500.
Grants already received, a $35,000 Shire allocation and Small Town
Development project application would cover cost. Pre application information had been sent to
the Small Town grants program and they had since requested a full
application. Previously when full
application has been requested for Shire applications they have been granted.
Northern extension is for upper viewing area extension
and bricked in shell of room with slab
below. Further application would
develop it to possible extension of visiting football rooms where there is not
ventilation.
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.
School
organisation.
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. Constitution
Proposed changes to constitution to be presented next meeting, despite last meeting statement, Julie lacked the motivation or inclination to tackle it.
2. Monthly Meetings Start Time
Possibility of earlier start time of meetings discussed.
Moved Bryan Hogan Seconded Deb Barber
“that meetings
commence at 7.30 p.m.”. Carried
3. Public Liability Insurance
Deb offered to look into policies and what we need.
4. Squash Club Charges
James queried why the Squash Club was historically required to pay a charge per hour for use of the courts for their competition. Other clubs were not required to contribute towards lights and a greater cost to the Leisure Centre with curator contract requirements.
No one had an answer or offered a opinion on reason.
5. Times for closing of Bar
Query about bar closing time and advice to be given to Pete. On some nights Pete has appealed to some committee members to make a decision on closing time when patrons have been demanding longer hours. There is a notice clearly displayed in the bar showing the Leisure Centre committee resolution on closing times. Julie will advise Pete that this is what he needs to adhere by and point out to patrons.
Pete wants advice on sale of takeaways to members.
It was pointed out that a requirement of the BCLC licence
states that takeaways can only be sold to members.
The following resolution was passed by the BCLC Committee
stating that:
No takeaways be sold after 11 pm in line with other
licensed premises in Birchip; and that members who purchased takeaways were to
be advised that these takeaways had to be removed from the premises
(immediately?) by 11.00pm
Meeting Closed :
9.25 p.m. Next Meeting: Wed. February
25th, 2009