Birchip Community Leisure Centre Inc.

Committee of Management MINUTES

Meeting Wednesday 25th March, 2009

 

 

 

PRESENT       James Goldsmith  (Chair), Julie Coffey, Deb Barber, Fiona Best, Claire Cook, Frances Lee, Tara Lehmann,  Claire Brown, Mark Bowen,    

 

APOLOGIES

Bern Hogan ,  Warrick Mc Clelland,  Leon Hogan

 

 

            Moved             C. Cook                                   Seconded        F. Lee

            “that apologies be accepted”.                                                                                                Carried 

 

 

MINUTES OF PREVIOUS MEETING

Moved             F. Lee                                     Seconded        D. Barber  

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

BUSINESS ARISING

-         Public Liability Insurance – Deb had two quotes, Jardines $2038, OAM $1070.  She will investigate their coverage further.  

-         Football Rooms door locks – general business

-         Boiling water unit, $1000 unit cost plus plumber ? & cupboard?  Spider working on cupboard quote.

Shire cost for replacement

-         Quantum Solar Pump hot water services still under consideration.

-         Television – new $50 set top box ordered, Eileen’s became required.

-         Old sheep pavilion roof loose– Kevin O’Reilly advised

-         New bar glasses – Julie will get on trip to Bendigo    

 

CORRESPONDENCE

Inward –           Buloke Shire – advising donation of $569 as council’s contribution to the storm water recycling project.

                        Birchip P-12 School – request to use facilities for summer sports.

                        Anthony Judd Buloke Shire – no to reimbursement of door lock repairs

 

Outward-         Warwick Heine – water users Cemetery

                        Clubs – copy of curator contract, request to review and submit changes.

                        Kevin O’Reilly – request for reimbursement of K. Hogan account for football room doors repairs

                       

Moved             F. Lee                                                             Seconded        C. Brown  

“that Correspondence be accepted “                                                                         Carried

 

TREASURER’S REPORT

Increased bar income as a result of sales to B & S ball, increased expenditure for same as well.  Bar profit $6816. Memberships $2500.  Other expenses quite low for the month $5200.   Approximately $4000 of invoices to pay.

Bank Balances totalling $85, 531, still holding approximately $32,000 in grant monies. 

 

Moved             D. Barber                                                        Seconded        M. Bowen

“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; flashing on roof of squash courts still to be replaced (Stuart Nicholls) birds making mess in squash area due to this problem; overhead bar heaters still investigating.

-     Tony Collins replaced bats in airconditioners.  

-     Liquor Licensing applications to vary red line and apply for a renewable limited license to hold non member events still on-going. Following 3-12-08 initial correspondence, Buloke Shire Council permission was given at February meeting but I was then advised by Shire that a planning permit application had to be submitted to the Shire.  This will take another month, then another month at the liquor licensing board.  However the applications have been sent in order to ‘start the ball rolling’ but will no doubt be contacted to send planning permit down. 

      Sgt. Scott Taylor attended meeting to see how things were going with liquor license applications.

 

-     Centre bookings following last meeting mostly meetings, day seminars.  Not many bookings in next month either at this stage. 

 

CURATOR’S REPORT - Bobby Liston RT Liston Contracting

Oval

Mowing has been every second week.  Watering is currently twice per week for 30 minutes per line. Unless we have rain.  Watering system is working well.

Tennis courts

Watering is normally 40 minutes per line three times per week Mowing has been weekly 

Hockey

Watering system was test run on the 1st of March and all seemed to work well.  While Brad Ryan was installing power cables to the hockey shed,  I took the opportunity to put an extra line of sprinklers in while there was a trench at the east end of the course. The pipe and control wire were left over from the main oval extension. I fixed 5 sprinklers and a solenoid tap which had been removed for various reasons over the years and the MEEP team installed them so there is no out of pocket cost to the centre. This line is connected to the controller in the pump shed at the other end of the hockey field and will not need to be used unless necessary.

Nothing else has been done I am waiting for instruction.  

Golf

First mowing for the year was last week with all fairways and most of the rough done so far.  It was hot and dusty going and I did the best I could under the conditions

Surrounds

The surrounds have been mown as required and rubbish removed. There is damage to the fence at the north end of the ground along with stumps and large sticks still left from the sugar gum removal.  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

 

Hockey field watering commenced tonight.  

Mark reported damage to the football oval fence, looks like a truck has backed into it when tree lopping was happening.  Frances to contact Warwick Heine regarding repair.

           

WATER REPORT – BRYAN HOGAN

All storages combined holding approximately 30 % of capacity, enough to get through to end May hopefully.

Regular checks of system haven’t found any problems to pumps, etc.

 

OVAL SUB-COMMITTEE -  L. Hogan

 

SOCIAL/PUBLICITY REPORT – F. Best

Football tipping has been organised for the 2009 AFL Season. Participants can enter for $20 for the 2009 season. Notices have been placed at the bar to encourage people to sign up. Pete has been encouraging members to participate as they come in for a drink. The Birchip Business and Learning Centre have offered to keep a running tally on a weekly basis, which will be posted early each week- post matches.

 

Friday night tea has ceased as social netball and recreational football concluded. To be discussed as to whether this should be continued. If to be continued – a roster with LC committee members will be circulated.

 

Getting busy, Thursday football teas soon, aim to try and be organized for Friday night teas as soon as football season concludes.

 

Paddock to Port exhibition has featured at the Birchip Community Leisure Centre over the last week and a half.

James paid $50 to hire the stands for display.

 

Moved F. Lee                                     Seconded        C. Cook

“that James be reimbursed $50 for hire of display boards”.                                               Carried

 

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 attached financials sent with grant application to Small Towns Development Fund.  Project cost has blown out in cost considerably because of the need to use safety glass in this section even though the rest of the building does not have it.  However this doesn’t affect the cash contribution required of $23,687.  More asked for in grant.   Confirmation expected prior to April meeting.

 

 

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

Copies of retyped and amended rules distributed. 

Eileen has looked at to ensure rules cover requirements of liquor licensing and the Associations Act and to ensure no changes further to previous discussion on grievance policy inclusion ; ensuring correct prior notice of  notification of meetings as required; treasurer allowing electronic banking and membership clarification and eligibility are adjusted.

 

      Moved             E. Smith                                 Seconded                    F. Best

“that the rules as presented and amended be adopted and sent to Consumer Affairs for verification”.                                                                                                  Carried

2.         Curator Contract

Still lots to consider.  Propose a special purpose meeting of interested Leisure Centre committee members and club representatives.

 

 

3.         Football Door Locks

Request to Buloke Shire to reimburse cost of KJ Hogan invoice for $560 labour for replacing 3 doors handles and moving inside locks to outside locks to five doors in football rooms rejected as considered a maintenance item under Leisure Centre’s control. 

Football Club have made payment to Kevin.    Options –

Leisure Centre pay full cost

Football & LC go halves.

Majority agreed to Leisure Centre to pay account.

 

4.      Bar Prices

Don’t wish to be seen to be colluding on prices with other local businesses.

Moved             J. Goldsmith                                                   Seconded        F. Lee

“that the motion of the February meeting stating that leisure centre match the pub prices be rescinded”.                                                                                                                                                Carried

 

Deb asked for any objections to Pete doing the stock take in the next few months.  No objections. 

 

 

Meeting Closed :       8.35 p.m.         Next Meeting:  Wed.  April 29th,  2009