Birchip Community Leisure Centre Inc.
Committee Meeting Minutes
Wednesday 27th May , 2009
PRESENT:
James Goldsmith (Chair), Julie Coffey, Fiona Best,
Tara Lehmann, Bryan Hogan, Eileen Smith,
Heather Hogan
APOLOGIES : Mark Bowen,
Deb Barber, Bernadette Hogan, Claire Brown
MINUTES OF PREVIOUS MEETING
Moved: F. Best Seconded: W. Mc Clelland
“that minutes of
meeting 29th April, 2009 be accepted as a true and correct record” Carried
BUSINESS ARISING
-
Boiling
water unit, cost of variation of plan without drawers (to general business)
CORRESPONDENCE
Inward – Buloke
Shire – planning permit for liquor license applications
Liquor
Licensing Board – notice of granting nominee application for James
Goldsmith & New liquor license for
display
CWA
– unsuccessful on kitchen equipment grant, money fully allocated
Outward-
Cameron
Flowers – thanks to MEAP team for works done on BBQ area
Liquor
Licensing Board – planning permit and notice of displaying required poster
GWM
Water Stephen Jewell – request for consideration of unwanted reservoir water to
go into recycle system
Moved L. Hogan Seconded W. Mc Clelland
“that correspondence be received”. Carried
TREASURER’S REPORT
April bar profit
$5239, expenses for month $10,130 including 1/4rly superannuation, $47.50 is
a power reading for April , May report
will show May reading $1337, $1755 repairs & Maintenance – Tony
Collins $771 repair pvc pipes, service & repair aircons including new
batts, Tradelink – cleaning recycle pump $705,
service cash register $200, set top box, kitchen utensils $142.
Bank balances at
22-5-09 $12,758 & $64,024
Still a lot of memberships to be paid,
despite reminders, includes 25 footballers.
CENTRE/FACILITIES
REPORT- Julie Coffey
- Ongoing
issues – Shire (Kevin O’Reilly) still working on fire fighting solutions; Public Liability insurance still under
consideration.
- House
to Home Charlton have visited to ‘service’ curtain tracks and re-fix a piece of
vinyl in the kitchen.
- Tony
Collins has been working on a few possible solutions to the problem of no water
upstairs when showers going. Sharee and
Pete reported that it hadn’t happened all last season, just at start. Tony
asked Jock Schofield who said there was never any problem unless someone had mucked around with the pump at the tank. Tony checked and pump not plugged in and not
working properly. Has checked pump and
set up. Will be tested Thursday night
training tea , hopefully this is the solution.
Still need to consider heat
pump or solar hot water services. Eileen
already looking into it, Fiona will also
- Tony’s
estimate of buying and installing gas heaters above the bar area was
$3000. He recommended checking electric
ones.
- Jamie
Cashin came and updated golf honour boards and now all are up to date except
the Football main one which needs to be replaced.
- Kitchen
stoves and exhaust fan still needs cleaning.
Discussed paying cleaner,
but working bee would be effective.
Fiona offered to organise one night after work.
- Evidence
of mice was found in kitchen, Pete has talon block down, sets a mouse trap on
sink and keeps an eye on benches. Hasn’t
seen any sign in last week.
- Available
casual bar staff is limited when uni students away. Thanks to James and
Advertise for casual staff again.
N.B. person mentioned as having put name forward for casual work came
for two very short training sessions, asked during busy time but said not
available for six weeks or so. Still
needs training though.
RSA certificates of staff need to be kept at bar
- Liquor
Licensing applications to vary red line and apply for a renewable limited
license to hold non member events still on-going. Planning permit sent to Liquor Licensing
Board, phoned to check all received and told was on the pile awaiting
determination.
- Winston
Christopher asked to spend a few hours a week keeping garden beds and ‘lawn’
area tidy , not looking great however.
Don’t think he has spent that much time there, not very rewarding work
possibly.
- Problems
with some exterior toilets , Golf requesting replacement of rusty and cracked
men’s toilet urinal , in discussion with Kevin O’Reilly.
Mowing has been weekly as required as the dry weather
has not been allowing rapid plant growth and with the dams getting low watering
has been cut back. It has been necessary
for me to constantly monitor the pumps, necessitating a number of trips to the
dam during each watering. Rain this week will have it looking fantastic. We have a leak at the north end goal which I
will manage over the football season but will need to be fixed before cricket
we also have some sprinklers to fix
Tennis courts
The tennis season has concluded therefore work on the
courts has ceased as has the watering regime.
I have had a meeting with Fiona and James and discussed management for
winter. I will mow after coring
Hockey
Mowing has been weekly
Watering of the hockey field has been underway with
some ups and downs with the east side of the bunker dam empty creating problems
with changing the suction line back to the main dam. This caused problems with
the golf dam pump which can drop the pump out on low pressure making it hard to
know if all had been watered or not. Monitoring
of the system is constantly required.
Germination appears to be very good except for some areas which may have
suffered from rabbit feeding.
Golf
Rubbish removal has mostly been weekly or as required.
Hockey Club not
happy with timing of a mow organised for prior to their line marking working
bee. Not mowed until later in the day in
the rain, then had to organise lining.
WATER REPORT – BRYAN HOGAN
Shire has fixed blow out spot on Wyche road
channel. Water from Monday’s rain flowed into system. Found that sinkholes in the drain prior to
the Wyche road crossing had caused the water to flow out into the channel. Just lucky that seen in time to block off
holes with lots of digging in the rain.
Pumping from
Waranga Channel after lake fill investigated, not an option, all water will be
sucked into the lakes. GWM Water staff
suggested writing to Stephen Jewell in Horsham office to ask if unwanted resi
water could be pumped into recycling system.
Letter has been written and follow up phone call suggests it is highly
probable that permission will be granted but cant notify a date yet that
Birchip will be fully hooked to the
pipeline.
Julie phoned GWM
asking about football oval allocation if having to switch to town water. She was told that prior to the March GWM
board meeting there was no permission given for any ovals to be watered. Since the meeting ovals with high community
use could be granted permission to water because there had been no rainfall for
the first few months of the year and they were under alot of pressure from
communities with ovals deteriorating and likely not to be available for winter
sport. Didn’t ask about hockey or golf
tee beds but will check on whether they get given an allocation prior to
meeting.
Julie phoned again to clarify , no hockey
field watering is allowed, or golf tee beds.
Since 2006 no oval water.
Summer allocations
were given to tennis courts, bowling greens and crouquet greens based on 50% of
the use of the last four years and available for 50% of the sporting area. Birchip Rec Reserve were given an allocation
of 454kls, there is 217kl left and we could apply to have this allocation
switched for use on the football oval. This water hasn’t been used on tennis
courts so will investigate this meter further.
Haven’t used a lot
of water since last meeting, golf about 10% full, holding dam 5%.
Drain where breakout as mentioned above
occurred needs packing.
Moved B. Hogan Seconded W. Mc Clelland
“that funds up to $2000 be made available to repair the drain”. Carried
Last water users meeting was in January ,
another was to be scheduled in six weeks time, has not occurred.
Moved F.
Lee Seconded F. Best
“that
OVAL – Leon Hogan
SOCIAL/PUBLICITY REPORT – FIONA BEST
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 grant application with Small Towns Development
Fund.
Unofficially
approved, awaiting notification.
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.
Committee Vacancy
Vacancy exists due to Andrew
Lee , suggested Stuart Mc Millan may be interested.
Moved F. Lee Seconded B. Hogan
“that Stuart Mc Millan be
invited to come onto the committee of management”. Carried
2.
Liquor
Licensing
Snr. Sgt. Oscar of Donald
Police, is forming a Liquor Accord with licensed premises in Donald and Birchip
to endeavour to have a combined approach to dealing with obnoxious behaviour of
patrons. He is organising a meeting
soon.
3.
Birchip Forum Planning Permit Application
Notice of Motion distributed
prior to meeting.
Moved B. Hogan Seconded L. Hogan
“that BCLC submit objection
to Birchip Forum planning permit application to hook into stormwater recycle
pipeline”. Carried
4.
BCLC Buying and Managing Curator works
Frances Lee suggested cost of
purchasing second hand equipment for curator works would be approximately
$50,000. Expressed concern at being able
to continue to provide $10,000 over and above Shire allocation for contract.
Warrick Mc Clelland and
Frances to co-opt members of clubs to form a subcommittee to investigate costs
and procedures for BCLC to purchase equipment, employ works and manage the works.
5.
Curator Contract
Contract documents nearly ready after contributions
from James, Julie , Deb and Fiona. Many hours have been spent ensuring
documents are clear and concise.
Main contract for mowing and presentation of sporting
fields, slashing of areas , litter collection, watering, watering system
maintenance and checks.
Additional works
for quotation either with main or separate is for mowing and care of
golf tees, exterior toilet cleaning,
general mowing and whipper snipping, 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.
Ready for advertising June 1st for 5 weeks
, closing 3rd July. Gives 7
weeks until start of new contract.
Next meeting need to decide make up of selection
panel.
6.
Memberships
Membership collection is still going very slowly. Still lots of footballers not paid, netball
and golf collect with their subs and forward a cheque, works well.
Have made announcement at Thursday night tea, no
response.
7.
Baby Change Table
Held over till next meeting.
8.
Signage at entrance of BCLC
People are unsure when
arriving at the football oval if they are actually going to the Leisure Centre,
especially at night. Suggested that
signage at the front gate is needed.
Moved B. Hogan Seconded W. Mc Clelland
“that quotes for signage at
the front gate be obtained”. Carried
9.
Hot Water Unit
$1700 is the approximate price
without the drawers. Location right near
entrance to kitchen seen as possible hazard by some. Waitresses , etc coming out of kitchen
straight into people getting their hot drinks, long line up at funerals. Filling of caterers pots could be hazardous
there, but question asked couldn’t they use water from hot tap , it is treated.
Urns on bench is a hazard.
Fiona mentioned Worksafe
attending BCG for review, could come to Leisure Centre also.
Possible concern at spending
$1700 on cupboard out of reserve of approximately $12,000 with loss for ten
months $2000.
Investigate water unit being piped to a small rainwater tank near
location of urn.
Meeting closed 9.08 p.m.