Birchip Community Leisure Centre Inc.
General Meeting Minutes
Wednesday 28th October, 2009 - 8p.m.
PRESENT: Julie Coffey, Eileen Smith, Mark Bowen, Tara Lehmann, Bernadette Hogan, Warrick Mc Clelland, Deb Barber, Jess Round
APOLOGIES : Fiona Best, Bryan Hogan, James Goldsmith, Frances Lee, Leon Hogan, Heather Hogan, Claire Cook
Moved D.Barber Seconded W. Mc Clelland
“that
apologies be received”. Carried
MINUTES OF PREVIOUS MEETING
Moved: W. Mc
Clelland Seconded: D. Barber
“that minutes of
meeting 30th September ,
2009 be accepted as a true and correct record” Carried
BUSINESS
ARISING
- Boiling water unit – operational, thanks to Leon.
- Cash register – operational
- Cricket Club mower – returned working
- Exterior toilet upgrade – haven’t written to shire yet.
CORRESPONDENCE
Inward – Warwick Heine – project
GWM Water – restrictions lifted
Outward- none
Moved E. Smith Seconded Bern Hogan
“that
correspondence be received”. Carried
TREASURER’S
REPORT
September financials presented. Bar profit $10,107, expenses $10,937 other income $158, shire funding $2426 , profit for month $1754.
Loss over three months of current financial year - $768.
Bank Balances $70,676. ($19,000 grant funds )
Moved D. Barber Seconded E. Smith
“that Treasurers
report be accepted & invoices paid”. Carried
CENTRE/FACILITIES REPORT- Julie Coffey
- no news to report
WATER
REPORT – BRYAN HOGAN
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 to Small Towns Development Fund successful $170,000.
Community
Facility Funding Program $8500 Buloke Shire hold funds
Recreation Reserve Master Plan for BCLC & Sea Lake Recreation Reserve , $5000 cash contribution being made by Shire.
CommunityVibe the consultants preparing the strategic plan will be mailing out surveys to the community and meeting clubs and committee next month.
GENERAL
BUSINESS:
1. Goodsports Accreditation
Level 3
Greg Currie attended meeting and talked us through level 3 requirements. Need to develop an Alcohol Management Policy, draft policy provided for committee input.
Agreed that
Leisure Centre should proceed to Level 3.
Agreement signed.
2.
Northern Extension and
Balcony Project
James, Julie, Fiona and Deb met with Ian Palmer and
Anthony Judd lasgt week to look at project estimates compared to funds
available and the decisions that need to be made by the committee. Initally this project was undertaken with no
cash contribution required from the Leisure Centre.
Original estimates for building works were $227,500 in
December 2008. A grant was applied for
based on these figures - $190,000 grant, $35,000 Shire contribution, $23,700
Leisure Centre (grant funds held) and $5000 of in kind.
Application included an outdoor playground and audio
visual upgrade for centre.
Revised estimates have been received from Philip
Vawdrey Engineering, with alterations included in the northern extension to
include wideninig of 3 metres and breaking through from visitors football
change into section one of netball change in order to extend visitors change
room and alteration to balcony fro sloped concrete viewing. It was indicated at the time, that this wouldn’t
add that much to the project compared to adding works in later. The estimates however have come in at
$330,821 not including playground.
$255,976 northern extension, $75,000 balcony extension
There is $32,000 of contingencies included, $33,500
estimated for plans, engineering , permits, project management. What a builders tender price compared to the
estimates is the unknown.
The grant funding received was $170,000. Obviously there is not enough funds for both
projects.
Some thoughts –
A variation to the project would have to be negotiated
with Regional Development Victoria.
Projects not going ahead make it more difficult for future project
approvals to be granted for the town.
Need to consider which project gives the more value to the
building. Continuing with the northern
extension would require Leisure Centre contribution of $25,000 if the tenders
come in comparative to the estimates.
Shire would pay all costs and then invoice the Leisure Centre at a later
date. So there could be some unallocated
cashflow in our favour depending on the timing of the invoices.
The above information was distributed to committee
members prior to the meeting.
Discussion on above covered figures provided for tasks listed in the estimates; which project would be more valuable to the centre; wish to have playground still addressed as a development as it was in the original shire funding application; funding possibilities to provide the $25,000 (loan, special fundraising events, promoting more events at leisure centre).
Moved Bern Hogan Seconded W.
Mc Clelland
That Shire be advised that committee are in favour of proceeding with the northern extension and providing $25,000 contribution towards same”. Carried
Three absentees from meeting indicated their agreeance to above prior to meeting.
3. Subcommittees
James has proposed idea to organise subcommittees to deal with Membership (collection, promotion, new members, corporate members) , fundraising and the grounds committee. Subcommittees to meet prior to main meeting and report and get things done.
Mark indicated willingness to arrange memberships.
Meeting closed 9.20 p.m.