Town of Bassendean: Agenda

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TOWN OF BASSENDEAN

NOTICE OF MEETING OF THE

CYRIL JACKSON PHYSICAL EDUCATION & COMMUNITY RECREATION CENTRE MANAGEMENT COMMITTEE

Dear Committee Member

A meeting of the Cyril Jackson Physical Education & Community Recreation Centre Management Committee will be held in the Council Chamber, 48 Old Perth Road, Bassendean, on Thursday, 12 February 2009, commencing at 8.30am.

Mr B JARVIS

CHIEF EXECUTIVE OFFICER

5 February 2009

A G E N D A

1.0                                DECLARATION OF OPENING/ANNOUNCEMENT OF VISITORS

2.0                                PUBLIC QUESTION TIME

Members of the public who wish to do so may ask questions at this point in the agenda.

3.0                                ATTENDANCES, APOLOGIES AND APPLICATIONS FOR LEAVE OF ABSENCE

4.0                                DEPUTATIONS

5.0                                CONFIRMATION OF MINUTES

5.1            Minutes of the Meeting held on 13 November 2008

OFFICER RECOMMENDATION – ITEM 5.1

That the minutes of the Cyril Jackson Physical Education & Community Recreation Centre Management Committee meeting held on 13 November 2008, be confirmed as a true record.

6.0                                ANNOUNCEMENTS BY THE PRESIDING PERSON WITHOUT DISCUSSION

7.0                                DECLARATIONS OF INTEREST

8.0                                BUSINESS DEFERRED FROM PREVIOUS MEETING

9.0                                REPORTS

9.1            Fees & Charges 2009/10

As the Town will soon commence preparing the Schedule of Fees & Charges for 2009/10, the Committee is asked to provide input into this process.

The list of current and proposed charges is presented in the table below. The rates listed are “per hour” unless otherwise stated. A discount of 10% off the listed charge is also provided for local hirers, not for profit groups and community groups.

General & Sporting Use

 

Charges

Current

Proposed

Call Out Bond

$75/hirer

$75/hirer

Games Room (Day)

$9.50

$10

Games Room (Evening)

$12.50

$13

Main Hall (Day)

$22

$23

Main Hall (Evening)

$25

$26

Weight Room (Day)

$35

$35

Weight Room (Evening)

$40

$40

Main Hall Individual Court (Day)

$9

$10

Main Hall Individual Court (Evening)

$10.50

$11.50

 

Social Functions

 

Charges

Current

Proposed

Call Out Bond

$75/hirer

$75/hirer

Security Personnel Fee

-

$80

Games Room (Day)

$23.50

$24.50

Games Room (Evening)

$28.50

$30

Main Hall (Day)

$38

$40

Main Hall (Evening)

$49

$50

 

Other Facilities

 

Charges

Current

Proposed

Change-rooms Only (Juniors)

$6

$6

Change-rooms Only (Adult)

$11.50

$11.50

Kitchen Only

$11

$11

Store-room Exclusive

$60/yr

$60/yr

Store-room Shared

$30/yr

$30/yr

 

OFFICER RECOMMENDATION – ITEM 9.1

That the following Schedule of Fees & Charges be considered for the Cyril Jackson Recreation Centre for 2009/10:

General & Sporting Use

 

Charges

Current

Proposed

Call Out Bond

$75/hirer

$75/hirer

Games Room (Day)

$9.50

$10

Games Room (Evening)

$12.50

$13

Main Hall (Day)

$22

$23

Main Hall (Evening)

$25

$26

Weight Room (Day)

$35

$35

Weight Room (Evening)

$40

$40

Main Hall Individual Court (Day)

$9

$10

Main Hall Individual Court (Evening)

$10.50

$11.50

 

Social Functions

 

Charges

Current

Proposed

Call Out Bond

$75/hirer

$75/hirer

Games Room (Day)

$23.50

$24.50

Games Room (Evening)

$28.50

$30

Main Hall (Day)

$38

$40

Main Hall (Evening)

$49

$50

 

Other Facilities

 

Charges

Current

Proposed

Change-rooms Only (Juniors)

$6

$6

Change-rooms Only (Adult)

$11.50

$11.50

Kitchen Only

$11

$11

Store-room Exclusive

$60/yr

$60/yr

Store-room Shared

$30/yr

$30/yr

 

9.2            Recreation Centre Capital Works Projects

In adopting the 2008/09 Council Budget, all three capital works projects proposed by the Committee were supported within the Town’s capital budget, as follows:

 

Project

Budgeted Cost

Council Contribution

(Approved)

DEET Contribution

(Pending)

Gutters

$2,200

$1,100

$1,100

Rear Enclosure Removal

$1,980

$990

$990

Storage Cages

$3,000

$3,000

Nil

 

The storage cages project is now underway and it is anticipated that it will be finalized in the coming weeks. Officers will be able to provide an update on this project at the meeting.

The gutter project and rear enclosure removal project are currently pending.

At the last meeting it was reported that the Town had recently written to the Department of Education and Training (DEET) to seek 50% towards the costs for the gutter repairs and rear enclosure works. The DEET has recently advised the Town that it is unable to provide financial assistance for the proposed projects on this occasion, but suggested that financial assistance may be sought through the Cyril Jackson Senior Campus.

It is acknowledged that the Senior Campus already makes ongoing contributions towards the running of the Recreation Centre, so seeking a further contribution is not recommended. The Town is currently in the process of reviewing the 2008/09 Council Budget. Officers have sought for the deficit funds required for the projects to be provided through the budget review. Once confirmation of the project funds is made, the Town will implement the projects.

OFFICER RECOMMENDATION – ITEM 9.2

That the progress report on the Recreation Centre’s capital works projects listed within the 2008/09 Council Budget be received.

9.3            Indoor Sports Venue Proposal in Ashfield

At the last meeting, the Committee was advised about an indoor sports venue proposal called “Project Trax”, which was recently presented to the Town by the Salvation Army and the East Perth Basketball Association. The project proposes the development of a five court indoor sports facility on Department of Education and Training land adjoining the Recreation Centre in Ashfield.

The Bassendean Town Council resolved in October 2008 for the Town to facilitate dialogue between the Salvation Army, East Perth Basketball Association and Department of Education and Training to determine the preliminary project feasibility. An initial meeting between the stakeholders about the proposal has been scheduled at the Cyril Jackson Senior Campus for 25 February 2009.

The Committee will be kept updated on the progress of the proposed project.

OFFICER RECOMMENDATION – ITEM 9.3

That the progress report on the Indoor Sports Venue Proposal in Ashfield be received.

9.4            Review of Community Venue Hire Procedures

At the last meeting, the Committee was presented with a report advising that the Town had experienced a recent increase in the amount of incidents occurring during high risk functions, such as 18th and 21st birthday parties, resulting in damage to hired facilities.

The Committee resolved to recommend to Council that the Recreation Centre not be excluded as a venue for 18th and 21st birthday parties; but that the risk be effectively managed, including introducing new booking conditions requiring minimum security personnel and for the hire bond to be increased to $3,000 for such functions.

In January 2009, Council resolved to:

  • Advertise and implement a new security fee of $80 p/hour and increase the community venue hire maximum bond amount to $3,000 for the Cyril Jackson Recreation Centre and $1,500 for Bassendean Community Hall, Alf Faulkner Hall and Seniors & Community Centre;
  • Enter into an agreement with a licensed security firm for the provision of a “ caretaker “ role for all functions of a high/very high risk nature;
  • Amend the 2008/2009 budget to include an income and expenditure account of $5,000 for the contracting of a security company;
  • Authorise the expenditure in accordance with Section 6.8 of the Local Government Act; and
  • Adopt the reviewed bonds schedule as detailed below.

                            BONDS SCHEDULE

 

Criteria

Low risk

Medium risk

High risk

Very high risk

Type of Activity

1

3

5

7

Is Alcohol Consumption involved

1

3

5

7

Past Hire Record

1

2

7

7

Likelihood of damage

1

2

7

10

Number of People

1

4

5

6

 

Total Bonds Criteria Score

Bond Payable

5 points (Low Risk Functions)

$0

6 to 13 points (Moderate Risk Functions)

$300

14 to 18 points (Medium Risk Functions)

$500

19 to 24 points (High Risk Functions)

$1,500

25 to 30 points (Very High Risk Functions)

$3,000

31 + points

Do not hire

 

The Town has recently commenced planning for the implementation of the newly endorsed community venue hire procedures listed above.

OFFICER RECOMMENDATION – ITEM 9.4

That the report on the new community venue hire procedures be received.

9.5            Capital Items to be Considered in 2009/10 Council Budget

As the Town will soon commence planning for the 2009/10 Council Budget, the Committee is asked to provide input into this process. In particular, the Committee is requested to discuss if any capital works projects should be considered within the 2009/10 Council Budget.

The building report that was recently prepared for the Recreation Centre identified a number of capital works projects required, some of which have now been undertaken. The report is attached to this agenda to assist the Committee with making a recommendation to Council.

OFFICER RECOMMENDATION – ITEM 9.5

That the following capital works projects for the Recreation Centre be considered within the 2009/10 Council Budget:

_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

9.6            Financial Report & Statement

The financial report and statement for the Recreation Centre for the second quarter of the 2008/09 financial year is presented below.

The year to date budgeted expenditure is $37,895, whereas, the actual expenditure is $33,283, providing an underspend of $4,612. The actual venue hire income received is higher than the budgeted income, resulting in a lower operational subsidy being required from the Town.

Overall the financial performance of the Recreation Centre is sound for the second quarter of the 2008/09 financial year.

Cyril Jackson Recreation Centre - Financial Statement for the period ending 31 December 2008

 

Income

Budget YTD

Actual YTD

Main Hall Rental

$7,249

$6,433

Games Dance Room Rental

$4,249

$6,262

Other Minor Income

$0

$18

Operational Subsidy

$26,397

$20,570

Total Income

$37,895

$33,283

 

 

Expenditure

Budget YTD

Actual YTD

Employee Labour Costs (salaries, superannuation, worker’s compensation etc)

$13,554

$16,229

Telephone

$259

$224

Cleaning Products

$0

$0

Equipment Maintenance

$500

$0

Insurances (Property, Fidelity & Casual Hirer’s Insurances)

$7,500

$7,228

Other Minor Expenses

$4,500

$742

Building & Ground Maintenance

$7,459

$4,342

Financial Services

$4,123

$4,518

Total Expenditure

$37,895

$33,283

 

OFFICER RECOMMENDATION – ITEM 9.6

That the report and accompanying financial statement for the Cyril Jackson Recreation Centre up until 31 December 2008, be received.

10.0                             PUBLIC QUESTIONS AND RIGHT OF REPLY

11.0                             MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN

12.0                             ANNOUNCEMENTS OF NOTICES OF MOTION FOR THE NEXT MEETING

13.0                             CONFIDENTIAL BUSINESS

14.0                             CLOSURE

The next meeting is scheduled to be held on Thursday, 14 May 2009.

Hyde & Son Builders

PO Box 48

BASSENDEAN WA 6054

Building Report – Cyril Jackson Recreation Centre

  • Games Room                                                                                                          $TBA

The curtains require cleaning and re-hung with a few repairs.

The flooring requires sanding and re-sealing within a year or two.

Area is approximately 170 square metres.

Minor ceiling repairs.

  • Kitchen Area

The area is clean and in good condition at present.

Painting would be in the region of $2,500.00 + GST

  • Change Rooms (Gents)

Generally in good condition.

Minor tiling repairs $400.00 + GST

Painting in the next year or so $1,500.00 + GST

  • Toilets (Gents)

A lot of graffiti was evident.

General repairs to the doors.

1 Mirror to replace.

Total cost $2,000.00 + GST

  • Main Hall Area

1 Exit door requires repairs and paint $400.00 + GST

2nd Exit door has chain preventing it from being opened.

A small external hood would protect the 1st set of exit doors            $1,500.00 + GST

  • Store Room

Generally in good condition.

A lot of rubbish could be removed and 2 more lockable cages built $2,500.00 + GST

  • Front Entrance – Glass Cabinets

Remove cabinets and fix pin-up boards $800.00 + GST

  • Eaves to the East Side

The eaves require repairs and painting                         $1,500.00 + GST

  • Back Enclosure to the North End

Remove section of the brickwork and make good the area $1,800.00 + GST

  • Large Pine Tree to the West Side                                                                    $TBA.

The tree is above the gutter line and filling gutters with leaf matter.

It is also too close to the main brick walls, so consider removal.

  • Gutters

Gutters on main roof $2,000.00 + GST

All gutters and down-pipes need cleaning on a more regular basis.

  • Front Seating

Repairs to seating $400.00 + GST

In summing up these costs can only be regarded as estimates.

In general the building is in good general condition, but some of the above items need attending to shortly.

Thank you for the opportunity to be of assistance to the Town of Bassendean.

Yours faithfully

Robert Hyde