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AGENDA

GENERAL FACILITIES COMMITTEE MEETING TO BE HELD IN THE COUNCIL CHAMBERS, GRIFFITH ON

TUESDAY 5 MAY 2015 AT 4.00 PM 1 Apologies

2 Confirmation of Minutes – 3 March 2015

3 Business Arising

4 Declarations of Interest

5 Items of Business

CL01 p7 Griffith Livestock Marketing Centre – Update Report Financial Statement attached CL02 p14 Dalton Park Drainage – Report to be tabled Dalton Park Financial Statement attached CL03 p15 Griffith Cemetery Available Plots & To-Date Burials CL04 p19 Norwood Park Ltd – Crematorium & Cemetery - Canberra Cemeteries Financial Statement attached CL05 p23 Senior Citizens Centre – Update Report Minutes of the Senior Citizens Centre Working Group Meeting 16 April 2015 attached. Financial Statement attached CL06 p27 Griffith Pound Construction Update Report – Financial Statement

attached 6 p34 Action Report 7 General Business 8 Next Meeting

DISTRIBUTION LIST Councillor Doug Curran (Chair), Councillor Bill Lancaster, Councillor Mike Neville, (Councillor Pat Cox - Alternate), Councillor John Dal Broi (optional), Ginge Davies (Community), Ronald Anson (Community), Gavin Brady (Stakeholder), Greg Collier (Stakeholder), Denis Conroy (Stakeholder), Marilyn Hams (Stakeholder), Judy Kroek (Stakeholder), Wayne Spencer (Stakeholder), Daniel Purchase (Stakeholder), (Ken Rebetzke - Alternate), Director Infrastructure and Operations, Dallas Bibby; Director Utilities, Graham Gordon; Manager Executive Services, Shireen Donaldson; Parks and Gardens Manager, Peter Craig; Governance Coordinator and Minute Secretary, Wendy Krzus; Team Leader Saleyards, Les Warren; Cemetery Team Leader, Tony Box Quorum = 7

Agenda - General Facilities Committee - 5 May 2015 -

MINUTES

_________________________________________________________________________________General Facilities Committee - 3 March 2015 - Page 1

MINUTES OF THE GENERAL FACILITIES COMMITTEE MEETING HELD AT THE LIVESTOCK MARKETING CENTRE, GRIFFITH ON TUESDAY 3 MARCH 2015

COMMENCING AT 4.00 PM

PRESENTCouncillor Bill Lancaster (Acting Chairperson), Denis Conroy (Stakeholder),

Bernie Connelly (Stakeholder - representing Judy Kroek), Daniel Purchase (Stakeholder), Greg Collier (Stakeholder), Ron Anson (Community), Ginge Davies (Community) & Gavin Brady

(Stakeholder).

STAFF PRESENTDirector Infrastructure & Operations, Dallas Bibby; Manager Executive Services, Shireen Donaldson; Parks and Gardens Manager, Peter Craig; Director Utilities, Graham Gordon;

Groundsman Dalton Park, Warren Hodge; Team Leader Saleyards, Les Warren & Governance Coordinator and Minute Secretary, Wendy Krzus.

Quorum = 7

In the absence of the Chairperson Councillor Curran, Councillor Lancaster assumed the Chair.

CL01 APOLOGIES

RECOMMENDED on the motion of Ron Anson and Ginge Davies that apologies be received from the Councillors Doug Curran, Mike Neville and Pat Cox - alternate, Judy Kroek (Stakeholder), Wayne Spencer (Stakeholder) and Cemetery Team Leader, Tony Box.

Absent: Mrs Marilyn Hams (Stakeholder).

CL02 CONFIRMATION OF PREVIOUS MINUTES

RECOMMENDED on the motion of Ron Anson and Daniel Purchase that the minutes of the previous meeting held on 13 January 2015, having first been circulated amongst members, be confirmed.

CL03 BUSINESS ARISING

3.1 Business Arising from the meeting of 13 Jan 2015 - CL06 - Dalton Park - Hire of Facilities

Mr Bibby advised that Council's Senior Management Team had raised some concerns in respect to recommendation (a) in the minutes of the previous meeting of the General Facilities Committee and the ability to enforce this condition.


MINUTES


Recommendation (a) being:

"Council not allow 18th and 21st Birthday Parties to be held at Dalton Park including events comprising the age range between 18 to 30 years of age."

Mr Bibby further advised that the minutes were reported to Council at its meeting held on 10 February 2015 where there was discussion on the proposed introduction of age restrictions and the ability to enforce this condition. The following was resolved in relation to point (a) of the recommendation:

(a) Council should discourage 18th and 21st Birthday Parties being held at Dalton Park including events comprising the age range between 18 to 30 years of age.

CL04 DECLARATIONS OF INTEREST

There were no declarations of interest received.

In the absence of the Director of Utilities, Graham Gordon the Chair brought forward Clause 08 - Senior Citizens' Centre - Update Report, Clause 06 - Dalton Park - Update and Clause 07 - Griffith Cemeteries - Update for discussion.

CL08 SENIOR CITIZENS' CENTRE - UPDATE REPORT

Mr Anson provided an update on the operational and financial position of the Senior Citizens' Centre and the status of the proposed storeroom development, being:

Senior Citizens' Club Inc. is waiting on Mr Peter Budd to provide detailed plans of the proposed

storeroom development.Mr Anson is to write to Council requesting consideration for an additional $7,000 (grant

shortfall) for the storeroom development.Mr Anson proposes to write to Council requesting Council give consideration to the

waiving/refund of Development Application fees.

Mr Gordon entered the meeting, the time being 4.08 pm.

RECOMMENDED on the motion of Ron Anson and Denis Conroy that the Committee note the information.

CL06 DALTON PARK - UPDATE

Mr Craig advised that a new filter for raw water has been installed in the arena area, replacing a system which is 25 years old and that Mr Hodge is to install a cage over the filter to prevent damage and/ or tampering of the system.

Mr Bibby outlined the financial position of Dalton Park stating that the budget was tracking well .

RECOMMENDED on the motion of Ginge Davies and Ron Anson that the Committee note the information.

CL07 GRIFFITH CEMETERIES - UPDATE

Mr Craig advised the following:


MINUTES


Staff wages were slightly over budget due to a number of weekend funerals.

Re the proposed gates at the Yenda Cemetery, Mr Craig has spoken to the President of the

Yenda Progress Association, Mrs Kay Pellizzer. Costings for the gates are currently being obtained. These costing will be provide to Mrs Pellizzer for presentation at the next Yenda Progress Association meeting to be held on 16 March 2015.Tenders are being called for the construction of 10 single vaults. Tenders close on 10 March

2015.Staff worked overtime to clear the recent storm damage, works were completed before

scheduled funerals the next day.Situation regarding the placement of flags on graves is being attended to. Some families have

collected flags. Mr Craig and Mr Box to meet with Council's Communication Officer, Mrs Naomi Brugger to discuss how best to convey the message "no flags" to the public.Mr Collier on behalf of Ms Josie Codemo enquired about the timing of construction of beams in

the RC5 section of the cemetery?Currently 12 single vaults in reserve.

RECOMMENDED on the motion of Ron Anson and Greg Collier that the Committee note the information.

CL05 GRIFFITH LIVESTOCK MARKETING CENTRE - UPDATE REPORT

Mr Gordon provided an update on the status of the Griffith Livestock Marketing Centre.

As at the end of January operational expenditure was $3,897 under budget.

Income is $84,160 above budget.

The number of sheep sold is 360,464.

Mr Brady advised that a cattle sale was conducted last week with two buyers being present.

Possibility of holding infrequent cattle sales.Effluent Reuse Project is progressing, discussions have occurred with Office of Water on

obtaining approvals for the project.Four projects were placed in the budget for adoption, concreting sheep selling pens ($22,000),

shelter building ($11,000), repairs to sheep loading ramps ($8,000), new air conditioner for office ($8,000).

RECOMMENDED on the motion of Gavin Brady and Ron Anson that the Committee note the information.

CL09 GRIFFITH CITY COUNCIL POUND - UPDATE REPORT

Mrs Donaldson provided an update on the Griffith City Council Pound, being:

There has been some discussion on the naming of the facility.

A working party meeting has been held, plans of the new Pound has been tweaked.

Plans have been sent to Canberra for costing.

$500,000 has been allocated in the 2015/2016 budget for the development.

No break-ins at the Pound have been reported over the last few months.

RECOMMENDED on the motion of Ron Anson and Denis Conroy that the Committee note the information.

CL10 GENERAL BUSINESS


MINUTES


10.1 Dalton Park - Drainage

Mr Connelly enquired when the meeting would be held between Council, the Jockey Club and the Harness Racing Club regarding drainage issues at Dalton Park? Mr Connelly stated that an on-site meeting would be more beneficial to the users as they could point out where the drainage issues are.

Mr Gordon advised that he is waiting on a response from Councillor Curran regarding a suitable date and time for the meeting.

Mr Gordon tabled plans and outlined proposed drainage works.

10.2 Harness Racing Club - Update

Mr Conroy advised that harness race meeting dates have changed. The revised dates are: 3rd and 8th November 2015. The 3rd being Melbourne Cup Day. The harness race meeting to be held in the evening (3rd November). The second meeting will be held on the following Sunday (8th November).

Mr Conroy enquired what the process is in relation to the lease holders undertaking construction/modification works at Dalton Park?

Mr Bibby advised that if works involve a structure, plans would need to be submitted to Council and be considered as part of a Development Application process.

Mr Connelly advised that Racing NSW has indicated that they would like another tower which would be a permanent structure and enquired what process would need to be undertaken to obtain approval?

Mr Bibby advised Mr Connelly to contact Council's Planning Department to obtain the necessary information.

CL11 ACTION REPORT

No action resulted from discussion on the Action Report.

CL12 NEXT MEETING

The next meeting of the General Facilities Committee will be held on Tuesday, 5 May 2015 at the Griffith City Council Chambers.

There being no further business the meeting closed the time being 4.45 pm.

COMMITTEE RECOMMENDATION

DRAFT RESOLUTION


MINUTES


15/076RESOLVED on the motion of Councillors Thorpe and Lancaster that the recommendations as detailed in the Minutes of the General Facilities Committee meeting held on 3 March 2015 be adopted.


Griffith City Council COMMITTEE REPORT

CLAUSE 01 TITLE GRIFFITH LIVESTOCK MARKETING CENTRE FROM Graham Gordon, Director Utilities SUMMARY

This report updates the General Facilities Committee on financial and operational issues at the Griffith Livestock Marketing Centre.

RECOMMENDATION

The Committee note the information in the report and the strong financial position at the end of March 2015.

REPORT

1. Financial Position

At the end of March 2015;

a) Operational Expenditure was $393,654 versus budget of $384,279 b) Operational Income was $413,798 versus budget of $318,168. c) Sheep numbers were 452,818 with 191 cattle being sold.

2. Effluent Reuse Project

This project is progressing well with discussions occurring with the Office of Water on obtaining the necessary approvals to the project.

3. Capital Works for 2014/15

The four projects that were placed in the budget for adoption have been completed which were:

- Concreting sheep selling pens ($22,000) - A further shelter building ($11,000) - Repairs to sheep loading ramps ($8,000) - New air-conditioner for saleyards office ($8,000).

The attached graphs represent sheep sales to the end of March 2015.

The total operating income and expenditure graphs are indicative of the period to the end of March 2015.

LINK TO STRATEGIC PLAN

This report has no relevance to the Council’s Strategic Plan.

ATTACHMENTS

(a) Operational Expenditure (b) Operational Income (c) Sheep & Cattle Sales (d) Financial Statement


(a) & (b) Operational Expenditure & Income

0

50,000

100,000

150,000

200,000

250,000

300,000

350,000

400,000

450,000

500,000

July Aug

Sept

Oct

Nov

Dec

Jan

Feb

March

April

May

June

Dollars ($)

Total Operating Expenditure v Budget

Budget

Expenditure

0

100,000

200,000

300,000

400,000

500,000

600,000

July Aug

Sept

Oct

Nov

Dec

Jan

Feb

March

April

May

June

Dollars $

Total Operating Income v Budget

Operating Budget

Operating Income


© Sheep & Cattle Sales

0

50,000

100,000

150,000

200,000

250,000

300,000

350,000

400,000

450,000

500,000

550,000

600,000

650,000

July

Aug

Sept

Oct

Nov

Dec

Jan

Feb

March

April

May

June

Sale Numbers

Sheep Sales ‐ Cumulative

2011‐12

2012‐13

2013‐14

Predicted Sales

2014‐15

0

50,000

100,000

150,000

200,000

250,000

300,000

350,000

400,000

450,000

500,000

550,000

600,000

July Aug

Sept

Oct

Nov

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Jan

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April

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Budget

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CLAUSE 03 TITLE GRIFFITH CEMETERY AVAILABLE PLOTS & TO DATE BURIALS FROM Peter Craig, Manager P & G, Cemeteries & Noxious Weeds

SUMMARY

This report updates the General Facilities Committee on the current available plots at the Griffith Cemetery and also the number of burials year to date. RECOMMENDATION The Committee note the information in the report. REPORT The current available plots in the Lawn sections of Griffith Cemetery total 912 plots, the number of Lawn burials in the past 5 year period commencing 2010 to 2014 totals 342 burials along with 202 re-open burials. An average on these figures equates to 68 burials and 40 re-open burials per year in the Lawn sections. The Roman Catholic section has 299 plots available, the number of burials within the Roman Catholic section in the past 5 years commencing 2010 to 2014 total 76 burials along with 57 re-open burials. An average on these figures equates to 15 burials and 11 re-open burials per year in the Roman Catholic section. The attached information informs the Committee of the remaining plots available in the various denominations within the Griffith Cemetery and also yearly burial numbers back to 2007. LINK TO STRATEGIC PLAN This report has no relevance to the Council’s Strategic Plan. ATTACHMENTS

(a) Available burial plots at Griffith Cemetery (b) Burial numbers yearly from 2007



CLAUSE 04 TITLE NORWOOD PARK LTD – CREMATORIUM & CEMETERY - CANBERRA FROM Peter Craig, Manager – Parks & Gardens, Cemeteries & Noxious Weeds

SUMMARY

This report informs the General Facilities Committee or correspondence received from Stephen Beer (General Manager) Norwood Park Ltd, Crematorium & Cemetery - ACT

RECOMMENDATION

The Committee note the information contained in the report.

REPORT

A meeting was convened with Stephen Beer on 22 April 2015 at the Griffith City Council office. Stephen outlined the structure of the company ‘Norwood Park Ltd’ which is a ‘non listed’ Public Company, 56 shareholder, 1 major shareholder Clive Allison who is the Chairman of the Board. The Board comprises of 3 members. Norwood Park Ltd operates the only crematorium in the ACT, and has done so since 1966. The Chairman and the Board of Norwood Park are pushing to extend the company’s interest to the broader market. The company has during the past three and a half years established a chapel and crematorium at Bathurst. The company has also built an administration building and crematorium in Ipswich, Queensland. The enterprise extends to managing 4 cemeteries in the district, and is also conducting reserved burials in the Ipswich General Cemetery.



ATTACHMENTS

(a) Letter received from Stephen Beer (b) Frequently asked questions about Crematoriums (part of the Norwood Park information

brochure).



CLAUSE 05 TITLE SENIOR CITIZENS CENTRE UPDATE FROM Wendy Krzus, Governance Coordinator

SUMMARY

This report updates the General Facilities Committee on the current status of the proposed storeroom development and the day to day operation of the Senior Citizens Centre.

RECOMMENDATION

That the Committee note the information in the report.

REPORT

The proposed storeroom development is progressing slowly with Mr Anson chasing up detailed plans of the development for submission to Council.



ATTACHMENTS

(a) Minutes of the Senior Citizens Centre Working Group Meeting held on 16 April 2015.


MINUTES OF THE SENIOR CITIZENS’ CENTRE WORKING GROUP MEETING HELD AT THE SENIOR CITIZENS’ CENTRE, 47 CANAL STREET, GRIFFITH ON THURSDAY, 16 APRIL 2015 AT 4.00 PM.

PRESENT

Ron Anson (Chair), Dot Reddacliff, Lance Parker, Ginge Davies & Maria Pascoli

STAFF PRESENT

Wendy Krzus (GCC) Minute Taker

The meeting opened at 4.00 pm. 1. APOLOGIES Apologies were received from Cecily Agnew. Absent: John Harrison 2. REPORT OF THE PREVIOUS MEETING The minutes of the previous meeting held on 19 February 2015 having first been circulated amongst members was accepted as a true and accurate record of that meeting. (Lance Parker/Dot Reddacliff) 3. BUSINESS ARISING Nil 4. BOOKING SCHEDULE The booking schedule for the months of April, May & June 2015 was tabled and noted. (Ginge Davies/Dot Reddacliff) 5. FINANCIAL STATEMENT The Financial Statement was discussed and noted. (Ginge Davies/Dot Reddacliff) 6. UPDATE OF THE GENERAL FACILITIES COMMITTEE MEETING HELD ON 13

JANUARY 2015 Mr Anson provided a verbal update on matters discussed at the General Facilities Committee meeting held on 3 March 2015 (the minutes of this meeting were attached to the Agenda). Information was noted by the Committee.


7. UPDATE ON THE STATUS OF THE PROPOSED STOREROOM DEVELOPMENT Mr Anson reported the following in relation to the proposed storeroom development:

A number of unsuccessful attempts have been made to contact Peter Budd who is drafting detailed plans, it is believed that Mr Budd may be on leave.

Mr Anson advised that he has written to Council seeking a commitment of additional funding (being the $7,000 grant funding shortfall).

Information has been received regarding the Community Building Partnership Grant, which Mr Anson is to respond to.

8. REGULAR USER CANCELLATION – UPDATE ON PAYMENT OF ARREARS Mrs Krzus advised that following the agreement with the user regarding a plan that was put in place allowing for the payment of outstanding hire fees, no payments has to date been received. Discussion took place on this matter. RECOMMENDED on the motion of Dot Reddacliff and Ginge Davies that Council proceed with recouping the outstanding hire fees.

9. GENERAL BUSINESS

9.1 Chairs & Tables

Mr Davies reported that once again, despite signage some users continue to stack chairs obstructing the exit doors and do not return tables to their original position ready for use by members of the Senior Citizens Club and other users. Mr Davies further reported that a number of chairs had been damaged by way of rips consistent with cutting, foam padding being pulled from the seat and backs of chairs damaged due to mishandling. Mr Anson suggested that he write a letter to the users groups seeking their cooperation in the above matters. RECOMMENDED on the motion of Ginge Davies and Lance Parker that Mr Anson draft a letter to the user groups:

(a) Explaining the importance of not obstructing the fire doors and blocking access to the disabled toilets.

(b) Requesting users return tables to their original position following each hire, and

(c) Request that the users look after the Centre’s furniture and treat it with respect.

10. NEXT MEETING The next meeting of the Senior Citizens’ Centre Working Group is to be held on Thursday, 18 June 2015. (3rd Thursday of every second month) Mr Anson advised that he will be an apology for the General Facilities Meeting to be held on 5 May 2015.

There being no further business the meeting closed at 4.43 pm. RON ANSON CHAIRPERSON Agenda - General Facilities Committee - 5 May 2015 -


CLAUSE 06 TITLE Pound Construction Update FROM Shireen Donaldson Manager Executive Services

SUMMARY

1. Compliance Coordinator and Manager Executive Services inspected completed Pound facility at Wagga Wagga City Council.

2. Principal Planner Urban Design to finalise draft diagram of Pound and place onsite with respect to sewer and power services. Final position to be determined with Director Utilities for compatibility with Water Treatment Plant future activities. Geotechnical testing is to be undertaken. Pound Construction Working Group to finalise final plans for preparation of detailed plans.

RECOMMENDATION

Committee note the report

REPORT

The Wagga Wagga animal holding facility was inspected prior to opening for animals. It is important to note 1) this facility is contained within the Council Depot so is proximity of other buildings and has the protection of fencing for the entire site and 2) there is a separate facility for housing cats and there is a separate office building for pound functions.

Of particular interest were:

• The underfloor water heating system which integrated with evaporative cooler to maintain constant indoor temperature

• Options for natural lighting – which may be a security risk in an open environment

• Options for natural ventilation

• Sewage handling mechanisms


This item links to Council’s Strategic Plan, Growing Griffith 2030 item

ATTACHMENTS

(a) Photographs of Wagga Wagga Animal Handling Facility


Infloor water heating system

Kennel door with inbuilt feeder tray for small dogs


Waste tray and grid leading to gravity pumps

Ventilation louvres and natural lighting (with cavity )


Kennel door with inbuilt feeder tray for larger dogs


ACTION REPORT

GENERAL FACILITIES MANAGEMENT COMMITTEE AS AT 3 MARCH 2015

Date of Meeting

Agenda Item Action Action

Officer

Date Comment

06.08.13 CL06 – Senior Citizens Centre Update

Plans & costing to be obtained re proposal to construct a new storeroom at the Senior Citizens Centre (long term project with the Griffith East Rotary Club).

Wendy Krzus / Ron

Anson

Ongoing.

$20,000 grant funding obtained.

Detailed plans to be drawn up and DA submitted.

11.11.14

13.01.15

CL06 – Dalton Park

CL11 – Action Report

Staff to arrange a meeting with Mr Conroy & Mrs Kroek re drainage

Dallas Bibby

Peter Craig

Draft drainage concept plans provided to both jockey Club and Griffith Harness Racing Club stakeholders at meeting – 4 Sept 2014.

Meeting to be arranged.

Meeting of 3 Mar 2015 Mr Connelly enquired when the meeting would be held.

Mr Gordon tabled plans & outlined drainage works.

Meeting to be held.

13.01.15 CL06 – Dalton Park – Hire of Facilities

Recommendation to be put into effect (bond & key deposit increase) – added to 2015/16 revenue policy.

Peter Craig

13.01.15 CL09 – Griffith Council Pound

Revised plans of the new Pound facility to be brought to a General Facilities Meeting

Shireen Donaldson


general facilities committee meeting to be … · general facilities committee meeting to be held...

Documents