Agenda Item 10.1Sports Facility Advisory Committee

Thursday 30 June 2016 Arunta Room

Alice Springs Town Council

Present Dr Bruce Walker (Chair)Mayor Damien Ryan Councillor Brown Councillor De Brenni Elizabeth Dashwood Aaron Blacker Andrea Doyle James Rebbechi Gary Bigg Tanya Laker

In Attendance Rex Mooney - Chief Executive OfficerJackie Hawkins - Manager Finance Samantha Hacon - Sports Officer Brad Fullerton - Facilities Maintenance Officer Rae-Ellen Swindells - Administration Assistant (Minutes)

Apologies Michael BongiornoAndy HoodGreg Buxton - Director Technical Services

Meeting opened at 12.18pm.

2. Minutes of Previous MeetingMinutes confirmed for the meeting held on Thursday 6th May 2016

Moved: Andrea Doyle Seconded: Councillor De Brenni CARRIED

3. Finance ReportFinance report received and noted.

• Manager of Finance advised that interest of $10,701.90 has been credited to the SFAC account.

• Future commitments of $67,900.00 for Hockey Facilities Upgrade, Hockey Repair and Maintenance of Water Cannons and Tennis Court Resurfacing.

• Manager of Finance requested that if works are to be done on Council’s assets then procedures need to be followed. If the works are over $100k then it would be required to be put out to tender.

• Expenditure - $93,746.44.00• Funds Available - $335,446.21

Moved: Andrea Doyle Seconded: Elizabeth Dashwood CARRIED

Manager of Finance left meeting - 12.28pm

SFAC 30/06/16 Page 1

4. Business Arising From Minutes

4.1 Scoreboard - Lyle Kempstere Facilities Maintenance Officer advised that the scoreboard is completed and operational

4.2 Hockey Facility Upgrade• Facilities Maintenance Officer advised that a purchase order has been raised and sent

to the contractor who is in the process of ordering the product.• Dr Bruce Walker advised that the Sports Officer has reviewed the Deed of Licence and

Hockey does have exclusive use to the facilities.• Sports Officer advised that Hockey welcomes other sports who are using the grass field

to use their facilities whilst Hockey is there.

4.3 Hockey - Water Cannons Repairs• Facilities Maintenance Officer advised a purchase order has been raised and been sent

to the contractor.

4.4 Resurfacing of Tennis Courts• Facilities Maintenance Officer advised that works have commenced, progressing well

and should be finished in two weeks.

4.5 Cricket Shed at Ross Park• Dr Bruce Walker advised that the shed was requested in the Facility Advisory Team

meeting and is on the spreadsheet for further discussion.

4.6 SFAC Membership Position• Dr Bruce Walker advised that Motorsport NT has signed of as sponsor for Gerry Lyon’s

non-trust position application.• Sports Officer advised that all future application will need to be completed in full prior to

being tabled at a meeting for recommendation.

4.7 Netball Stadium• Sports Officer advised the Stadium works are on track, works where interrupted for a

week due to rain.• Mayor Ryan advised that the Stadium will still be completed by Master Games.

5. Correspondence Inwards

5.1 Resignation - Trust Position• Dr Bruce Walker advised that a resignation has been received from Mark Goode.• The committee would like to thank Mark Goode for his contribution to the SFAC

Committee.

Action: Sports Officer to write a letter to Mark Goode and thank him for his contribution to SFAC.Action: Sports Officer to advertise the now vacant trust position.

6. Correspondence Outwards

Nil

Agenda Item 10.1

SFAC 30/06/16 Page 2

7. General Business

7.1 Facility Advisory Team Meetings (FAT)• Discussion ensued in regard to the FAT spreadsheet.• See attached for updated priority decisions.

Action: Sports Officer to liaise with Depot Works Manager in regard to maintenance items.

Anzac Oval:Action: Sports Officer to bundle all requested items as one job and get quotes to complete rooms.

Flynn Drive:Action: Sports Officer to bundle requested items from Touch and Soccer as one job and get quotes to complete rooms.

Tanya Laker left meeting - 1.19pm Mayor Ryan left meeting - 1.20pm

7.2 Albrecht Oval Scoreboard• Tanya Laker enquired if the missing laptop had been located.• Sports Officer advised that a temporary laptop has been provided.• Facilities Maintenance Officer advised that there is a possibility water has entered the

scoreboard during the recent storm, a contractor has been advised of the issue and will be assessing the damage.

7.3 Council Sporting Facilities• Facilities Maintenance Officer advised that Council is working to get any facility that was

effected by the storm fixed.• Basket Ball floor boards has major water damage, fans are in place to try and dry out

the floor boards. The situation is currently being assessed by an insurance assessor who will make further decisions once floor boards are dried.

8. Next Meeting -Thursday 28th July 2016 at 12.15pm

Meeting closed at 1.51pm.

Agenda Item 10.1

SFAC 30/06/16 Page 3

ALICE SPRINGS TOWN COUNCIL

SPORTS FACILITY ADVISORY COMMITTEE FINANCIAL REPORT FOR THE PERIOD ENDING 22 JUNE 2016

$

Opening Balance 1/7/2015 319,408.84

Revenue

Participation Levies (Refer to Attachment 1) 88,981.91

Council Contribution 78,000.00

Other Income 10,701.90Comprised of:

Interest (Determined at year end) 10,701.90

Total Revenue 177,683.81

Total Sources of Funds_______________________________________________________ 497,092.65

Expenditure

Capital (Refer to Attachment 2) 66,335.44

Operational (Refer to Attachment 2) 27,411.00

Total Expenditure 93,746.44

SFAC Reserve Balance 22/06/2016___________________________________ 403,346.21

Total Potential Future Commitments (Refer Attachment 2) 67,900.00

Funds available assuming all potential Commitments are realised________ 335,446.21

SFAC Participation Levies for 2015/2016 Seasons

FINANCIAL REPORT FOR THE PERIOD ENDING 22 JUNE 2016 2015-16

$ Ex GSTAFL 16,365.00Athletics 486.00Baseball 1,798.91Basketball 6,840.55Cricket 7,363.09Hockey 3,932.45Netball 16,563.55Rugby League 4,693.91Rugby Union 4,391.45Soccer 11,248.91Softball 1,474.64Tennis 3,844.36Touch 5,402.73Touch 4,576.36

88,981.91

PaidPaidPaidPaidPaidPaidPaidPaidPaidPaidPaidPaidPaidcurrent

Participation Levy 2015 Participation Levy Season 1 2016

Total

SFAC Expenditure and Commitments 2015/16

Capital Expenditure

6/08/2015 Basketball Assoc.- P/0:71306 (Basketball backboard and rings upgrade) 19,170.0023/09/2015 Bizmac Designs - P/O: 72067 (ANZAC Oval Custom Scoreboard) Part paid 5,796.0024/09/2015 Electronic Scoreboard Aus- P/O: 72064 (Electronic Baseball Scoreboard) Part paid 13,800.0022/01/2016 Bizmac Designs - P/O: 72067 (ANZAC Oval Custom Scoreboard) 13,524.0021/09/2015 Electronic Scoreboard Aus.- P/O: 72064 (Electronic Baseball Scoreboard) 14,045.44

Capital Committments (for which Purchase Orders have been raised)

Total Capital 66,335.44

Operational Expenditure

21/09/2015 Pick Me Painting - P/0:71101 (paint floors at ANZAC Oval with non-slip synpave) 14,318.1810/09/2015 Spectrum Fire - P/0:71543 (Install flood lights - Flynn Drive Oval) 1,375.007/09/2015 Advocate - P/0:71395 (SFAC vacancies advertising) 346.8012/11/2015 Ross Engineering - P/O: 71625 (Repairs to scorebox at Baseball) 3,834.0024/08/2015 Ross Engineering - P/O: 71624 (New brackets on canteen - Flynn Drive Oval) 2,421.0024/08/2015 Ross Engineering - P/O: 71623 (Repair canteen shutters - Ross Park Netball) 3,123.007/04/2016 Alice Mobile Blinds - P/O: 74921 (Supply & Install Roller Shutter - Anzac Oval) 1,761.8212/05/2016 Advocate - P/O: 74983 (SFAC vacancies advertising) 231.20

Operational Committments (for which Purchase Orders have been raised)

Total Operational 27,411.00

Total Expenditure 93,746.44

Other Anticipated Future Commitments not vet in the Financial System Estimate

Hockey Facilities Upgrade 12,650.00Hockey repair and maintenance of water cannons 5,250.00Tennis Court Resurfacing 50,000.00

Total Other Anticipated Future Commitments 67,900.00

FACILITY ADVISORY TEAM MEETINGS - MARCH 2016

Legend H - High priorityM - Medium priority L - Low priority OH&S - Occ Health & SafetyMR - Master Plan

LOCATION SPORT PRIORITIES FOR SFAC COMPLETION PRIORIETY ESTIMATED COST WHO TO ATTEND TOAlbrecht Oval Cricket

Albrecht Oval AFL Shade Areas - Pavers/Cement underneath MSports Officer to investiagte other options

Behind Goal Posts (Road end) - Nets to stop balls going into the trench Revisit on completion of car park

Football Posts - RustedL

ASTC - MaintenanceIf posts are to be replaced then must meet current Australian Standards / Regulations

Albrecht Oval AFL & Cricket Grandstand - Rails and Yellow Paint on steps. OH& S issue identified H ASTC - MaintenanceChange Rooms - Clothes Hooks over all benches H ASTC - MaintenanceGrandstand - Rust on upright Posts ASTC - Maintenance

Anzac Oval Council RequestFit out medical room appropriately H

Sports Officer to investigate Health Standards & Specs

for the development - bundle as one job and

obtain quotes to complete all scope of works.

Anzac OvalCouncil & Rugby

LeagueReferee room: install bench seats, cupboard/cabinet for radio equipment, white board & shelves

H

Anzac Oval Rugby League Scorebox: Install a table fixed to the wall (would need to move siren switch)H

Corporate box: provide a couple of meeting tables and chairs HInstall tables fixed to the walls & white boards to the Coaches room, Rugby league and Rugby Union rooms

H

Install shelving to the Rugby League and Rugby Union offices HCorporate box & downstairs bar area: hanging racks for photos/club history to be displayed (similar to Mona's Lounge)

H

Canteen: move light switch into actual canteen HExternal accessabile drinking points (bubblers) H

Anzac Oval Rugby UnionCanteen bench top replaced with stainless steel bench top & install grease trap

H

CDU Oval Cricket & AFLInstalation of bollards around the Southern end of the oval - to prevent vehicle access lots of repetative burn outs occuring

Council and CDU to meetand discuss ownership of land where bollards are tobe located.

Repair/filling of rabbit holes and car burn out ruts - safety concern for users ASTC - MaintenanceInstalation of rabbit barrier/fence to prevent rabbits digging up the oval Council and CDU to meet

and discuss ownership of land where bollards are tobe located.

CDU Oval AFLInvestigate potential for future development and cost sharing with CDU MP

CDU Oval Cricket

Flynn Drive Cricket Increased lighting to meet OH&S for small ball sports L Refer to Master PlanFlynn Drive Touch Hand dryers and mirrors in change rooms

Sports Officer to bundle as

Paint and freshen up of exterior buildings: bricks, mesh & donga - (ASTA happy to contribute towards donga re-paint)Stainless bench top installed in second canteen area

Paving in fenced complex out front of bar one job and obtain quotes to complete all scope of

works.Pave area from office to undercover shadeNeed a new gate mechanism on female toilet gateCouple of power points installed in second canteen area

Flynn Drive SoccerCement under Adamson Ave end shade - for ease of maintenance &esthetics

Flynn Drive Touch & SoccerBollards (or other trees/landscaping) around edge of car park - for safety and protection of curb.

H ASTC - Maintenance

Cement/pave under bleecher/grandstand nearest to clubroom - for ease of maintenance and esthetics

Sports Officer to add to bundle above and include with scope of works

General pruning of trees - for safety & OH& S and break in concerns ASTC - MaintenanceRemoval of a couple of trees ASTC - Maintenance

Jim McConville BaseballJim McConville AFL Remove rust, sand and repaint AFL goal posts ASTC - Maintenance

Install 3 more shade structures on the Northern side of the AFL field, prefereably on the inside of the path L

Jim McConville Cricket Construction of a shade structure at the Southern end of the Ground LToilet block upgrade LInfill the turf wicket to provide 3 tracks (to assist in managing the load on Traeger) ASTC - MaintenanceRequest ASTC fo cover the GABBA grass wicket over winter to reduce likelihood of damage to newly laid wicket Completed

Memorial Ave car park to be marked with designated parking spaces (toincrease capacity). No parking area to be marked in front of the emergency access gate. ASTC - Maintenance

Jim McConville Softball Reseeding of Softball diamond 1, to be ready for Masters Games In progressDiamonds 2, 3 & 4 to have a ripper and roller go over them H ASTC - MaintenancePruning of trees overhanging into playing area ASTC - MaintenanceSteel benches in the team dugouts broken and in need of reapair ASTC - MaintenancePruning of trees around canteen area -safety concerns ASTC - Maintenance

Rhonda Diano AFLEnquiry only: if possible to upgrade lights at Rhonda Diano. It was explained that priorities were first to light other venues that have no lights at all Lights not to be removed or upgraded.

Rhonda Diano Cricket

If athletics move to a new facility, could consideration be given to theremoval of the lights if no longer required, followed by full restoration of the oval to it's original size/

MR

Rhonda Diano AthleticsConcrete slab under front awning of canteen and storage shed, see attached plan

H

Safety covers on fluro lights in storage room ASTC - MaintenanceReview sprinkler coverage at Northern end of the track (holes now developing and expanding) ASTC - MaintenanceReview grass quality at Northern end of track (different and much more sparse) ASTC - MaintenanceTop dress Northern end of the track to fill in holes and encourage greater grass growth and coverage ASTC - MaintenanceLots of clover gowing all over the oval, spay clover with a herbaside that does not kill the grass as well (Basta was a product suggested) ASTC - MaintenanceExpose concrete edging along the sides of the shot-put area (currently overgrown by grass and not visible at all) ASTC - MaintenanceAttach weather/dust seals to the bottom of the storage room doors to prevent dust, mower clippings etc blowing in ASTC - Maintenance

Rodent control around canteen, shot-put ring and discus areasASTC - Maintenance - to be done August 2016

Ross Park SoccerUpgrade lights/lux levels on A pitch to meet minimum requirements (Soccer to provide these details)

MP

Instalation of security lights (possible solar or light activated) around the canteen. Soccer already put in a proposal to have this work completed. Sports Officer to advise

Soccer to submit application to Council for approval.

Place in permenant footings for under 8's and 10's soccer goals (need to consult manufacturers guidelines re instalation of these) on Pitch D (out the front of the cricket nets)

Sports Officer obtain fromSoccer the manufactures guidelines for permanent footings

Instalation of catch net along the Undoolya road side of the A Pitch. Safety concern as Soccer balls frequently lost onto Undoolya road.

Discussion - no previous reports or concerns of balls entering road.

Ground marking with yellow paint of no parking/no stopping area out front of emergency access gate In Progress ASTC - Maintenance

Ross Park Netball

Plumbing in clubroom toilet, long standing problem, blocking up fortnightly,very costly to keey having temporary fixes in place. Requires definitive attention, posssibly leaking into the wall. Has been flagged as a health hazzard.

H Sports Officer to obtain quote to fix toilet block

Shade structures removed for stadium to be relocated around other 4outdoor courts

Sports Officer to checktender documents - understanding this relocation of shadestructures was in tender.

Install 2 training goal posts on the grassed area

Sports Officer to liase with netball to ensure on completion of netball stadium there is enough space in location identified, and then to liase with Scope and have installed in conjunction with netball staduim completion.

Ross Park Cricket Potable water near the cricket nets

Ross ParkCricket, Netball &

Soccer

Storage shed, similar to Jim McConville. Cricket, Soccer and Netball would all like room in this. Site inspected and photo attached.

Sports Officer to clarifywhat soccer wish to store inshed. Obtain an idea of sizeand costings.

Traeger Park Baseball New Scoreboard Just completedTraeger Park AFLTraeger Park BasketballTraeger Park Tennis Court Resurface In progressTraeger Park Hockey Toilet facility upgrade In progress

Repair and maintenance of water cannons In progressTraeger Park Cricket Upgarde lights to minimum ISOOlux. MP

Additional 6m x 2.4m white panel on each sight screenTraeger Park AFL & Cricket Discussion ensued around the stage 2 development of Traeger Park MP