COMMUNITY AND RESOURCES COMMITTEE MEETING

COMMUNITY AND RESOURCES COMMITTEE MEETING 13 DECEMBER 2010 ATTACHMENTS 1 TO 6 TO ITEM CR10.72 Community Facilities Management Advisory Committee

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE Meeting No. 4 held in the Councillor s Lounge at 1.30pm on Tuesday, 22 September 2010 MINUTES 1. OPENING The Community Facilities Management Advisory Committee meeting opened at 1.45pm. 2. PRESENT Mayor Simon Withers (Chairperson) Councillor Alan Langer Jason Lyon Director Corporate and Strategic Cam Robbins Director Community Development (arrived at 2.30pm) Jean McGready Manager Community Development Peter Smith Contracts and Property Management Officer Jane Sterry Executive Assistant 3. APOLOGIES Councillor Corinne MacRae 4. CONFIRMATION OF PREVIOUS MINUTES Moved by Mayor Withers, seconded by Cr Langer that the minutes of the Community Facilities Management Advisory Committee meeting held on 10 September 2010 be accepted as an accurate record of proceedings.

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 22 SEPTEMBER 2010 5. ACTIONS ARISING FROM PREVIOUS MINUTES Jason provided the meeting with a progress report on decisions from previous meetings. Items discussed included: 10 year maintenance plan is being prepared, initially for four buildings (to check that modelling is accurate). The balance of the buildings will be assessed by the end of November 2010. Meetings with clubs have now been finalised. Peer review to be carried out by the next meeting so that the model can be adopted. Club Maintenance information still trickling through to Jean. It was agreed that a deadline for this information be set at 1 October 2010. Surf Club meeting a second meeting with the FSLSC has been arranged for Friday, 1 October 6. NEW BUSINESS There was general discussion on a variety of issues with the following outcomes: 6.1 Meetings with Clubs Jason briefed the committee on discussions held with the individual clubs. All clubs have now been consulted (except Wembley Football Club who declined the offer but requested a copy of the Council report). In discussion with the Croquet Club, they were advised the Town may cease maintaining the greens. The Club advised that they had expected this and would be amenable to take ownership of this in future. Additional points raised by the clubs in relation to the proposal included: Ensuring that the process to access funds from the maintenance account is not too cumbersome That a termination clause be included in the agreement, in the event that a club folds. 6.2 Impact of the Policy and Asset Management Plan model The impacts of the policy, both on the clubs and the Town were presented to the meeting. Model included implications of: Building Surrounds Courts To finalise the model it was requested that the FTE information be included for the next meeting. Determine how much each individual club will be paying incorporate all costs in the model.

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 22 SEPTEMBER 2010 Discussion ensued regarding the determination of the car parking commitment to the individual clubs. Issues discussed included: Determine which clubs have: o Dedicated parking (i.e. Bridge Club) o Shared parking (i.e. Lake Monger Recreation) Incorporate bays in the lease area Include Netball parking Consider a minimum allocation Determine the affect on the initial modelling FTE it was agreed that this should be classified as an Administration Fee with salary paid from the maintenance fund. 6.3 New Works Contribution (standardise to align to maintenance model) Discussion ensued on amending the capital contribution policy from dollar for dollar to 67%/33% (the Town contributing 67%). Benefits of aligning new works to the maintenance model include: 1. Promote the benefits of the package, effectively to sell the deal 2. Keep the process simple stops the confusion of two different systems 3. Removes the grey area of maintenance versus improvement (clubs trying to access maintenance funds for improvements) It is requested that a list of Grants for the past three years be provided to the next meeting to help determine what the impact of this proposal would be. Also, which grants were for new works/improvements rather than for maintenance. It was agreed that if this process is to be aligned, the Community Grants Policy will need to be amended and presented with the Draft Leasing Policy. It was proposed that the Mayor discuss this proposal after next weeks meeting of Council. Mayor Withers left the meeting at 3.10pm. 7. DRAFT LEASING POLICY Tabled at the meeting, feedback requested. 8. DRAFT LEASE DOCUMENT Proposed that the lease document also include: Annualised increases Termination Clause o Town may terminate for breach of contract o Club may terminate with 12 months notice

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 22 SEPTEMBER 2010 7. NEXT MEETING To be held in the Councillor s Lounge at 1.30pm on Friday, 1 October 2010. 8. MEETING CLOSURE There being no further business, the meeting closed at 3.15pm.

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE Meeting No. 5 held in the Councillor s Lounge at 2.00pm on Friday, 1 October 2010 MINUTES 1. OPENING The Community Facilities Management Advisory Committee meeting opened at 1.40pm. 2. PRESENT Mayor Simon Withers (Chairperson) Councillor Alan Langer Councillor Corinne MacRae Jason Lyon Director Corporate and Strategic Cam Robbins Director Community Development Jean McGready Manager Community Development Peter Smith Contracts and Property Management Officer 3. APOLOGIES Nil. 4. PREVIOUS MINUTES 4.1 Confirmation of Minutes

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 1 OCTOBER 2010 Moved by Mayor Withers, seconded by Cr MacRae that the minutes of the Community Facilities Management Advisory Committee meeting held on 31 August 2010 be accepted as a true and accurate record of proceedings. 4.2 Actions Arising Meeting Decision Action Completed 6 August Clarify current versus Undertaken in part. Finalising Complete proposed mtce spend of figures for Surf clubs before the Town presenting to committee 6 August Visually Inspect Buildings to assess condition This occurred systematically in 2007 and informally, all buildings with the exception of tennis clubs have been inspected within the last 12 months. Complete, refer item 5.2 Data incomplete and inspection of four key buildings currently underway. 6 August Prepare spreadsheet with Spreadsheet prepared and linked to Complete different maintenance the model. contributions from Town/Club 6 August Meet with Clubs 17 meetings held Complete 31 August Adjust model to reflect Tabled 10 September 2010 Complete 66/33% contributions 31 August Review model to include Underway, but not complete. Complete 10 September court surfaces and other infrastructure items associated with Club buildings and playing surfaces. 31 August Peer review of the costing nil model 31 August Qualify Club expenditure on Seeking information currently Complete, refer item 5.3 maintenance 31 August Analysis of risk/fatal flaws Commenced 10 September Further Meetings with the nil Complete, refer item 5.1 Surf Clubs 10 September Council authority to release Complete of community consultation document 10 September Perform a sensitivity NIl analysis on the model for different rates/paramters. 10 September Include FTE in the model Complete Complete 10 September Compiling the 10 year maintenance program to validate the model 10 September Confirming floor areas, particularly where there is shared use (i.e. a public toilet component) 10 September Updating square meter rates for last quarter 2010. 10 September Initial drafting of lease clauses to be presented to the committee Currently developing 5 year plans for four buildings underway Nil Complete, refer item 5.2. On going In Progress On going, refer Item 5.4

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 1 OCTOBER 2010 5. NEW BUSINESS 5.1 Meetings with Clubs A meeting was held earlier today with the Floreat Surf Life Saving Club to present the information in detail and gauge the response, prior to the community workshops next week. The documents presented are tabled and the DCS will provide a verbal report on the meeting. The committee noted the verbal report. 5.2 Building Condition Inspections and Ten-Year Maintenance Program CT Management and the Town inspected four buildings: Floreat Surf Life Saving Club City Beach Civic Centre Cambridge BowlingClub YMCA Hockey Club From the inspections, a detailed maintenance program has been produced for each building, and the Asset Management Plan Model, which underpins the contributions to the Asset Management Fund, can now nee seen in context. Below is an extract from the Floreat Surf Club Maintenance Program: BUILDING NAME Item Description Component Maint type Freq (Years) Next occurance Floreat Surf Life Saving Club Provide regular servicing for termite inspection Walls Recurrent Maint 1 2013 Floreat Surf Life Saving Club Replace carpet to gym area Floor Estimated Renewal 25 2013 Floreat Surf Life Saving Club Replace corroded door and frame to entrance to tower Walls Backlog Renewal 2013 Floreat Surf Life Saving Club Replace floor to kitchen upstairs Floor Estimated Renewal 25 2013 Floreat Surf Life Saving Club Replace rusting roof fasteners to roof cladding area Roof Backlog Renewal 2013 Floreat Surf Life Saving Club Replace steel door to lookout tower with galv door. Walls Backlog Renewal 2013 Floreat Surf Life Saving Club Steel support column to lookout tower rusting Walls Recurrent Maint 7 2013 Floreat Surf Life Saving Club Wall cracking south side wall of garage Walls Backlog Maint 2013 2013 Total Floreat Surf Life Saving Club Refurbish and re-paint bar to upstairs bar area Fitout Recurrent Maint 5 2014 Floreat Surf Life Saving Club Remove exposed bolts in ceiling to training room Ceiling Backlog Maint 2014 Floreat Surf Life Saving Club Render and paint internal walls to upstairs bar area Walls Recurrent Maint 5 2014 Floreat Surf Life Saving Club Re-paint to change room benches & railings Walls Recurrent Maint 5 2014 Floreat Surf Life Saving Club Re-paint walls and ceilings to foyer Walls Recurrent Maint 5 2014 Floreat Surf Life Saving Club Replace carpet to bar area (30 year old) Floor Estimated Renewal 20 2014 Floreat Surf Life Saving Club Replace door and steel frame to back hallway entrance to lower level. Walls Estimated Renewal 2014 Floreat Surf Life Saving Club Replace front door and window frame with safety glass Walls Estimated Renewal 25 2014 Floreat Surf Life Saving Club Replace hot water system to kitchen upstairs Plant Estimated Renewal 2014 Floreat Surf Life Saving Club Replace parquetry to floor area upstairs Floor Estimated Renewal 25 2014 Floreat Surf Life Saving Club Replace stairwell balustrade to lookout tower and balcony/fire exit with galv gate Floor Backlog Renewal 2014 Floreat Surf Life Saving Club Replace window glass and steel window frames to back amenities room Walls Backlog Renewal 40 2014 Floreat Surf Life Saving Club Seal roof slab to prevent damp to underside of roof - adj garage Roof Struct Recurrent Maint 10 2014 Floreat Surf Life Saving Club Security fence replacement (north side) Walls Backlog Maint 2014 Floreat Surf Life Saving Club Upgrade walls to training room with timber studs, insulation and plasterboard Walls Estimated Renewal 2014 2014 Total

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 1 OCTOBER 2010 The following charts outline the results. Cambridge Bowling Club $300,000 $250,000 $200,000 $150,000 $100,000 $50,000 $0 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 Mtce $ Mtce Fund Balance Contribution Req'd Contribution Req'd (Club) City Beach Civic Centre $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 Mtce $ Mtce Fund Balance Contribution Req'd Contribution Req'd (Club) Floreat Surf Life Saving Club $160,000 $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 -$20,000 -$40,000 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 -$60,000 -$80,000 -$100,000 -$120,000 Mtce $ Mtce Fund Balance Contribution Req'd Contribution Req'd (Club)

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 1 OCTOBER 2010 YMCA Hockey Pavilion $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 -$20,000 -$40,000 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 -$60,000 -$80,000 -$100,000 -$120,000 -$140,000 -$160,000 Mtce $ Mtce Fund Balance Contribution Req'd Contribution Req'd (Club) What can be seen from the charts is that a backlog of maintenance and also, where a building is in its lifecycle, will in some cases cause the specific building fund to go into deficit. This scenario has been discussed previously by the committee and relies on the application of the pool of funds to compensate the deficits until the specific asset fund returns to surplus. For further discussion. The Committee noted the information. It was suggested by Mayor Withers that lighting be included in the model associated with playing surface replacement. 5.3 Club Expenditure on Maintenance Understanding Clubs current spend on maintenance will assist the assessment of the financial impact on Clubs if indeed there is any, after taking the maintenance expense into account. Only a few clubs have responded to date, and is listed below:

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 1 OCTOBER 2010 Cambridge Bowling Club Maintenance Maintenance in the Clubrooms for 2009/10 was $12,668 all of this was operational and not capital On our greens we spent $3,022,this would have been on equipment which I would understand would not be included For your interest we have budgetted this year for $13,423 for Clubroom maintenance. Cambridge Croquet Club No Response Cambridge Scout and Girl Guides Hall No response City Beach Civic Centre No Response City Beach Oval Pavilion No response City Beach Surf Riders Association No Response City Beach Tennis Club No response City of Perth Surf Life Saving Club No Response Floreat Surf Life Saving Club No response Floreat Tennis Club No Response YMCA Hockey Pavilion No response Lake Monger Recreation Club Mainteance Plumbing Repairs $ 4,294 Replace airconditioning $ 16,047 Electrical Maintence $ 7,165 Replace Brass Band and Wembley Toy Libarary Store Rooms $ 8,107 Coolroom compressoer Maintenance $ 2,164 Coolroom Compresser Replacement $ 9,140 Security Lighting Upgrade $ 6,071 Bore Pump on Lake $ 1,536 TOTAL $54,524 Operations Septic Tank Pump Out $800 Furniture & Fixtures Replace unsafe Shelving $ 2,358 Replace Ovens $ 1,060 Upgrades Verandah upgrade (non slip) $ 10,000 approx Leederville Bowling and Sporting Club Maintenance 30/6/2009 - $10,033 30/6/2010 - $15,236 on annual repairs and maintenance. This was spread over bar, building and grounds maintenance. Matthews Netball Facility No Response Reabold Tennis Club No response Sydney Cheek Pavilion No Response YMCA Hockey Pavilion No response For notation only. 5.4 Proposed Lease Document Drafting of the elements of the lease policy and lease documentation continues, with the latest work in progress tabled. Importantly, significant changes since the last meeting have been made to the review clause and to the Club responsibility clause. With respect to the review clause, the policy is now suggesting an annual review in accordance with the building cost index. Under this scenario, Clubs could expect, as a worse case scenario, a 15% increase in their contribution. When this is equated back to an increase per member, the increases seem to be reasonable between $3 to $6.

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 1 OCTOBER 2010 RAWLINSONS BUILDING PRICE INDEX - PERTH Index 16.00% 14.00% 12.00% 10.00% 8.00% 6.00% 4.00% 2.00% 0.00% 1981 1982 1983 1984 1985 1986 1987 1988 1989 1990 1991 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 Year RAWLINSONS BUILDING PRICE INDEX - PERTH 250 200 Index 150 100 50 0 1980 1981 1982 1983 1984 1985 1986 1987 1988 1989 1990 1991 1992 1993 1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 Year The effective (operable) date policy and lease has been discussed as being 1st January 2011. The committee needs to discuss to what extent this applies i.e. does the Town contribute from 1st January, and do the Surf Clubs become responsible for utilities from this date? General discussion ensued. The Committee decided: 1. To recommend that the policy is effective from the 1 st January 2011 and that the Town will need to fund its share for the second half on the financial year, either by reallocation of funds or allowing a deficit; 2. To incorporate a review of the entire model after ten years; 3. That the payments to volunteers by clubs needs to be tightened to ensure the system is not subject to wroughting. The Director Corporate to review. 4. That the specifics on what constitutes a nuisance could be defined by Policy and varied from time to time, therefore the policy should make reference. 5. to include under the policy heading commercial incentives the following The Town will consider building a new facility if the club relinquishes land that can fund the development.

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 1 OCTOBER 2010 6. With respect to signage, that inward facing fence signage would be okay. The issue of signage needs more discussion, particularly signage affixed to buildings. That matter is to be further discussed. 6. NEXT MEETING To be held following the community workshops. 7. MEETING CLOSURE There being no further business, Mayor Withers declared the meeting closed at 3.10pm.

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 1 OCTOBER 2010 ATTACHMENT ONE Leased Community Facilities Policy - Version 1 OBJECTIVE The Town has a range of community facilities which are dedicated for the exclusive use of clubs and community groups. With respect to those facilities, this policy has been established to ensure: Good Asset Management - Leased Community Facilities are maintained to an agreed condition, are functional and fit for purpose. Club/Community Group Longevity - Leased Community Facilities are provided to support the long term survival of Clubs and Community Groups where there is sufficient community demand. Intergenerational Equity - Costs are not transferred from one generation to another. Reasonable User Contributions - To encourage responsibility and ownership, and to lessen the burden on the ratepayer, a reasonable contribution towards maintaining Leased Community Facilities is made from the users of those facilities. STATEMENT 1.0 Definitions Building Premises The structure, fixtures, fittings and surrounds but excluding chattels Building maintenance - all activity associated with maintaining the functionality and performance of a building accept for: Light Globes Sand Traps Cleaning 2.0 Legislative Environment Local Government Act 1995 and Local Government (Functions and General) Regulations 1996 Town of Cambridge Property and Public Places Local Law Land Administration Act 1997 Owners & Occupiers Act Health Act Public Buildings Regulations Occupational Health and Safety Act

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 1 OCTOBER 2010 Land Administration Act 1997 Town Planning and Development Act 1928 Commercial Tenancy (Retail Shops) Agreements Act 1985 Residential Tenancies Act 1987 3.0 Asset Management 3.1 The Town will adopt a long term asset management plan for every leased community facility owned by the Town 3.2 The asset management plan is revised every three years 3.2.1 The revision will update the Rawlinsons* rates used in the plan 3.2.2 The revision may, be agreement between the Town and the Clubs/Community Groups, vary the model parameters underpinning the plan. 3.3 In a non-review year, the amounts in the plan will be indexed by the annual increase in the Perth Consumer Price Index for the September quarter. + 3.4 The Town will adopt a ten-year building maintenance program for every leased community facility owned by the Town. 3.5 The ten-year building maintenance program is revised annually in conjunction with the club/community group lease holder. 3.6 The first year of the maintenance program shall be included in the draft annual budget 3.7 The Town, being the body responsible for the overall safety of the public in public buildings, will ultimately determine the priority of works required. 3.8 Upgrades and Improvements.? 4.0 Asset Management Funds 4.1 The Town will maintain in its accounts a Asset Management Fund for every leased community facility 4.2 The Town and Club/Community Group shall contribute annually into the fund an amount determined by the Asset Management Plan at the following rates: 4.2.1 Town (66%) 4.2.2 Club/Community Group (33%) 4.3 GST on 4.4 Contributions shall be made into the fund by quarterly instalments or otherwise agreed. 4.5 Where there is a backlog of works or urgent maintenance required, the Town at its discretion may allow a specific Building Maintenance Fund to run into deficit. 4.6 The opening balance, total deposits, total withdrawals and closing balance is reported in the Town s Annual Financial Statements each year 5.0 Withdrawals from the Asset Management Fund 5.1 Planned maintenance 5.2 Annual Services 5.2.1 Fire extinguishers/systems 5.2.2 Air conditioning (if Town s asset) 5.2.3 Asbestos 5.2.4 Electrical tagging 5.2.5 Pest inspection 5.2.6 Gutter cleaning

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 1 OCTOBER 2010 5.3 Emergency/unplanned maintenance 5.4 Volunteer labour by Club (if invoice received and work carried out by Licensed Tradesman) 5.5 Coordinating works 5.6 Council has final decision 6.0 Consolidation incentives. The Town has demonstrated the benefits of consolidation with the development of the Floreat Sporting precinct (Bowling and Croquet), resulting in stronger clubs and better facilities. In such cases, the Town will consider renewing community facilities and waiving the contribution required from the club/community group under the Town s Community Grant s policy. [Insert Reference] 7.0 Commercial/Development Opportunities The Town recognises that in certain circumstances, it is appropriate for the community facility to be used to generate a profit, where that profit is used to support the community activity. The Town shall, from time to time, determine under this policy what uses are acceptable having regard for the following: The use is ancillary The use is complementary The use provides an additional service not otherwise provided The community benefit outweighs the competitive advantage The use does not contravene any written law The Town will support renewed facilities which incorporate/facilitate development that is 8.0 Leasing Arrangements 8.1 Lease with One Group/Association Where exclusive use of a community building is provided to a sporting club, association or community group (the Lessee), the Town and the Lessee shall enter into a lease agreement. 8.2 Term and Rent The lease shall be for a period of 21 years at a peppercorn rent. 8.3 Purpose The Lessee must only use the Premises for the purpose specified in the lease and shall not use the premises for any business or commercial purposes or to otherwise make a profit without the prior consent of the Town. (refer section 7.0 of this policy).

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 1 OCTOBER 2010 Facilities should also be made available by the tenant for casual hire where appropriate and where this does not interfere with the primary purpose of the facility or adversely affect the amenity of nearby neighbours. 8.4 Planning and other approvals 8.5 Other Costs 8.6 Legal Fees The Town will pay legal costs associated with the establishment of a new lease agreement provided it conforms to Council s standard lease document, except for the cost of any independent legal advice and assistance sought by the Lessee. 8.7 Costs Rates, Water Rates and Utilities Lessees shall pay for any applicable taxes (including GST and stamp duty), charges and outgoings that are levied on a premises. (water rates?) 8.8 Emergency Service Levy fees The ESL is a State Government charge applied to all improved properties owned by the Town. Lessees are required to pay an annual Emergency Service Levy fees as prescribed by the Fire and Emergency Services Department. 8.9 Costs Insurance The Town will arrange Building Insurance of the respective leased premise and these costs will be recovered from the lessee. A Lessee must maintain its own liability insurance as detailed in lease documents. This must include a current $10 million Public Liability Insurance policy. The lessee will be required to pay any excess under the lessee s insurance policy. 8.10 Rubbish The Lessees shall be responsible for any rubbish disposal costs 8.11 Sub-leasing Tenants may only sub-lease with Council permission to approved organisations for approved purposes and subject to approved terms and conditions. 8.12 Keys and Locks All keys should be compatible with the master set held by Council s Infrastructure Services Department, or otherwise be made available to enable Council access to carry out essential maintenance and emergency services. 8.13 Removal of Assets The tenant may remove any assets that have been constructed or installed by them during the term of the lease, subject to the premises being returned to Council in its original condition. Any improvement not able to be removed at the end of the lease shall remain in Council ownership. 8.14 Nuisance

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 1 OCTOBER 2010 Council requires that tenants undertake their permitted activities without adversely impacting on the amenity of nearby neighbours. Council reserves the right to terminate the tenancy or to restrict the use of premises by the tenant and through occasional hire arrangements if this requirement is not adhered to. 8.15 Wind up of Clubs/lease not renewed 8.16 Signage 8.17 Disputes 8.18 The club will be responsible for: Maintaining all buildings covered by the lease on a day-to-day operational basis to a standard that meets Workplace Health and Safety, Building Code of Australia and Development Approval requirements. Attending to daily maintenance and cleanliness such as light globes, garbage disposal, clean floors, cleaning toilets, line markings, and graffiti removal unless otherwise negotiated. Caring for garden, grounds and playing fields unless otherwise negotiated. Providing for security of infrastructure unless otherwise negotiated. Ensuring that smoking is not permitted in Council facilities. NOTE: Need to define community facility courts and surrounds?

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE Meeting No. 6 held in Committee Room 2 at 4.00pm on Monday, 18 October 2010 MINUTES 1. OPENING The Community Facilities Management Advisory Committee meeting opened at 4.15pm. 2. PRESENT Mayor Simon Withers (Chairperson) Councillor Alan Langer Councillor Corinne MacRae Jason Lyon Director Corporate and Strategic Cam Robbins Director Community Development Jean McGready Manager Community Development Peter Smith Contracts and Property Management Officer Jane Sterry Executive Assistant 3. APOLOGIES Nil 4. PREVIOUS MINUTES 4.1 Confirmation of Minutes Moved by Cr Langer, seconded by Cr MacRae that the minutes of the Community Facilities Management Advisory Committee meeting held on 1 October 2010 be accepted as a true and accurate record of proceedings.

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 18 OCTOBER 2010 4.2 Actions Arising Most items complete refer table below. Meeting Decision Action Status 6 August Clarify current versus proposed mtce spend of the Town 6 August Visually Inspect Buildings to assess condition Undertaken in part. Finalising figures for Surf clubs before presenting to committee This occurred systematically in 2007 and informally, all buildings with the exception of tennis clubs have been inspected within the last 12 months. Complete Complete Data incomplete and inspection of four key buildings currently underway. 6 August Prepare spreadsheet with Spreadsheet prepared and linked to the Complete different maintenance model. contributions from Town/Club 6 August Meet with Clubs 17 meetings held Complete 31 August Adjust model to reflect 66/33% Tabled 10 September 2010 Complete contributions 31 August Review model to include court Underway, but not complete. Complete 10 September surfaces and other infrastructure items associated with Club buildings and playing surfaces. 31 August Peer review of the costing Complete model 31 August Qualify Club expenditure on Seeking information currently Complete maintenance 31 August Analysis of risk/fatal flaws Commenced 10 September Further Meetings with the Surf nil Complete Clubs 10 September Council authority to release of Complete community consultation document 10 September Perform a sensitivity analysis Nil on the model for different rates/parameters. 10 September Include FTE in the model Complete Complete 10 September Compiling the 10 year maintenance program to validate the model 10 September Confirming floor areas, particularly where there is shared use (i.e. a public toilet component) 10 September Updating square meter rates for last quarter 2010. 10 September Initial drafting of lease clauses to be presented to the committee Currently developing 10 year plans for four buildings underway Nil In Progress Complete On going Complete Complete

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 18 OCTOBER 2010 5. NEW BUSINESS 5.1 Workshops (6 October 2010) Information was well received by all clubs. 5.2 Next Step Jason provided the meeting with a package of documents to send to the clubs, including a letter, draft policy, draft terms of agreement, draft essential lease provisions and contribution schedules specific to each club. It was agreed that this letter and accompanying documentation should not be sent at this stage as the lease documentation is currently being finalised by the Town s lawyers and it was considered more appropriate to send it out complete. As a result of this decision the following was agreed: 1. Final report to Council be deferred until December 2010 meeting 2. Public consultation period November 2010 3. Draft Lease Agreement to be endorsed by Committee before distribution to clubs 4. Interim letter to be prepared and sent to all clubs advising of the above (copy attached). 5.3 Other Matters 5.3.1 Building Checklist A checklist of maintenance matters to be compiled and checked annually to ensure work has been carried out (ie. air conditioning inspections, termite check, etc). 5.3.2 Waste Fees Committee approved recommendation to Council that recycling be provided free to clubs. 5.3.3 Signage criteria Agreed that clubs should be restricted to one external facing sign and that this sign should meet Healthways criteria. Agreed that a standard template for external signs should be developed (size of sign, font size, colour) and that ruling should be retrospective. External sign defined as Where visible from any public place (ie. footpath, road, public thoroughfare). 5.3.4 Toilets/Change rooms control by clubs It was agreed that toilets / change rooms adjacent to clubs would be included in the lease area with the exception of toilet / change rooms on Henderson Park and Alderbury Reserve. 5.3.5 Court Renewal Figures have been reviewed downwards as original figures were based on construction, not resurfacing (which is significantly less expensive). Additionally, as the Department of Sport and Recreation no longer provide grants for court resurfacing the Town will now contribute two thirds towards the cost of court and lighting renewal. 5.3.6 Lighting Now included in funding model. 5.3.7 CT Management Inspections Approved by Committee to be included in the funding model. Inspection fee of $18,000 for inspections every two years (ie. $9,000 per annum included in model).

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE MINUTES 18 OCTOBER 2010 5.3.8 Rawlinson s Model Has been updated to 2010 figures, insignificant impact. 5.3.9 Current Funding Model Jason Lyon reviewed all the above points and advised that the differences to the current model are: Additional cost of lighting Reduction in cost of court replacement Inclusion of CT Management inspections 6. NEXT MEETING To be held following receipt of Draft Lease Agreement. 7. MEETING CLOSURE There being no further business, Cr Langer declared the meeting closed at 5.10pm.

ATTACHMENT INTERIM LETTER TO CLUBS 1204712 20 October 2010 Dear COMMUNITY FACILITIES MANAGEMENT As you would be aware, the Town has been actively working on the development of a leasing policy for its community facilities, which incorporates a clearly defined approach to asset management. The Town has met individually with Clubs and Community Groups and held two workshops on 6 October 2010. At the workshops it was advised that detail of the policy and lease agreement would be sent to the clubs within a few weeks, however this has been delayed, whilst the Town s lawyers draft the documentation. This information will be forwarded to you as soon as possible. As a result of the delay, the Community Facilities Management Advisory Committee has decided to defer the final report to Council until December 2010, allowing consultation and comments to be considered throughout November 2010. The Town s Community Facilities Policy Advisory Committee has continued working on the draft policy and a number of further changes have been made to the model. Specifically they are: 1. The estimates for court replacement have been revised down, following feedback from tennis clubs and a review into costings. 2. It is now proposed that the Town now contributes two thirds to court renewal, as the Department of Sport and Recreation are downgrading the priority of court renewal in the CSRFF grant allocations. 3. The contract administration estimate has been increased to incorporate inspections, every two years, by specialists building consultants. 4. Rawlinsons rates have been updated for 2010, which has been offset by a reduction in the cost escalation component of the model. 5. Lighting associated with tennis courts and bowling greens has been incorporated into the model. 6. The toilets and change rooms at the City Beach, Pat Goodridge and Sydney Cheek Pavilions are confirmed as being included in the modelling. Clubs will assume control of those areas. In addition, the committee resolved to recommend to Council that a nil waste fee be applied to the collection and disposal of recyclable materials. Some clubs will have already been contacted

- 6 - by the Town s waste minimisation officer and it is hoped that Clubs will assist the Town in its efforts to reduce the amount of rubbish sent to landfill. If you have any further queries in relation to this matter please contact the Director Community Development, Cam Robbins on (08)9347 6088. Yours sincerely JASON LYON DIRECTOR CORPORATE & STRATEGIC

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE 1. OPENING Meeting No. 7 held in Committee Room 2 at 4.00pm on Monday, 15 November 2010 MINUTES The Community Facilities Management Advisory Committee meeting opened at 4.05pm. 2. PRESENT Mayor Simon Withers (Chairperson) Councillor Alan Langer Councillor Corinne MacRae Jason Lyon Director Corporate and Strategic Cam Robbins Director Community Development Peter Smith Contracts and Property Management Officer Jane Sterry Executive Assistant 3. APOLOGIES Nil 4. PREVIOUS MINUTES 4.1 Confirmation of Minutes Moved by Cr Langer, seconded by Cr MacRae that the minutes of the Community Facilities Management Advisory Committee meeting held on 15 October 2010 be accepted as a true and accurate record of proceedings. 4.2 Actions Arising All items complete with the exception of those listed below.

- 2 - Meeting Decision Action Completed 10 September Perform a sensitivity Nil analysis on the model for different rates/parameters. 10 September Confirming floor areas, In Progress - validating data particularly where there is shared use (i.e. a public toilet component), courts, lighting etc 10 September drafting of lease clauses In Progress to be presented to the committee 15 November Oval and facility hire fee In Progress model 15 November Tenants (Clubs) Guide ('marketing brochure') Nil 5. NEW BUSINESS 5.1 Meetings with Clubs Meeting to be held with YMCA Hockey tomorrow morning. This club has raised some concerns with regard to affordability, the club history and lighting. JL proposes to try and resolve these issues at the meeting - will encourage them to look to the future, not to the past, has requested to view their financial statements and feels confident that the lighting issue can be resolved by treating it the same as tennis club lighting. 5.2 Building Condition Inspections and Ten-Year Maintenance Program Will be completed by the end of the month. 5.3 Proposed Lease Agreement Document and Policy The draft lease, prepared by Corrs, was distributed to committee members. JL gave an overview of the major points of the policy and lease, including: (i) (ii) (iii) some selling permitted, as itemised in the Policy; Purpose/use has been standardised for all clubs; Tenant maintenance obligations covered in Schedule 3 of Lease The committee generally felt that the lease document was far too complex and needs to be simplified. Areas of concern included: Clause 1.2 - Definitions - definition of Common Areas is unclear Clause 5 - Payment requirements - reduce to one clause Clause 6 - Dealings - leave in but review terminology Clause 18 - Dispute resolution - reduce to one line Go to arbitration' Clause 19 - Notices - reduce to one sentence on how to serve: 'The Town can be served.' 'The Club can be served..' Clause 21 - GST - necessary? Clause 22 - Miscellaneous - necessary?

- 3 - It was suggested that a list of Default Events could be compiled including: Damage to property Failure to pay Less than 20 pax membership The events listed above to not automatically mean the lease will be terminated, rather that they will place the lease in a default situation with a decision on what action to be taken left with the Town. Gambling - committee requested that a clause be included stating no gambling machines are to be used in the Town's community facilities. JL to arrange lease to be simplified and a further meeting to be held once this has been done. 5.4 The Model Model tabled for information. New rates pending for tennis courts and lighting. 5.5 Consultation Closing date for community and club comments - 8 December 2010. Include wording in community consultation advice regarding payment of this scheme. "For some years, Cambridge added an additional two per cent to the general rate increase which is dedicated to capital works, closing the gap between rate-funded capital works and depreciation. In the forthcoming budget, it's proposed the additional two per cent is dedicated to the community facilities asset management fund. 5.6 Lease commencement Deadline for clubs to sign and make first payment - 1 March 2011. 5.7 Signing Schedule Club constitutions need to be checked to determine who has authority to sign. JL to arrange. 6. NEXT MEETING To be held following receipt of revised draft lease agreement. 7. MEETING CLOSURE There being no further business, Mayor Withers declared the meeting closed at 5.30pm.

COMMUNITY FACILITIES MANAGEMENT ADVISORY COMMITTEE 1. OPENING Meeting No. 8 held in Committee Room 1 at 4.00pm on Thursday, 2 December 2010 MINUTES The Community Facilities Management Advisory Committee meeting opened at 4.10pm. 2. PRESENT Mayor Simon Withers (Chairperson) Councillor Alan Langer Councillor Corinne MacRae Jason Lyon Director Corporate and Strategic Cam Robbins Director Community Development 3. APOLOGIES Nil 4. PREVIOUS MINUTES 4.1 Confirmation of Minutes Moved by Cr Langer, seconded by Cr MacRae that the minutes of the Community Facilities Management Advisory Committee meeting held on 15 November 2010 be accepted as a true and accurate record of proceedings.

- 2-4.2 Actions Arising All items complete with the exception of those listed below. Meeting Decision Action Completed 10 September Perform a sensitivity Nil analysis on the model for different rates/parameters. 10 September Confirming floor areas, In Progress - validating data particularly where there is shared use (i.e. a public toilet component), courts, lighting etc 10 September Drafting of lease clauses In Progress to be presented to the committee 15 November Oval and facility hire fee In Progress model 15 November Tenants (Clubs) Guide Nil ('marketing brochure') 2 December Peer Review CEO will be taking a further look at the model. Phil Wilson from Corrs will then be taking a 'cold look' at the documentation - he has not been involved in the drafting of the lease or policy. 5. NEW BUSINESS 5.1 Extension of Policy Development and Review Period Committee agreed with the extension of the policy development and review period. Report to be presented to Council in February 2011. Lease document to be signed on 1 March 2011 and lease payments to commence from 1 July 2011. 5.2 The Policy - further comments 5.2.1 What assets are covered? Discussion on whether or not baseball back nets and cricket nets should be included in policy. Committee agreed to not include these items in the policy and stay with perimeter fencing only. 5.2.2 The time value of money; and 5.2.3 Ten year building program A power point overview was provided by Jason Lyon of the model and respective maintenance funds. JL will provide copy of the powerpoint to committee members. The committee advised that the lighting fund should be kept separate, and on an individual club facility level. It was noted that whilst the pooled building maintenance fund can support the ten year maintenance program, but that at an individual building level, the building fund some older buildings is in deficit - significantly in the cases where a roof renewal is

- 3 - due. There were a number of comments raised in relation to cash injection up front and review of model each year. Requested that the figures be reviewed by the CEO and that the charts be provided with a common scale. 5.3 The Lease - further comments Mayor Withers to forward comments to Jason Lyon. 5.4 Surf Clubs Mayor requested the Town investigate the costs of surf clubs providing their voluntary services on the beach. Need the link the number of hours they provide in monetary terms as both clubs will be requesting a donation from the Town. Cam Robbins to investigate. 6. NEXT MEETING To be held.. 7. MEETING CLOSURE There being no further business, Mayor Withers declared the meeting closed at 6.35pm.