Sports and Recreation Advisory Committee Meeting Minutes · Sports Stadium Seb Miller commenced employment in September as the new Recreation Coordinator. He can be contacted via

Sports and Recreation Advisory Committee Meeting

Minutes

For the meeting held Wednesday 4 October 2017

in the Mainbreak Shire Civic Centre

Wallcliffe Road Margaret River

Commencing at 7.00pm

Shire Of Augusta Margaret River Sports and Recreation Advisory Committee Meeting Minutes: 4 October 2017

Notice of Meeting

Please be advised that the next meeting of the Augusta Margaret River Sport and Recreation Advisory Committee will be held on 6 December 2017 in Mainbreak Meeting Room, Shire Civic Centre, Margaret River commencing at 7.00pm This meeting is open to members of the public. If you are unable to attend the meeting, please contact Hannah Waters, Executive Assistant Corporate and Community Services. Contact Number: 9780 5638 Email Address: [email protected]


TABLE OF CONTENTS

AGENDA SUBJECT LISTING

Notice of meeting Order of business 1.0 Declaration of opening

2.0 Attendance / Apologies / Non-attendance

2.1 Attendance 2.2 Apologies 2.3 Non-attendance

3.0 Question time for the public

4.0 Disclosure of members’ interests

5.0 Confirmation of minutes of previous meeting 5.1 Sports and Recreation Advisory Committee Minutes: 2 August 2017

6.0 Business arising from previous minutes

6.1 Live Action List

7.0 Reports from Shire Officers and Delegates 7.1 Recreation Centre Operation Update – Dylan Brown

8.0 General business

8.1 Suicide Prevention Group Presentation – Stacey Hutt 8.2 Update on the Cowaramup BMX track - Leith Gregory 8.3 Updates from the clubs

9.0 Matters for which the meeting may be closed (Confidential Items)

10.0 Closure of meeting


1.0 Declaration of opening The meeting was declared open at 7.00pm. The Chairperson advised the committee that Margaret River Swim Squad’s application to become part of the committee had been approved and welcomed them to their first meeting.

2 Attendance/Apologies/Non-attendance

2.1 Attendance Committee Members – 9 for a quorum

Ian Earl : Shire President/Chairperson Mark Heyink : Margaret River Gropers Rugby Club Brian Warbey : Chairperson/Margaret River and Districts

Agricultural Society Paul Creaney : Margaret River Karate Jeanette Smith : Margaret River Little Athletics Sarah Kissell : Margaret River Roller Derby Mignon Birch : Arts Margaret River Sharon Schaafsma : Margaret River Pony Club Kylie Kennaugh : Deputy Shire President Leith Bussell : Margaret River Bowling Club Janine Peddrick : Margaret River Swim Squad – proxy (7.07pm) Kathleen O’Shea : Margaret River Underwater Hockey Club Inc

Council Staff Members Annie Riordan : Director Corporate and Community Services (DCCS) Dylan Brown : Chairperson/Recreation Operations Manager (ROM) Seb Miller : Coordinator Recreation Services Stacey Hutt : Community and Corporate Planner Hannah Waters : Executive Assistant Corporate and Community Services -

Minutes

Observers Cowaramup BMX : Leith Gregory

2.2 Apologies Shane Bacskai : Senior Technical Advisor – Parks and Gardens Eloise Jarvis : Margaret River Netball Association Gary Gibbon : Margaret River Primary School Michael Sorensen : Hawks Cricket Club James Gannaway : Hawks Cricket Club - proxy Luke Altman : Margaret River Hockey Club Incorporated Steve Cummings : Augusta Margaret River Football Club - proxy

2.3 Non Attendance Martin Keen : Margaret River Senior High School Colin Clarke : Margaret River Tennis Club Gary Leigh : Football Margaret River Mark Barrett-Lennard : Augusta Margaret River Junior Football Club Nigel Harvey : Margaret River Basketball Association Miles Mottershead : Margaret River Junior Cricket Club Dean Campbell : Margaret River BMX Nick Dornan : Augusta Golf Club

3.0 Question time for the public Nil

4.0 Disclosure of members’ interest Nil


5.0 Confirmation of minutes of previous meeting

5.1 Sports and Recreation Advisory Committee Minutes: 2 August 2017 It was noted that Paul Creaney from the Margaret River Karate Club submitted his apologies for the meeting, which was not reflected in the minutes. The minutes have now been updated.

RECOMMENDATION

That the apology from Paul Creaney of the Margaret River Karate Club be noted on the minute document and then the unconfirmed minutes of the Sports and Recreation Advisory Committee Meeting 2 August 2017 be confirmed as a true and correct record of the meeting. Moved: Jeanette Smith Seconded: Mark Heyink

Carried: All


6.0 Matters arising from previous minutes

6.1 Live Action List Dylan introduced Seb Miller as the new Recreation Coordinator

168 2 December 2015

Tennis Club: Lights are still a problem in Gloucester Park at night time and we would like to make a note requesting more lighting at night for security. 3/2/16: Lighting will be addressed in the Gloucester Park Master Plan 1/6/16: Proposals in next year’s budget relating to the Master Plan. 3/8/16: This has not been included in the budget however it will remain on long term plan. 1/2/17: Looking at budgeting for basic carpark lighting next financial year (Carpark area Nippers and in between sheds). 10/4/17: In the interim, some of the surrounding trees have been thinned which is letting a greater amount of light into the area. Additional lighting works will be considered in next year’s budget.

Dylan Brown

Ongoing

175 1 June 2016 The issue of weekend informal parking around Gloucester Park which blocks traffic flow was raised by the Margaret River BMX. All representatives who access Gloucester Park on the weekend were asked to hold a discussion within their clubs reminding members to ensure that a thoroughfare is left to ensure traffic flow around all facilities. 3/8/16: Will remain until Gloucester Park Master Plan fully implemented.

All SRAC members situated within Gloucester Park

Ongoing

188 7 June 2017 7/6/17: Football Margaret River would like ROM to investigate the possibility of some sort of screen/mesh at the north end of eastern pitch where the blue Nippers Oval sign is located. Many balls roll down the road to the car park towards Wallcliffe Road. It is a safety hazard for the kids chasing balls in the dark down the road. 24/7/17: An email has been sent to stakeholders to organise a site meeting. Replacement of fencing in this area is staged within the Gloucester Park masterplan for the 2018-19 budget. 2/8/17: Football Margaret River have requested a temporary fence be installed until the 2018-19 budget item is finalised.

Dylan Brown


10/4/17: The club have requested a 3m high fence to stop all stray balls in this area. The Shire is looking at alternative fencing options, which will help to address all user needs.

191 2 August 2017

2/8/17: Margaret River Underwater Hockey to discuss the possibility of moving to a facility hire agreement as well as fee exemptions/waivers/reductions with the DCCS and the ROM. 4/10/17: The DCCS and the ROM have discussed these issues directly with the club and a resolution has been reached.

Margaret River Underwater Hockey ROM and DCCS

Completed

192 2 August 2017

2/8/17: Margaret River Bowling Club request that they be kept in the loop in relation to the removal of asbestos from the Cultural Centre as it will greatly affect their operations. 4/10/17: As the building program is finalised and confirmed we will advise the club in relation to timings.

ROM

193 2 August 2017

2/8/17: Margaret River Rugby to Margaret River High School – There was a parent information night at which Andrew put up schematics for buildings at the school. Can these be made available for sporting committees to view? Martin Keen – I will have to follow up with the Department of Education to see if the plans can be distributed. There is an expectation that the facilities will be a shared space. 4/10/17: Martin Keen was following up and a response will be provided as soon as anything is known.

Martin Keen

194 2 August 2017

2/8/17: Minute Secretary to provide Shire funding information to Margaret River Tennis Club

Hannah Waters Completed

195 2 August 2017

2/8/17: Margaret River Swim Squad to speak to ROM about the possibility of installing starting blocks in the pool. 4/10/17: All current Health and Safety legislation require pools with starting blocks to be a minimum depth of 1.8m. As the pool at the Recreation Centre does not meet the minimum depth requirement, we cannot legally install starting blocks at the pool. This action item will now be marked as completed.

Margaret River Swim Squad and ROM

Completed

196 4 October 2017

4/10/17: ROM to write to the South West Football League to review access to Gloucester Park specifically relating to emergency situations and ambulance access

ROM


7.0 Reports from Shire Officers and Delegates

7.1 Recreation Centre Operation Update – Dylan Brown Upcoming Programs and Operations

The pre-season fixture between the Perth Wildcats and the Adelaide 36ers on Father’s Day was extremely well received by the community. The event as a sell-out with 650 tickets sold. Positive feedback was received from the via a post event survey

The Tennis Club hosted the Tennis West Margaret River Gold AMT tournament, September 23-26 which was a success

The Centre are working with Enable to hire a local person with a disability

We would like to encourage everyone to assist in raising public awareness surrounding Guide Dogs. Guide Dog handlers should be approached prior to speaking to or touching the dog. “A Guide Dog and pup in training is a working dog, not a pet. As difficult as it may be, to assist with their training and safe guiding work, please avoid patting, feeding, or distracting them in any way – especially when they are in harness or training coat.” (Taken from Guide Dogs WA website)

7.07pm: Janine Peddrick, Margaret River Swim Squad arrived

Aquatic Centre

The Swim School contracts will be renewed in December for a period of five years

Works of replacement of the Dehumidifier are scheduled to begin towards the middle of term one in 2018. The Aquatic Centre will be closing for a period of four weeks while the works are completed. The Swim Schools and clubs that use the facilities have been notified of this closure

Outside School Hours Care

Term three school holidays are currently underway and the Vacation Care program is operating at capacity

Planning for the future is underway reviewing options for the redevelopment of the rear of the Centre

Fitness Centre

The new Group Fitness Timetable has been launched and it is receiving very positive feedback. BodyStep, ZUU and an earlier session of Circuit on a Saturday are bringing in considerably better numbers

Metafit and Metapower will be added to the new timetable in the coming weeks

The Superheros Body Pump launch attracted over 20 participants

Gloucester Park

Signs, bins and dog bags will be installed at the new dog exercise area\overflow carpark

The Margaret River Show is coming up 13-14 October 2017

The Lower Western Oval project is being held up with the possum population

The Youth Precinct redevelopment will be commencing soon. Could all clubs please work with us over the next 12 months while the works are completed without negative impacts and to ensure everyone’s safety around the site

Sports Stadium

Seb Miller commenced employment in September as the new Recreation Coordinator. He can be contacted via email: [email protected] in the office on 9780 2626 or on mobile 0419 952 332

Kim Cargill will now be the new KidSport contact: [email protected]

Nat Hozier and Tegan Overton will be responsible for bookings within the centre

mailto:[email protected]


Social Sports have been advertised for the upcoming season including Soccer, Basketball and Volleyball. An expression of interest has been sent out for a daytime Netball competition

8.0 General Business

8.1 Suicide Prevention Group Presentation Stacey Hutt, Shire Community and Corporate Planner forwarded Colin’s apologies and commenced the presentation. Stacey has been working with Colin Fox the President of the Hockey Club and founder of Suicide Prevention Margaret River for the past couple of months. Colin is raising awareness of mental health and suicide prevention through sporting groups commencing the roll out of a Mental Health Plan. The plan centres on a mentor type arrangement where coaches and older members of the club buddy up with younger members to monitor and combat depression and anxiety issues. The plan is also being rolled out to Busselton sporting associations. The power that sporting clubs have to support community members going through tough times at a grass roots level that is relevant to the community has been recognised and Colin is working towards starting up a local group to address suicide prevention. Posters for two upcoming events were distributed to the committee to forward onto their associations/groups/clubs. Attachment 8.1.1 Suicide Prevention Margaret River - Pizza Party 22 November 2017 Group Fitness Room, Margaret River Recreation Centre Attachment 8.1.2 Community Mental Health Forum 16 October 2017 Margaret River Cultural Centre Stacey Hutt left the room at 7.16pm.

Chair Person: Letters for expressions of interest for membership of the 2017-19 Sports and Recreation Advisory Committee have been sent out to sporting groups and clubs. Could the groups listed below ensure they respond to Claire Schiller, Minutes and Agenda Officer if they would like to renominate for positions on the committee. Information can be sent via email: [email protected]

Margaret River Basketball Association

Cowaramup Tennis Club

Cowaramup BMX Club

8.2 Update on the Cowaramup BMX track Leith Gregory provided the committee with an update on the Cowaramup BMX track. BMX is a popular sport in the area however, our track is getting old, run down and needs updating. Membership tends to drop off once members reach the age of about 12. Due to this, the club is not getting the numbers that we could. We wanted to keep the local sporting community updated on our plans to make the facilities more user friendly to attract more members. The club have had plans drawn and rough costings received for the upgrades have been estimated at $100,000. We are looking at different funding options to assist with costs in addition to club fundraising. The Department of Sport and Recreation will provided the club with one third of the funding. The project mostly requires materials and we hope to source in-kind donations and donations of dirt from some of the large-scale projects surrounding the town.

mailto:[email protected]


DCCS: This looks to be an expensive project with only 1/3 of the required funds currently sourced. Please be aware there is a set percentage of in-kind works that can be completed as part of the project while still complying with DSR funding. Will the club be looking for an interest free loan? Leith: The club may consider funding under an interest free loan in the future. The new season will commence at the end of October so we are planning a Busy Bee on the weekend to dress the track and get everything ready for racing. Things are looking good and we hope to have a successful year ahead.

8.3 Updates from the clubs 8.3.1 Shane Bacskai

I will be on annual leave until 16 October 2017

The team are preparing the ovals for the horses and the show

8.3.2 Margaret River Pony Club

The Dressage Event will be held this weekend

It is a high level event and we have great numbers will approximately 100 horses and riders coming

There will be floats and parking on the oval and we are well aware that the show is the following weekend so will be mindful of the surrounds

There was an article in the paper today about the event

We will have a canteen and spectators are welcome so come and enjoy the event

I have been in touch with other Gloucester Park stakeholders advising we will be around and what will be happening

Most of Friday will be used for set up and there will be a temporary fence along the access road next to the pool (near pump house) around to BMX and Railway Terrace

There will be a few people camping on the Friday night for which we have obtained a permit

8.3.3 Margaret River Underwater Hockey We have just introduced a $3 fee per game for club members to

participate to cover the cost of afterhours facility hire

The State championships will be played in Perth this weekend and we have eight players attending

National sections for January have been completed and we have eight under 15’s and three under 19’s selected to take part

The club have attracted ten new players through a new beginners course we are running

8.3.4 Margaret River Swim Squad The squad now has 36 swimmers

We have just run a successful personal best challenge and invited other members of the community to try out

The first long course meet is coming up next weekend

Our open water series is also starting now

One of our swimmers will be representing WA in the school sports team and will be going to Adelaide in December to compete

We have had two Margaret River swimmer move to the Busselton squad to train with a more experienced coach and to practice in a pool that have dive blocks

8.3.5 Margaret River Bowling Club The club’s Open Day was held on Sunday and we achieved the

biggest crowd we have had in ten years

We will run another open day next week


It is anticipated that the installation of the new surface will commence Monday or Tuesday next week

8.3.6 Margaret River Roller Derby We participated in the State competition in Perth held on the last

long weekend and came 3rd

The 2017 season is now over

We are looking at fixtures for next year

The club attends the Great Southern Slam that is held every second year and we are looking at participating again next year

Over the next few months, we will be advertising for a new member intake. We are also looking to attract non skating officials, players and support

8.3.7 Margaret River Little Athletics

We are currently taking registrations for the upcoming season

There is a link from our Facebook page to Little Athletics Association who our club are registered through

We will be in contact with Seb to confirm days and times for bookings

8.3.8 Arts Margaret River Planning for the coming 12-18 months is now underway

There will be changes to program and alternative venues sourced

The Cowaramup Sundowners will go ahead as they will not be effected by the upgrades

The Readers and Writers Festival in June will go ahead and alternative venues sourced

The Cinema may need to close for a period of time

We are still waiting for the detailed timing of when works will be scheduled

8.3.9 Margaret River Karate Next Monday we have five club members including three juniors

and one senior off to Miyazaki, Japan to compete in the Universal Shotokan Karate Union 2017 International Championships

Thank you to shire for support funding to assist

There are 3 junior 1 senior competitor

Hope we have closed the distance in

Next year we are hosting the international next year. Will need a weekend approximately this time next year. We will find out more next weekend and will get back to you following week to find availability. Saturday and Sunday

8.3.10 Director Corporate and Community Services

Council have recently reviewed the Financial Assistance Policy and a few minor changes have been made. Interest Fee Loans There is now no requirement to acquit the funds from an interest free loan as everything is now tracked through our Debtors procedures. Invoices are raised for all payments and in the event that agreement terms are not met, our internal processes would be followed. Community Development Grants A five percent underspend of the total grant funds has been included for administration purposes. Sponsorship There are now only two Sponsorship categories as opposed to three. Applications will be accepted for State Representation ($200) and International Representation ($500).


8.3.11 Margaret River Rugby The season is now over

Thanks to Shane and crew, Dylan for rescheduling, AFL and Football organisations for rescheduling and move things around for us it was very much appreciated

We did have a suspected spinal injury during a game. Trying to get the ambulance to the correct site raised issues around interagency information and access points to Gloucester Park. The ambulance attending did not know how to access the correct oval and attendants on the gate were not able to provide correct information either. Is it possible for the MOU between the Shire and St John Ambulance to be updated, redistributed and shared with gate attendants so everyone knows the best access routes to the fields at different times?

Touch Rugby started on Monday night. It is great for fitness and anyone can come and join in. 5pm on the Nippers Oval

ROM: We will review these processes and touch-base with the South West Football League to discuss oval access. St John Ambulance do have master keys to the grounds allowing them access to all of the ovals.

8.3.12 Coordinator Recreation Services

I am the new Coordinator Recreation Services have been here one month today. Over the past month I have been familiarising myself with our facilities, programs, meeting different club representatives and I am going through the bookings for upcoming season now. For those of you who do not know, I came to Margaret River from the City of Wanneroo. I have spent the past ten years in recreation services in different roles in coordinating recreation facilities and focusing on facility development, community infrastructure projects including park and playground development. I look forward to working with you all.

8.3.13 Cr Kennaugh The Ag Show is coming up next weekend

We do not have any sporting groups resisted for the tug of war on the Friday night. There is $1,000 in prize money up for grabs. I will put a post on Facebook with the event details

Trade space is way up this year and with only five active committee members, we are extremely busy. This is the biggest not for profit event in the shire. We are looking for new members so if you or anyone you know would like to join us we would be grateful

My term as a Shire Councillor ends in a couple of weeks. I have really enjoyed my time on Council, and I would like to acknowledge you all. You are one of the most active groups in the community. Well done to everyone who is involved and all the work you have achieved. Thank you for your time and efforts.

8.3.14 Cr Earl

Congratulations for all the work you do out there

This is a great organisation and the work you have completed shows lots of people in the community what this committee does and what it can achieve

Welcome to the team Seb

I look forward to seeing the horses on the weekend. It is a terrific event and I hope it goes well

All the best to the rest of the committee and to the Ag Society for the Show. The Show improves every year and just keeps getting bigger

My term ends in a couple of weeks and I hope to see you around after that


8.3.15 Recreation Operations Manager The Cricket club have three new cricket nets with the aid of a

DSR grant and the additional works will soon commence including works on the new shed

The Cricket Club in Cowaramup are looking at resurfacing their cricket pitch and we are liaising with the Department of Education about this one as it is a shared facility

The Gracetown Tennis Club were also successful in receiving a DSR grant. The root barrier went in last week and they are about to reskin courts

8.3.16 Margaret River and Districts Agricultural Society

This is the last meeting of this committee as it will be dissolved until the new Council is elected at the General Electors Meeting, 25 October 2017

It has been a great two years and we have achieved a lot including a greater understanding between clubs allowing negotiations over the space that is at a premium

Thank you to Hannah for her administration support, Dylan and his team for everything you do. A huge thank you to the two Councillor representatives for their input over the past two years. Thank you to Annie, Seb and the whole committee

I look forward to seeing you all for the first meeting of the new committee in December

ROM: I would like to thank Brian the Chairperson for all of his work and for steering this committee over the past two years. The committee thanked Brian, Ian, Kylie and Dylan for all of their work over the past two years.

9.0 Matters for which the meeting may be closed (Confidential Items)

Nil

10.0 Closure of meeting The meeting was closed at 7.46pm.

Documents

Sports and Recreation Advisory Committee Meeting Minutes · Sports Stadium Seb Miller commenced employment in September as the new Recreation Coordinator. He can be contacted via