SHIRE OF HARVEY LESCHENAULT LEISURE CENTRE ADVISORY COMMITTEE MEETING

SHIRE OF HARVEY

             LESCHENAULT LEISURE CENTRE ADVISORY COMMITTEE MEETING


MINUTES OF THE MEETING OF THE LESCHENAULT LEISURE CENTRE ADVISORY
COMMITTEE HELD ON FRIDAY, 22ND JUNE 2018, IN THE COMMITTEE ROOM,
LESCHENAULT LEISURE CENTRE, AUSTRALIND COMMENCING AT 8.00 A.M.



ATTENDANCE

Presiding Member                                               Cr. A. Lovitt
                                                               Cr. D. Simpson
                                                               Mrs M. Lewis
                                                               Mrs S. Newman
                                                               Mr. R. Jackson
                                                               Mrs B. Italiano
Chief Executive Officer                                        Mr. M. Parker
Manager of Community and Economic Development                  Mr. P. Quinlivan
Centre Manager (Ex-Officio)                                    Mr. R. Duke



1.    OFFICIAL OPENING

      The Chairperson opened the meeting at 8.00 a.m.


2.    RECORD OF ATTENDANCE/APOLOGIES

      Apology:     Mr. R. Jackson    Community Member
                   Mr. M. Parker     Chief Executive Officer


3.    DECLARATIONS OF MEMBERS’ AND OFFICER’S PERSONAL INTEREST

      Nil.


4.    RESPONSE TO PREVIOUS QUESTIONS TAKEN ON NOTICE

      Nil.


5.    PUBLIC QUESTION TIME



6.    PETITIONS/DEPUTATIONS/PRESENTATIONS/SUBMISSIONS

      Nil.




SIGNED                                                         DATED 24th August 2018.
LESCHENAULT LEISURE CENTRE ADVISORY                                             22nd June 2018.
COMMITTEE MINUTES                                                                       Page 2


7.        CONFIRMATION OF PREVIOUS MINUTES

          The Minutes of the Leschenault Leisure Centre Advisory Committee meeting held on
          Friday, 6th April 2018, are attached hereto.
                                                                            ATTACHMENT

          Recommendation:

          That the Minutes of the Meeting held on Friday, 6th April 2018, as attached, are
          confirmed as a true and correct record.

LLC-18/006. Newman/Simpson
             “That the Minutes of the Meeting held on Friday, 6th April 2018, as
             attached, are confirmed as a true and correct record.”
                                                                    CARRIED 6-0


8.        REPORTS OF OFFICERS

 Item.      8.1
 Subject                  Leschenault Leisure Centre Report
 Proponent:               Shire of Harvey
 Location:                Leschenault Leisure Centre
 Reporting Officer:       Centre Manager
 File No.:                A005529                                       Attachment Reg. No.

Summary

The following report is provided to update the Committee and Council on the activities at the
Leschenault Leisure Centre since the last meeting and the status of capital items funded in
Council’s 2017/18 Budget.

Capital Projects and Major Maintenance

The following table provides a status report on capital items and projects that have been
included in Council’s 2017/18 Budget.

                                     Scheduled
               Project                                               Status
                                     Completion
       Computer upgrades.           February 2018                   Complete.
     Scoreboard Replacement.        February 2018                   Complete.
     Crèche Furniture Upgrade         May 2018                      Complete.
          Gym Equipment
                                    February 2018                   Complete
           Replacement
     Resurface Courts 3 and 4.      December 2016                  Complete
      Guttering & Down Pipe                             Work Order issued and expected
                                      April 2018
           Replacement                                completion before end of June 2018.
      Air Conditioning Server
                                      June 2018                     Complete.
              Room
                                                    Whilst some painting has been completed
     Preventative painting C/fwd.     June 2018      as part of the Centre redevelopment the
                                                    majority is proposed to be C/fwd. to 18/19.
                                                      Completed Court 1 – 4 LED lights and
      Energy Saving Initiatives       June 2018
                                                               ceiling lights to Centre.

SIGNED                                                                DATED 24th August 2018.
LESCHENAULT LEISURE CENTRE ADVISORY                                                    22nd June 2018.
 COMMITTEE MINUTES                                                                              Page 3

                                        Scheduled
                Project                                                      Status
                                        Completion
                                                         Aquatics Hall currently undertaking a trial
                                                          of various LED globes. Outcomes to be
                                                                         advised.
      Crèche Upgrade C/fwd.              May 2018                  Completed June 2018.
        Retile spa pool and
                                       December 2017                Completed June 2018.
         surrounds C/fwd.
    Extend pool deck and office
                                       December 2017                     Complete
           space C/fwd.
                                                         Sufficient funding not available to proceed
       Replace insulation on
                                         June 2017         with this project as part of the current
      Aquatics hall roof C/fwd.
                                                                          upgrade.
          Aquatic change room
                                         June 2017                       Complete
            additions C/fwd.

 Operations and Facilities

                              Membership comparison as of 30th April 2018

              July   Aug        Sep     Oct   Nov      Dec     Jan     Feb      Mar       April   May
Category
              2017   2017       2017   2017   2017     2017   2018     2018     2018      2018    2018
Re-join        62     58        35      50    44       41      51       80       39        39      34

New            22     27        17      33    43       14      114      32       29        35      36

Expired        60     50        61      79    76       100     84       84       62        65      50

Cancelled      12         3     11      15    15        6      22       29       16        13      9
Total
Members
              820     852       832     821   817      766     825     824      814       810     821
Retention
%
              86.1   *109.4     48.6   53.2   48.3     38.7   48.11    70.80    50.00    50.00    57.63

 *Retention figures greater than 100% can be due to promotional periods or when members pay
 in advance of their formal expiry date. In this instance our records only differentiate between
 new and existing memberships paid in that month. Similarly previously expired members are
 reflected as re-joined if they choose to pay fees in that month.

 The average retention rate so far for the financial year is 60.08% compared to 79.37%, for the
 same time last year. With the recent opening of the new bridge between Treendale and
 Millbridge, improved access between Eaton and Australind has yet to reflect whether it will have
 a negative or positive impact on membership trends.




 SIGNED                                                                      DATED 24th August 2018.
LESCHENAULT LEISURE CENTRE ADVISORY                                           22nd June 2018.
COMMITTEE MINUTES                                                                     Page 4


                    Membership Breakdown by type July 2017- May 2018




Overall member numbers are represented by the orange lines at the top of the graph.
Compared to the same time last year the line displays a difference of 69 members across all
types of membership. Trends show that Full membership types (green) have continued to rise
as Dry membership types (red) have declined in comparison to the same time last year, as it
has done overall since the change of membership structure took effect in July. Wet membership
types have closely followed the same trend as this time last year.

This year’s promotion in January 2018 has improved the traditional drop over the Christmas
period with a larger number of full memberships being taken out compared to the same time last
year.

An advertising campaign and membership promotion in June is expected to boost membership
numbers across all membership types. Promotion will be focused on capturing previous Open
Day memberships that are due for renewal concentrated into a 5 day promotional period.




SIGNED                                                              DATED 24th August 2018.
LESCHENAULT LEISURE CENTRE ADVISORY                                             22nd June 2018.
COMMITTEE MINUTES                                                                       Page 5


                                                Number of Previous
                          New Members
                                                Members that have            Total RAC
       Month           signing up with RAC
                                                 returned as a RAC          Memberships
                          Memberships
                                                      Member
July 2017                        9                        4                       13
August 2017                      7                        2                        9
September 2017                   4                        3                        7
October 2017                     6                        5                       11
November 2017                   10                        7                       17
December 2017                    3                        3                        6
January 2018                     7                        3                       10
February 2018                    5                        5                       10
March 2018                       3                        0                        3
April 2018                       9                        5                       14
May 2018                        10                        5                       15
TOTAL                           63                       38                      101

*The Leschenault Leisure Centre is a member of the Bunbury Geographe Chamber of
Commerce and as members we participate in the regional RAC advertising campaign.

There was a strong RAC member uptake in April and May as frontline staff continue to promote
the initiative to patrons.

Financial operations

Financial Summary YTD April 2017/18

Year to Date (YTD) total operating expenses to the end of May were budgeted to be
$3,260,354. YTD actuals for the period were $117,156 under budget at $3,143,198 and
operating income of $3,090,368 was under YTD budget of $3,260,354 by $169,986 resulting in
a net position of $52,830 behind budget for the period.

Operating expenses have continued to be contained however maintenance and repair costs
particularly in Aquatics and Health & Fitness are still expected to exceed budget by year end.

A summary of the financial performance of the departments and major programs for the period
to the end of February 2018 is as follows:

Health and Fitness (includes maintenance) for the 11 months including May is behind budget
by approximately $48,282. YTD expenses are $30,562 below YTD budget, with an income
shortfall of $78,844. Uptake of membership is unfortunately still lower than anticipated. A June
promotion coupled with a new fitness timetable and crèche reopening is expected to lift member
numbers, however unlikely to remove this shortfall. Additional costs associated with end of
cardio equipment warranty are also anticipated. Council has set aside funds under the LLC
Gym Equipment Reserve and currently undertaking equipment usage and needs analysis in
preparation for a potential cardio replacement in 18/19.


SIGNED                                                                DATED 24th August 2018.
LESCHENAULT LEISURE CENTRE ADVISORY                                               22nd June 2018.
COMMITTEE MINUTES                                                                         Page 6


Multi Sports & Court Bookings Income is approximately $31,637 below YTD budget; this is
partly offset by savings in expenses which are approximately $16,841 below budget. Court
usage traditionally increases over the winter months and this is expected to improve the income
shortfall by the end of the financial year.

Children’s Services including crèche, junior programs and vacation care were approximately
$29,891 ahead of the operating budget for the period. Combined YTD Expenses were $13,318
less than budget and YTD income was ahead of Budget by $16,573. Junior programs continue
to grow in enrolments and disciplines. A new gymnastics program ‘Free G’ launched in Term 2
and home-school sport remains extremely popular.

The Wet Centre as at 31st May was $44,401 ahead of operating budget. Aquatic income was
$511 above YTD budget and expenses were $43,890 less than YTD budget. A change in
supplier and the installation of a new bulk storage vessel has seen CO2 usage drop.
Maintenance/repair remains as a significant expense. The Spa re-tiling has been completed
and the leisure pool filter refurbishment is scheduled for the 18th of June.

Swim School expenses for the YTD period were $2,694 above budget and income is
approximately $51,017 below the YTD budget. Enrolments for 2nd term 2018 have been lower
than expected with just over 600 students enrolled at an occupancy rate of 80%.

Food and Beverage income at $169,756 was $27,639 behind YTD budget for the period up to
May 31, offset by expenses being under budget by $16,537, a net shortfall of $11,102 for the
period. Containing costs during the quieter months is reflected in the expense figures and will
continue to be a priority over the coming months to minimise the EOFY deficit.

Other Matters

•      Council has supported Grow Cook Eat Create (GCEC) in their request for fee free use of the
       Pat Rutherford Function Room for an additional 12 months. Replacement of the ovens in
       the function room will be investigated as part of the Budget process and GCEC has
       committed to provide partial funding toward this potential upgrade.

•      Centre redevelopment concluded in early June

       o   New Aquatic Toilets and Marshalling Area are allowing for a seamless transition of
           students from bus to Aquatic Centre and training room is well utilised.

       o   Crèche reopening occurred on the 11th June. The extended crèche now accommodates
           children between the ages of 8 weeks – 10 years and is open Monday to Saturday.

•      The Shire of Harvey was successful in its application for funding under the Community Child
       Care Fund. This sustainability funding will provide a total of $73,000 (excl. GST) over the
       next three (3) years for specific areas of operation in LLC’s Vacation Care Program.

•      Court and oval space continue to be in high demand and staff are working with user groups
       to encourage hire outside of the traditional peak usage times.

•      Centre Manager will lead a brief tour of completed Aquatic and Crèche redevelopment.

Statutory/Policy Environment

Nil.



SIGNED                                                                  DATED 24th August 2018.
LESCHENAULT LEISURE CENTRE ADVISORY                                               22nd June 2018.
COMMITTEE MINUTES                                                                         Page 7

Strategic Framework

Within the Shire’s Strategic Community Plan 2017 – 2027, Strategy 3.4.6 states:

       “Continue to maintain and enhance recreation centres to service a wide range of the
       community”.

Risk Management

The Risk Theme Profile identified as part of this report is Providing Inaccurate
Advice/Information. Given that no action is recommended other than receipt of the Centre
Manager’s report, there is deemed to be no risk associated with this report.

Budget Implications

The likely shortfall in the Centres operating income for 2017/18 was considered as part of the
mid-year Budget Review.

Officer’s Recommendation

That Council receives the Centre Manager’s report.


LLC-18/007    Lewis/Simpson
               “That the Officer’s Recommendation be adopted.”
                                                                         CARRIED 6-0


9.     OTHER ITEMS

       •   The Manager Community and Economic Development (MCED) advised that the
           Shire had been successful in securing a $10,000 grant from the Alcoa Harvey
           Sustainability Fund for the Leschenault Recreation Park Master Plan and this project
           would be included for consideration in Council’s 2018/19 Draft Budget.

       •   Mrs Italiano asked when a footpath would be provided on Leisure Drive. The MCED
           advised that this project was included in the Shire’s Forward Capital Works Program
           and a formal response would be provided at the next meeting.

       •   Cr. Simpson enquired about the likely timing of an upgrade to the reception area.
           The Centre Manager advised that this had been part of the original proposal to
           upgrade the Centre but had to be deferred due to funding. It was proposed to put
           the project forward for consideration in future budgets.

       •   Mrs Lewis complimented the Centre’s Booking Officer, Carmen Fuller, for the great
           job she was doing in managing all the bookings at the Leschenault Recreation Park.




SIGNED                                                               DATED 24th August 2018.
LESCHENAULT LEISURE CENTRE ADVISORY                                           22nd June 2018.
COMMITTEE MINUTES                                                                     Page 8


10.   NEXT MEETING

      The next meeting of the Leschenault Leisure Centre Advisory Committee is scheduled to
      be held on Friday, 24th August, 2018,, at the Leschenault Leisure Centre, Leisure Drive,
      Australind commencing at 8.00a.m.


11.   CLOSURE OF MEETING

      There being no further business to discuss, the meeting was declared closed at 9.15a.m.




SIGNED                                                              DATED 24th August 2018.
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