Agenda Item 10.4

MEETING MINUTES OF THE MEETING OF THE SPORTS FACILITIES ADVISORY COMMITTEE HELD ON THURSDAY 30 AUGUST 2018, IN THE ALICE SPRINGS TOWN COUNCIL, ARUNTA ROOM

PRESENTMayor Damien Ryan Dr Bruce Walker (Chair)Councillor Glen Auricht Councillor Eli Melky Deputy Mayor Matt Paterson Ms Ann Jacobs Mr Lachlan Modrzynski Mr Anthony Murphy Mr Jamie Orr

OFFICERS IN ATTENDANCE

Mr Rex Mooney - Chief Executive Officer Mr Scott Allen - Technical Services Director Mr Madhava Dudipalli - Acting Director Finance Ms Emma Kraft - Sports OfficerMrs Stephanie Dominguez - Executive Assistant (Minutes)

13th Alice Springs Sports Facilities Advisory Commi

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Mayor Ryan ✓ A ✓ ✓ ✓ ✓ ✓ ✓

Dr Bruce Walker ✓ ✓ ✓ ✓ ✓ A ✓ ✓Councillor Auricht ✓ A ✓ A A ✓ A ✓Councillor Jamie de Brenni ✓ ✓ ✓ ✓ ✓ ✓ ✓Councillor Melky Returned August 2018 ✓Deputy Mayor Paterson ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓

Mr Aaron Blacker ✓ ✓ ✓ ✓ A A ✓ --

Ms Sarah France ✓ A ✓ A A ✓ A AMs Ann Jacobs Joined Feb 2018 ✓ ✓ ✓ ✓ ✓

Mr Lachlan Modrzynski Joined Feb 2018 ✓ ✓ ✓ - ✓

Mr Anthony Murphy Joined June 2018 ✓ ✓

Mr Jamie Orr ✓ ✓ ✓ A ✓ ✓ ✓ ✓Mr Tim Pearson ✓ ✓ ✓ ✓ ✓ A A APhillip Preece ✓ A A ✓ A A ✓ AJim Rebbechi Joined Feb 2018 ✓ ✓ ✓ — AMs Bernadette Shields ✓ ✓ ✓ A ✓ ✓ ✓ A

v' Attendedv'

Proxy Proxy attended in place of committee member

A Apology received

No attendance and no apology recorded

The meeting opened at 12:20 pm.

SFAC 30.08.2018 Page 2

1. APOLOGIES

Ms Sarah France Mr Tim Pearson Ms Bernadette Shields Mr Phillip Preece Mr Jim Rebbechi

Mayor Ryan acknowledged Councillor Melky's return to the Sport Facility Advisory Committee after the recent elections of Elected Members to Committees at Ordinary Council on Monday 27 August 2018.

2. CONFLICT OF INTEREST

• Item 4.1 - Dr Walker (Chair) acknowledged that he stands as the President of the Alice Springs Cricket Association Inc.

• Item 4.1 - Mr Murphy acknowledged that he stands as a member of the Alice Springs Cricket Association Inc.

• Item 7.1 - Mr Modrzynski declared a conflict of interest as the President of the Alice Springs Baseball Association and author of the letter submitted to the committee.

3. MINUTES OF PREVIOUS MEETING

• Ms Jacobs enquired about the specifics discussed in regard to the recommendation in Item 5.3. Discussion ensued in regard to the wording of the recommendation.

• Councillor Paterson requested the spelling of his name be corrected under Item 4, as the mover of the Finance Report.

RESOLVED:That it be a recommendation to Council:

That the Minutes of the Sport Facility Advisory Committee meeting held 28 June 2018 be confirmed as a true and correct record of the proceedings of that meeting.

Moved: Ann Jacobs Seconded: Jamie Orr CARRIED

NOMINATION OF CHAIRPERSON

The Chief Executive Officer raised the nomination Chairperson and clarified the position of the independent chair on the Sport Facility Advisory Committee.

In accordance with Council policy, the position of Chair was declared vacant. The Chief Executive Officer called for nominations.

Nomination: Dr Bruce Walker

Moved: Councillor Melky Seconded: Councillor Auricht CARRIED

4. CORRESPONDENCE

4.1 Alice Springs Cricket Association Inc. - Territory Day Fireworks Damage

The committee received and noted the letter from the Alice Springs Cricket Association Inc.

Deputy Mayor Paterson enquired if Quick Response or Grass Roots Northern Territory Grants would be relevant. Discussion ensued.

RESOLVED:That it be a recommendation to Council

SFAC 30.08.2018 Page 3

That Council supports the Alice Springs Cricket Association Inc. request for a funding contribution of $4,500 to repair the damaged carpet at Rhonda Diano Oval.

Moved: Mayor Ryan Seconded: Councillor Melky CARRIED

5. FINANCE REPORT

5.1 Finance Report for the Period Ending 22 August 2018

The Acting Director Finance presented the SFAC Income and Expenditure Report - for the Period Ending 22 August 2018 to the committee.

• Opening BalanceAs at 01/07/2018

$ 640,949.78

• Participation levies invoiced for 2018/2019 season

$ 7,205.46

• Council contribution2018/2019 Budget

$ 84,700.00

• Amount spent since the last committee Operational Expenditure

$ 9,583.09

• Total Reserve BalanceAs at 22 August 2018

$ 638,572.15

The Finance Report was received and noted by the committee.

Moved: Deputy Mayor Paterson Seconded: Jamie Orr CARRIED

6. BUSINESS ARISING FROM PREVIOUS MEETING

6.1 Alice Springs Sports Master Plan - Review(Transferred to Item 14.1 - Alice Springs Sports Master Plan - Review - Confidential)

6.2 NTG $6.2M Sporting Facility Upgrades - UpdateThe Director Technical Services provided an update on the Northern Territory Government $6.2M Sporting Facilities Upgrades.

• Hockey ResurfacingCompleted

• Basketball Stadium Evaporative CoolersAt 90% awaiting engineering documentation in regard to installation

• Ross Park Change rooms and CanteenTender awarded to a local company. Council is in negotiation with successful tenderer in regard to the budget and scope of work.

• Albrecht Oval / Flynn Drive / Jim McConville - Change rooms and CanteenTenders have been submitted. Officers to negotiate in regard to submitted tender prices as per Council resolution #19821.

• Rhonda Diano Field Upgrades Nothing significant to report.

• $760,000 - contingency fundingDiscussion ensued in regard to the potential use of this funding amount.

The committee received and noted the update provided by the Director Technical Services.

SFAC 30.08.2018 Page 4

6.3 Yipirinya School Oval and Desert Life Church Green Open Space

The Chair enquired as to whether the committee still wanted to explore this matter. Discussion ensued in regard to the necessity for a potential agreement with stakeholders in regard to ongoing maintenance, and purpose of keeping this item on the agenda.

RESOLVED:That it be a recommendation to Council

That Yipirinya School Oval and Desert Life Church Green Open Space be called Reserved Projects on the SFAC Agenda under the government program.

Moved: Councillor Auricht Seconded: Councillor Melky CARRIED

Action:Officers to investigate reserved projects.

6.4 Dilapidation Reports and Repairs - Progress

The Director Technical Services presented the Dilapidation Report and described some of the responsibilities of other organisations listed on the report in regard to maintenance and repairs.

Discussion ensued in regard to when Council would report on other facilities, which budget is used for maintenance and repairs, and the general attendance and meeting process for the Sport Facility Meetings.

Action:Sports Officer to complete Dilapidation Report for all facilities by the next SFAC meeting.

7. NEW BUSINESS

7.1 Alice Springs Baseball - Grant Request - Landowner Support

An email was noted by the committee in which Alice Springs Baseball Association is seeking permission from the landowner for grant request to perform works at Lye I Kempster Baseball Field.

The Director Technical Services enquired if baseball had investigated BizSecure. Mr Modrzynski responded, confirming the quote for security upgrades addressed recommendations obtained from BizSecure.

Lachlan Modrzynski left the room at 1:15 due to a conflict of interest.

RESOLVED:That it be a recommendation to Council

1. That Council supports the application in the form of Landowner signoff and Local Government sign off documents.

Moved: Councillor Melky Seconded: Councillor Auricht CARRIED

Lachlan Modrzynski returned to the room at 1:19pm.

7.2 Deputy Mayor Paterson - Review of Committees

Deputy Mayor Paterson raised a matter for the review of the committee’s operation and function. Questions posed were:

SFAC 30.08.2018 Page 5

• Does the committee think that the committee works well?• Are the members happy with the day and time of the meeting?• Are the members happy with the frequency of the meetings?

Discussion ensued in regard to committee productivity, objectives of the committee, member’s attendance and the recent review of the Committee Charter.

7.3 Councillor Melkv - Unanimous decision

Councillor Melky enquired if the recommendation in agenda item 4.1 would require a unanimous decision or recommendation for immediate action from this committee

7.4 Mayor Ryan - Softball Pitches

Mayor Ryan enquired as to whether the softball pitches were in good condition. The Director Technical Services advised no maintenance concerns had been reported.

The Director Technical Services reported the Sports Officer through attendance at Sport Facility Meetings has requested for a wish-list from each sport prior to Masters Games, and Softball Pitches have not been raised as an area of concern.

Discussion ensued in regard to standard of other facilities.

10. NEXT MEETING

Thursday 25 October 2018 - 12pm in the Andy McNeill Room.

10.1 Apology for the following meeting

Dr Walker advised the committee he will be an apology for the next meeting. An Elected Member will chair the meeting in his place.

The meeting closed at 1:33pm to resume in Confidential.

Councillor Paterson left the room at 1:33pm Jamie Orr left the room at 1:34pm