Please be advised that filming, photography and audio ... · Please be advised that filming, photography and audio recording may take place at this meeting ... 4.2 Draft Strategic

Monday, 10 April 2017

Contact for Apologies: Leonie Boothby, Executive Officer

Phone: 0418 296 767

Email: [email protected] FILE: CO.197

Dear Member NOTICE OF MEETING

Notice is hereby given pursuant to the Fleurieu Regional Aquatic Centre Charter and Section

87(7) of the Local Government Act, 1999, as amended that a Meeting for the Fleurieu Regional

Aquatic Centre Authority has been called for:-

DATE: Tuesday, 18 April 2017

TIME: 10.00am

PLACE: City of Victor Harbor – Council Chambers, Civic Centre, 1 Bay Road, Victor

Harbor

Please find enclosed a copy of the Agenda for the meeting.

Yours faithfully

Leonie Boothby

Executive Officer

Please be advised that filming, photography and audio recording may take place at this meeting

when the public and media are not lawfully excluded under Section 90 of the Local Government

Act 1999

mailto:[email protected]

Agenda FILE: PM16.14.004

Date & Time: Tuesday 18 April 2017 at 10am

LOCATION – City of Victor Harbor – Council Chambers, Civic Centre, 1 Bay Road, Victor Harbor

1. ATTENDANCE

David Cooke (Chairperson) John Coombe OAM (Deputy Chairperson) Alison Kimber Councillor Pat Chigwidden

Councillor Madeleine Walker Mayor Graham Philp (Deputy Elected Member Representative)

Councillor Grant Gartrell (Deputy Elected Member Representative)

2. APOLOGIES

3. MINUTES OF THE PREVIOUS MEETINGS

Minutes of previous meeting – for confirmation: 17 February 2017

4. BUSINESS ARISING

4.1 Resolutions Report and Work Program

4.2 Draft Strategic Plan – Verbal update

4.3 Competitive Neutrality Report – Verbal update

4.4 Payment of Board fees to Elected Member FRACA Board Members – Board discussion

4.5 Future meeting dates and locations

5. PRESENTATIONS

5.1 Nil

6. REPORTS

6.1 Endorsement of Board Out of Session decision – Hire Fees and Charges

6.2 Endorsement of Board Out of Session decision – Transition assistance – Great Southern

Swimming Club

6.3 Additional Charges – use of pool inflatable

6.4 Renaming of ‘Warm Water Pool’ to ‘Hydrotherapy Pool’

7. URGENT BUSINESS WITHOUT NOTICE

7.1 Motions without notice

8. CONFIDENTIAL REPORTS

8.1 Appointment of External Auditor

9. NEXT MEETING

Ordinary meeting: Friday 26 May 2017 10am, Alexandrina Council Office – 11 Cadell St Goolwa

10. CLOSURE

Board Report

Page 1

To: FRAC Authority Board From: Executive Officer

Subject: Resolutions Report and Work Program Meeting date: 18 April 2017 Item: 4.1

Reference(s): Local Government Act 1999

FRAC Authority Charter v2.0

Consultation: Director, Corporate & Community Services City of Victor Harbor

Attachments: 4.1.1 Work Program

4.1.2 Resolutions Register

PURPOSE

The purpose of this report is to provide a record of resolutions and outstanding actions, the work

program and associated action list with status updates.

RECOMMENDATION

That the Fleurieu Regional Aquatic Centre Authority note the Work Program and Resolutions

Report as at 18 April 2017.

INFORMATION

The Fleurieu Regional Aquatic Centre Authority is established under section 43 of the Local

Government Act 1999 and is required to operate in accordance with its Charter and the legislation.

Work Program

The Work Program detailing programmed actions and status is attached.

Outstanding Resolutions

The Resolutions Report listing all resolutions from the previous meeting, with a progress note as

relevant, is attached.

Summary

The Resolutions Report and Work Program is a standing item at each board meeting.

RISK ASSESSMENT

Risks associated with the recommendation have been assessed as follows:

Governance - there is no direct risk with noting the report. The board must manage its governance

risk of implementing decisions of the Board and associated actions as well as work required by the

Local Government Act 1999 s 99 (1) (a) and the Charter within approved budgets and required

timeframes. This report provides a mechanism for the Board to monitor progress of resolutions, work

and actions and to manage the associated governance risk.

Compliance / regulatory – there is no direct risk with noting this report. This report assists the Board

to achieve compliance with the Local Government Act 1999 and the Charter.

BUDGET IMPLICATION

There is no direct budget implication with noting the progress of the outstanding actions, the work

program and action list. Resource implications associated with specific resolutions and actions are

considered in specific reports.

Work Program

Page 1

Work Program v4.1

Attachment 4.1.1

April 2017 – November 2018

The dates listed below indicate board meetings; the actions, list likely work at those

meetings. The actions listed have been determined largely from the Charter and in

consideration of the work required in the first two years to establish the Authority and

operations at the Fleurieu Aquatic Centre (FAC) facility.

Workshops, out-of-session decision making and feedback to the Executive Officer from

board members; and special meetings may be required to progress work in a timely manner

and meet key deadlines.

This work program is subject to review, additions, deletions and amendment, therefore, the

work program should be ‘noted’ by the Board but not ‘endorsed’ as it will need to remain a

live document. The Executive Officer is to maintain the Work Program and provide board

members with updated versions as appropriate.

Date Action Status

Tuesday

18 April

2017

Risk management framework (discussion)

Donations & Sponsorship policy development (discussion)

2016/17 Third quarter budget review

Appointment of external auditor

Friday 26

May 2017

Draft annual business plan & budget 2017/18

Operational Management Key Performance Indicators

Competitive Neutrality Report

Partnership Proposals (draft criteria & process)

Policy Approval (Financial Management, Safe Environment,

Donations / Sponsorship)

Friday 28

July 2017

Adopt 2017/18 Annual Business Plan & Budget

Strategic Plan Workshop

Draft Long Term Financial Plan

Draft Asset Management Plan

Review contract performance Executive Officer

Process to establish Audit and Risk Committee – draft Terms of

Reference and process for appointment of members

Page 2

Work Program v5.1

Date Action Status

Friday 22

September

2017

Draft Strategic Plan

Financial Statements 2016/17

Annual Report 2016/17

Friday 17

November

2016

Adopt Strategic Plan

Adopt Long Term Financial Plan

Adopt Asset Management Plan

Review contract performance Operational Managers

2017/18 first quarter budget review

Friday 16

February

2018

2017/18 second quarter budget review

Workshop: Draft 2018/19 Annual Business Plan & Budget

Independent Board Member appointment (Chairperson current

term expires 7/3/2018)

Friday 20

April 2018

Board Review

Draft 2018/19 Annual Business Plan & Budget

Review Strategic Plan

Review Long Term Financial Plan

Review Asset Management Plan

Friday 18

May 2018

2017/18 third quarter budget review

Review contract performance Executive Officer

Friday 21

July 2018

Adopt 2018/19 Annual Business Plan & Budget

Friday 21

September

2018

Financial Statements 2017/18

Annual Report 2017/18

Friday 9

November

2018

Review contract performance Operational Managers

2018/19 first quarter budget review

Page 3

Work Program v5.1

Document History

VERSION DOCUMENT ACTION DATE

0.1 Draft Board induction 1 April 2016

0.2 Draft Board meeting 29 April 2016

1.0 Version 1.0 As amended at the Board meeting

1.1 Version 1.1 Draft presented to July Board Meeting Report

29 July 2016

2.0 Version 2.0 As noted at the Board meeting

2.1 Version 2.1 Draft presented with the October Board Meeting Report

21 October 2016

3.0 Version 3.0 As noted at the Board meeting

3.1 Version 3.1 Draft presented with the December Board Meeting Report

16 December 2016

4.0 Version 4.0 As noted/amended at the Board meeting

4.1 Version 4.1 Draft presented with the February 2017 Board Meeting Report

17 February 2017


5.1 Version 5.1 Draft presented with the April 2017 Board Meeting Report

18 April 2017


Meeting date: 18 April 2017Meeting

Date

Resolution

Number

Agenda Item No. Resolution Moved Seconded Status Notes

Fleurieu Regional Aquatic Centre Authority - Resolutions (PUBLIC)

FRACA00008 6.8 Banking Report That the Fleurieu Regional Aquatic Centre Authority Board establishes a bank account with the ANZ bank operated with a minimum of two signatories required.

That the Chairperson, Executive Officer, Manager Finance, City of Victor Harbor and Manager Finance, Alexandrina Council be authorised signatories for the operation

of the Authorities’ ANZ Bank Account.

That the Executive Officer apply for and operate a credit card of $10,000 per calendar month for use in accordance with the Procurement Policy.

A cash reserve account is to be established with the Local Government Finance Authority and surplus funds greater than $10,000 are to be transferred to this account

when not required for payment of invoices.

A depreciation reserve account is to be established with the Local Government Finance Authority with monies transferred on a quarterly basis in line with estimated

annual depreciation for the purposes of funding future capital renewal.

That the Executive Officer, Manager Finance, City of Victor Harbor and Manager Finance, Alexandrina Council be authorised signatories for the operation of the Local

Government Finance Authority accounts and delegated to transfer Authority funds to and from the LGFA account.

Alison

Kimber

Cr Grant

Gartrell

In

progress

In progress - Bank

account established

with ANZ. Accounts

established with Local

Government Finance

Authority. Credit card

established with ANZ.

Cash investment

protocols still to be

developed.

Frid

ay, 21 Octo

ber 2016

FRACA00032 6.1 Swim Club for

Fleurieu Aquatic Centre

That the Authority supports the concept of the Strathalbyn Swimming Club transitioning into a Swimming Club that manages participation at both the Strathalbyn Swimming Pool and

the Fleurieu Aquatic Centre.

and

Supports the Fleurieu Regional Aquatic Centre Authority Executive Officer to continue discussions with the Strathalbyn Swimming Club to develop an implementation plan for transition

of the club in line with the considerations contained in this report – 6.1 Swim Club for Fleurieu Aquatic Centre 21 October 2016; with a further report to come back to the Authority for

consideration.

John

Coombe

Cr Grant

GartrellIn

progress

Executive Officer

convened follow up

meeting Nov 2016. Club

changed name Feb 2017.

Board approved maximum

transition assistance (out

of session Mar 2017) -

conditions to be finalised.

17 Janu

ary 2017

FRACA00047 Reappointment of

Independent Board

Member Mr John

Coombe OAM

That the Fleurieu Regional Aquatic Centre Authority recommend to the constituent Councils that Mr John Coombe OAM be appointed as an Independent Board Member for a second

term commencing 8 March 2017 and concluding 7 March 2020

Ms Alison

Kimber

Mr David

Cooke

No further

action

Out of Session decision

finalised 17/1/2017.

Endorsed by Board at

meeting 17/2/17. Both

Councils have endorsed

appointment.

FRACA00050 Concerns raised to the

Authority by local health

and fitness operators

That the Authority notes advice received from Wallmans Lawyers dated 6 February 2017 regarding competitive neutrality obligations and endorses the Authority Executive Officer to

further engage suitably qualified consultants to prepare a competitive neutrality report.

Cr Pat

Chigwidden

Ms Alison

Kimber

In progress. Wallmans

Lawyers engaged to

produce report

FRACA00051 Concerns raised to the

Authority by local health

and fitness operators

That the Authority notes advice received from Wallmans Lawyers dated 6 February 2017 regarding the need for a review of the Authority Charter and endorses the Authority Executive

Officer to refer the matter to Norman Waterhouse Lawyers for review and changes as required.

Mr David

Cooke

Cr Pat

Chigwidden

Request sent to Normans

for review.

FRACA00052 Minutes of previous

meeting

That the minutes of the previous Fleurieu Regional Aquatic Centre Authority meetings held on Friday 16 December 2016 and Friday 10 February 2017 as circulated be confirmed as a

true and accurate record.

Cr Pat

Chigwidden

Ms Alison

Kimber

No further

action

FRACA00053 Resolutions Report and

Work Program

That the Fleurieu Regional Aquatic Centre Authority note the Work Program and Resolutions Report as at 17 February 2017. Cr Pat

Chigwidden

Ms Alison

Kimber

No further

action

FRACA00054 Second quarter budget

review

That the Fleurieu Regional Aquatic Centre Authority receive the Second Quarter Budget Review for 2016/17 (as at 31 December 2016); and recommend the review to the constituent

Councils; noting that further assessment of required Council funding contributions will be undertaken following the Third Quarter Budget Review and before the end of financial year.

Ms Alison

Kimber

Cr Madeleine

Walker

No further

action

Report provided to both

Councils

Frid

ay, 29 Ap

ril 201617 F

ebru

ary 201710 F

ebru

ary 2017

Page 1 of 2

Meeting date: 18 April 2017Meeting

Date

Resolution

Number

Agenda Item No. Resolution Moved Seconded Status Notes

Fleurieu Regional Aquatic Centre Authority - Resolutions (PUBLIC)

17 Feb

ruary 2017

FRACA00055 Correspondence with

health and fitness

operators

That the Authority: Under the provisions of Section 90(2) of the Local Government Act 1999 make an order that the public be excluded from the meeting, except for the Executive

Officer, Ms Leonie Boothby; Director, Corporate & Community Services – City of Victor Harbor, Ms Kate Jessep; and Acting General Manager Organisation & Culture Alexandrina

Council, Ms Elizabeth Williams; in order to consider in confidence a report relating to Sections 90(3)(d) and (h) of the Local Government Act 1999: (d) commercial information of a

confidential nature (not being a trade secret) the disclosure of which— (i) could reasonably be expected to prejudice the commercial position of the person who supplied the information,

or to confer a commercial advantage on a third party; and (ii) would, on balance, be contrary to the public interest;(h) legal advice; relating to correspondence between Authority

representatives and local health and fitness centre operators in relation to the Fleurieu Aquatic Centre, being information that must be considered in confidence to ensure that the

Authority does not disclose information that may confer a commercial advantage on a third party; or that relates to legal advice and

Accordingly, on this basis, the Authority is satisfied that public interest in conducting meetings in a place open to the public has been outweighed by the need to keep the information

and discussion confidential to prevent the unreasonable disclosure of information that may confer a commercial advantage on a third party or that relates to legal advice.

Substantiation: The matter of the agenda item being consideration of correspondence between Authority representatives and local health and fitness centre operators in relation to the

Fleurieu Aquatic Centre pursuant to Section 90(3)(d) and (h) of the Local Government Act 1999 (“the Act”) being information that must be considered in confidence to ensure that

information that may confer a commercial advantage on a third party or that relates to legal advice is not divulged.

There is strong public interest in enabling members of the public to observe the Authority’s transparent and informed decision-making. This helps to ensure accountability, maintain

transparency of public expenditure, facilitate public participation, assist public awareness and allow for the scrutiny of information. Attendance at a meeting of the Authority is one

means of satisfying this interest. The public will only be excluded from a meeting of the Authority when the need for confidentiality pursuant to Section 90(2) of the Act outweighs the

public interest of open decision-making.

In this matter, the reasons that receipt, consideration or discussion of the information or matter in a meeting open to the public would be contrary to the public interest are that

discussion will include discussion pertaining to legal advice; and, the disclosure of commercial information of a confidential nature (not being a trade secret) may confer a commercial

advantage on a third party.

On balance, the above reasons which support the need for confidentiality pursuant to Section 90(2) of the Act outweigh the factors in favour of the public interest of open decision

making.

Cr Pat

Chigwidden

Cr Madeleine

Walker

No further

action


health and fitness

operators

That the Fleurieu Regional Aquatic Centre Authority:

1) Continue with implementation of the Fleurieu Aquatic Centre model and supporting plans as directed by constituent Councils and South Australian and Australian Government

partners;

2) Develop formal criteria and a process for future consideration of partnership proposals; and

3) In line with the above, convey to the health and fitness operators that the Board has considered the proposals put forward [received via email by the Chairperson and Executive

Officer from Mr Bruce Konings and dated 14 February 2017] and determined not to progress with either proposal at this point in time.

Mr David

Cooke

Cr Pat

Chigwidden

In progress Formal criteria and a

process for future

consideration of

partnership proposals to

be developed


health and fitness

operators

That the Fleurieu Regional Aquatic Centre Authority supports the Chairperson and Executive Officer to seek further legal advice in relation to correspondence with health and fitness

operators.

Ms Alison

Kimber

Cr Madeleine

Walker

To be

determined


health and fitness

operators

That the Fleurieu Regional Aquatic Centre Authority, having considered this matter in confidence under Section 90(2) and 90(3)(d) and (h) of the Local Government Act 1999, makes an

order pursuant to Section 91(7) and (9), that the associated documents in relation to the 17 February 2017 confidential item 8.1, Correspondence with local health and fitness operators,

be kept confidential and not available for public inspection other than information required to be released in accordance with any relevant requirements of Section 91(8) of the Local

Government Act 1999 for a period of twelve months; and in accordance with above and Section 91(9)(c) of the Local Government Act 1999, authorises the Executive Officer to review

and revoke the order.

Mr David

Cooke

Cr Madeleine

Walker

No further

action

17 Feb

ruary 2017

Page 2 of 2

Board Report

Page 1


Subject: Item 4.5: Board meeting dates 2017 and 2018 Meeting date: 18 April 2017



Consultation: FRAC Authority Board Members

Attachments: Nil

PURPOSE

The purpose of this report is to facilitate the setting of the date, time and venue for meetings

as required by the Charter.

RECOMMENDATION

That the Fleurieu Regional Aquatic Centre Authority conduct board meetings

commencing at 10am on the dates and at the venues as listed in the report tabled 18

April 2017.

INFORMATION

The Authority Charter requires:

3.12.1 Ordinary meetings of the Board will be held at such times and places as determined by the Board except that there must be at least one ordinary meeting of the Board every three months.

Considerations in determining the date, time and place of ordinary meetings of the board

include: frequency and critical dates and venue (availability, cost, access by the community,

video/telephone conferencing facilities if required).

It is recommended that meetings continue to be held at the offices of constituent councils and

that the Board continues to alternate meeting venues between Victor Harbor and Goolwa.

Meeting dates have been suggested for the period up to the next local government elections

(November 2018).

The proposed meeting dates and venues are as follows:

Date Location

Friday 26 May 2017

10am

Alexandrina Council Office – 11 Cadell St Goolwa, Large Meeting

Room

Friday 28 July 2017

10am

City of Victor Harbor – Council Chambers, Civic Centre, 1 Bay

Road, Victor Harbor

Friday 22 September

2017 10am


Room

Friday 17 November

2016 10am

City of Victor Harbor – Encounter Room, Civic Centre, 1 Bay

Road, Victor Harbor, Encounter Room

Board Report

Page 2

Friday 16 February 2018

10am


Room

Friday 20 April 2018

10am


Road, Victor Harbor

Friday 18 May 2018

10am


Room

Friday 20 July 2018

10am


Road, Victor Harbor

Friday 21 September

2018 10am


Room

Friday 9 November 2018

10am


Road, Victor Harbor

RISK ASSESSMENT


Governance - the recommendation meets the requirements of the Charter and legislation.

Low risk.

BUDGET IMPLICATION

Board meetings incur the following direct costs: Sitting fees and mileage claims for

independent members.

Board Report

Page 1


Subject: Item 6.1: Endorsement of Board Out of Session decision - Additional fees and charges

Meeting date: 18 April 2017



Consultation: Director, Corporate & Community Services – City of Victor Harbor

Acting General Manager Organisation & Culture – Alexandrina Council

Attachments: Nil

PURPOSE

The purpose of this report is to endorse an Out of Session resolution regarding the setting of

additional Fleurieu Aquatic Centre (FAC) hire fees and charges for 2016/17 and 2017/18.

RECOMMENDATION

That the Fleurieu Regional Aquatic Centre Authority endorse the Board Out of Session

email resolution completed on 29 March 2017, which determined as follows:

Moved: Cr Pat Chigwidden Seconded: Alison Kimber

FRACA000059 That the Fleurieu Regional Aquatic Centre Authority adopt the following hire fees

and charges for the Fleurieu Aquatic Centre for 2016/17 and 2017/18 noting:

• fees include GST

• hire fees are in addition to casual entry fees or memberships (for participants)

• no discount for multiple lane bookings

Bookings

(per year)

Discount

applied

25m

Pool

(per

lane

per

hour)

Learner

pool

(per

hour;

shared

use)

Warm

water

pool

(shared

use)

Meeting

/

function

room

Private

swimming

lessons

(one-on-

one)

Adult

swimming

lessons

(small

group)

Pre-squad

(option for

older children

post swimming

lessons and

pre-club)

Hire fee per

hour outside

public access

times

N/A N/A NA $50* N/A N/A N/A N/A

Casual 0% $25 $12.50 N/A $30 per

hour

Full day

rate

$192

Half day

$108

$35

(only offered

on request

for special

needs

clients)

$22

(45-minute

lesson - on

request)

$19.80

1 hour class

Board Report

Page 2

Bookings

(per year)

Discount

applied

25m

Pool

(per

lane

per

hour)

Learner

pool

(per

hour;

shared

use)

Warm

water

pool

(shared

use)

Meeting

/

function

room

Private

swimming

lessons

(one-on-

one)

Adult

swimming

lessons

(small

group)

Pre-squad

(option for

older children

post swimming

lessons and

pre-club)

5-19 weeks 5% $23.75 $11.90 N/A $28.50

per hour

N/A N/A N/A

20-40 weeks 10% $22.50 $11.25 N/A $27

per hour

N/A N/A N/A

41 + weeks 20% $20 $10 N/A $24

per hour

N/A N/A N/A

*Total fee charged per hour i.e. if more than one hirer using the Warm Water Pool at the same time

then hourly fee will be split equally between hirers.

Fee type Proposed fee

Locker hire

(Single casual visit only)

$2

Member card / band replacement $8

Birthday party - catered option $260 (for up to 12 children)

Extra child $12.25 each

Birthday Party – non-catered option $170 (for up to 12 children)


CARRIED

INFORMATION

The Board paper provided for Out of Session consideration is provided as Attachment A.

RISK ASSESSMENT



Low risk.

Financial – The Fleurieu Regional Aquatic Centre Authority 3 Year Budget approved at the

Authority Board meeting on 16 December 2016, included estimated income for hire fees and

charges. Following determination of hire fees and charges to be applied, the budget model

and forecasts will be updated to reflect approved fees and current forecast usage based on

the Expressions of Interests lodged by community groups with YMCA.

Budget accuracy – The 3 Year budget is built on assumptions and estimates only; it is

therefore likely that the Authority budget will require further amendment during the 2016/17

financial year with a moderate-minor consequence (possible 10%-20% variation) which is

assessed as high-medium risk regarding budget accuracy. This risk will be managed through

the budget review process which will be reported to the Constituent Councils.

Financial management of the Authority is highly regulated by the requirements of the Charter

and legislation. Low risk.

Board Report

Page 3

BUDGET IMPLICATION

The income estimated as part of the Fleurieu Regional Aquatic Centre Authority 3 Year

Budget, was based on YMCA SA’s best estimate of likely income in line with its experience

with other similar centres. The forecast income for hire fees and charges will be reviewed as

part of the third quarter budget review process.

Board Report

Page 4

Attachment A


Date: Wednesday, 22 March 2017 Subject: Hire Fees and Charges Meeting date: For ratification at Board Meeting 18 April 2017



Consultation: Chairperson

Director, Corporate & Community Services, City of Victor Harbor

Attachments: Nil

PURPOSE

The purpose of this report is to propose Fleurieu Aquatic Centre (FAC) hire fees and charges

for 2016/17 and 2017/18.

RECOMMENDATION

That the Fleurieu Regional Aquatic Centre Authority adopt the following hire fees and

charges for the Fleurieu Aquatic Centre for 2016/17 and 2017/18 noting:

• fees include GST

• hire fees are in addition to casual entry fees or memberships (for participants)

• no discount for multiple lane bookings

Bookings (per year)

Discount applied

25m Pool

(per lane per hour)

Learner pool

(per hour; shared use)

Warm water pool

(shared use)

Meeting / function room

Private swimming lessons

(one-on-one)

Adult swimming lessons

(small group)

Pre-squad

(option for older children post swimming lessons and pre-club)

Hire fee per hour outside public access times

N/A N/A NA $50* N/A N/A N/A N/A

Casual 0% $25 $12.50 N/A $30 per hour Full day rate $192 Half day $108

$35 (only offered on request for special needs clients)

$22 (45-minute lesson - on request)

$19.80 1 hour class

5-19 weeks 5% $23.75 $11.90 N/A $28.50 per hour

N/A N/A N/A

20-40 weeks 10% $22.50 $11.25 N/A $27 per hour

N/A N/A N/A

41 + weeks 20% $20 $10 N/A $24 per hour

N/A N/A N/A

*Total fee charged per hour i.e. if more than one hirer using the Warm Water Pool at the same time

then hourly fee will be split equally between hirers.

Board Report

Page 5

Fee type Proposed fee

Locker hire

(Single casual visit only)

$2

Member card / band replacement $8

Birthday party - catered option $260 (for up to 12 children)


Birthday Party – non-catered option $170 (for up to 12 children)


INFORMATION

The Authority Charter sets out the functions, powers and duties of the Authority to be exercised

in the performance and furtherance of the Authority’s objects and purposes. These functions

and powers include (clause 2.1.10) ‘to set and charge fees for the use of facilities and services

at the Aquatic Centre’.

YMCA SA has recommended hire fees and charges as set out above. In recommending these

fees and charges, YMCA has applied its industry experience and knowledge. YMCA indicates

that the recommended fees are in line with industry norms and have been benchmarked

against the following centres; ARC Campbelltown, The Parks Recreation and Sports Centre

and Aquadome at Playford.

In line with the recent Expressions of Interest process undertaken by YMCA for use of the

FAC facilities by community groups, the above indicative hire fees and charges have been

provided to community groups that have registered interest.

To date, no negative feedback has been received in relation to charges proposed other than

from the Strathalbyn Amateur Swimming Club Incorporated (now operating as Great Southern

Swimming Club). The swimming club is currently in the process of transitioning its operations

to include FAC as one of its two ‘homes’. A separate Out of Session Matter for Decision will

be provided to the Board that proposes assistance to the club during the transition phase.

RISK ASSESSMENT



Low risk.


Authority Board meeting on 16 December 2016, included estimated income for hire fees and

charges. Following determination of hire fees and charges to be applied, the budget model

and forecasts will be updated to reflect approved fees and current forecast usage based on

the Expressions of Interests lodged by community groups with YMCA.




assessed as high-medium risk in regards to budget accuracy. This risk will be managed

through the budget review process which will be reported to the Constituent Councils.



Board Report

Page 6

BUDGET IMPLICATION

The income estimated as part of the Fleurieu Regional Aquatic Centre Authority 3 Year

Budget, was based on YMCA SA’s best estimate of likely income in line with its experience

with other similar centres. The forecast income for hire fees and charges will be reviewed as

part of the third quarter budget review process.

Board Report

Page 1


Subject: Item 6.2: Endorsement of Board Out of Session decision – Transition Assistance – Great Southern Swimming Club






Centre/Area Manager, YMCA SA

STARCLUB Field Officer – Fleurieu & Kangaroo Island

Club Development Officer - SwimmingSA Inc

Attachments: Nil

PURPOSE

The purpose of this report is to endorse an Out of Session resolution regarding transition

assistance to the Great Southern Swimming Club to enable it to include the Fleurieu Aquatic

Centre (FAC) as a ‘home’ site.

RECOMMENDATION

That the Fleurieu Regional Aquatic Centre Authority endorse the Board Out of Session

email resolution completed on 29 March 2017, which determined as follows:

Moved: Alison Kimber

Seconded: Cr Madeleine Walker

FRACA000060 That the Fleurieu Regional Aquatic Centre Authority (‘the Authority’) provide

transition assistance to the Strathalbyn Amateur Swimming Club (now operating as Great

Southern Swimming Club) (‘the Club’) as follows:

Maximum level of waiver of lane hire fees:

Financial

year(s)

Waiver Financial impact of fee waiver (maximum)

2016/17 and

2017/18

100%

$450 per week (based on exclusive use of 3 lanes for a total of 7.5

hours per week at $20 per lane).

Please note: Based on current club swimmer member numbers, it is

anticipated that only one or two lanes may be required in the start-up

period; therefore, reducing the quantum of the waiver.

2018/19 50% $225 per week (based on exclusive use of 3 lanes for a total of 7.5

hours per week at $20 per lane).

2019/20 20% $90 per week (based on exclusive use of 3 lanes for a total of 7.5 hours

per week at $20 per lane).

Board Report

Page 2

Noting that transition assistance is provided to the Club on the following conditions:

i. The above waivers are set as a maximum for each year. Milestone membership

achievement levels and corresponding reductions in fee waiver are to be agreed

between the Authority and the Club with the aim of sustainably reducing the level of

fee waiver as soon as practicable.

ii. Club representatives to meet with YMCA SA on a quarterly basis to discuss levels of

swimmer numbers and progress towards achievement of membership targets.

iii. The Club is to provide a three-year Business Plan to the Authority that sets out key

actions required to work towards financial sustainability; including payment of FAC

lane hire fees in full by 30 June 2020.

And; that the Authority Executive Officer be authorised to work with YMCA SA to negotiate

with the Club to determine reasonable, agreed milestone Club membership levels and

corresponding waiver reductions.

CARRIED

INFORMATION

The Board paper provided for Out of Session consideration is provided as Attachment A.

RISK ASSESSMENT

Service Delivery – The risks associated with the recommendation are that if transition

assistance cannot be provided, the Club has indicated it will not be financially able to operate

at the FAC. Therefore, swimmers looking to train and compete with a swimming club will have

to access facilities other than FAC. Low risk.

Public Relations – There is a risk that the community has an expectation that there will be a

swimming club operating from the FAC. Per above, if the Great Southern Swimming Club is

unable to operate at FAC, swimmers looking to train and compete with a swimming club will

have to access facilities other than FAC. Low risk.

BUDGET IMPLICATION

The Fleurieu Regional Aquatic Centre Authority 3 Year Budget approved at the Authority

Board meeting on 16 December 2016, included estimated income for hire fees and charges.

In the absence of real data in terms of the type of hire (and therefore fee) and the level of

usage, the budget for hire fees and charges was based on an estimated average fee per

hour (excl. GST) of $18.18 and an estimated average of 10 hours of hire per week.

YMCA is still finalising bookings with groups that have registered interest in regular use of

the facilities via the recent Expression of Interest process undertaken. Following

determination of hire fees and charges to be applied, the budget model and forecasts will be

updated to reflect approved fees and current forecast usage based on the Expressions of

Interests lodged by community groups with YMCA. The forecast income for hire fees and

charges will be reviewed as part of the third quarter budget review process.

As an indicator, YMCA has advised that based on current estimates, monthly hire fees and

charges are anticipated to average around $2,000 per month versus a budget of around

$800 per month; with further increases anticipated as FAC becomes established. Please

note; estimated hire fees and charges exclude any fees from the swimming club.

Board Report

Page 3

Attachment A


Date: Saturday, 25 March 2017 Subject: Transition assistance – Great Southern Swimming Club Meeting date: For ratification at Board Meeting 18 April 2017

Reference(s): Nil



Centre/Area Manager, YMCA SA

STARCLUB Field Officer – Fleurieu & Kangaroo Island

Club Development Officer - SwimmingSA Inc

Attachments: Nil

PURPOSE

The purpose of this report is to propose transition assistance to the Great Southern

Swimming Club to enable it to include the Fleurieu Aquatic Centre (FAC) as a ‘home’ site.

RECOMMENDATION

That the Fleurieu Regional Aquatic Centre Authority (‘the Authority’) provide

transition assistance to the Strathalbyn Amateur Swimming Club (now operating as

Great Southern Swimming Club) (‘the Club’) as follows:

Maximum level of waiver of lane hire fees:

Financial year(s)


2016/17 and 2017/18

100%

$450 per week (based on exclusive use of 3 lanes for a total of 7.5 hours per week at $20 per lane).

Please note: Based on current club swimmer member numbers, it is anticipated that only one or two lanes may be required in the start-up period; therefore, reducing the quantum of the waiver.

2018/19 50% $225 per week (based on exclusive use of 3 lanes for a total of 7.5 hours per week at $20 per lane).


Noting that transition assistance is provided to the Club on the following conditions:

iv. The above waivers are set as a maximum for each year. Milestone membership

achievement levels and corresponding reductions in fee waiver are to be

agreed between the Authority and the Club with the aim of sustainably

reducing the level of fee waiver as soon as practicable.

v. Club representatives to meet with YMCA SA on a quarterly basis to discuss

levels of swimmer numbers and progress towards achievement of

membership targets.

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vi. The Club is to provide a three-year Business Plan to the Authority that sets

out key actions required to work towards financial sustainability; including

payment of FAC lane hire fees in full by 30 June 2020.

And; that the Authority Executive Officer be authorised to work with YMCA SA to

negotiate with the Club to determine reasonable, agreed milestone Club membership

levels and corresponding waiver reductions.

INFORMATION

Great Southern Swimming Club

On Monday, 27 February 2017, the Strathalbyn Amateur Swimming Club held a Special

General Meeting to expand the club to include the Strathalbyn Pool and the Fleurieu Aquatic

Centre, Hayborough. The club has advised that their members passed amendments to the

constitution including a name change to ‘Great Southern Swimming Club’ to be inclusive of

both locations.

The Great Southern Swimming Club (‘the Club’) is a not-for-profit swimming club founded to

teach the art and encourage the sport of swimming. Swimming clubs cater for swimmers of

all abilities from beginners through to competitive swimmers at State level. The emphasis

throughout is on excellence in swimming and stroke technique and at the same time

encouraging the need for fun and family involvement. The Club is affiliated with

SwimmingSA and swimmers are encouraged to participate in local, state and interstate

carnivals appropriate to their individual levels of skill, participation, ambition and

determination.

Following on from previous Board discussion, the positive flow on effects, for the centre and

the community, of having an established swim club involved with FAC, include:

• Maximising use of facilities and community benefit from the facilities by promoting

swimming at a competitive (and ultimately elite) level;

• Increased facility memberships via recruitment of swimming club members

• Increased growth in the FAC swimming lesson program, as the average length of

stay in the program will be increased where a link to a swimming club exists

• Increased revenue derived through swimming club related events including flow on

effect to local community and businesses such as accommodation providers,

hospitality, retail etc.

• Increased FAC merchandise sales

• Linkages to employment in FAC based roles including swimming instructors and

lifeguard roles

• Reducing conflicts in use of the facilities between competing types of use (e.g. public

and user group exclusive access), competing users and access requirements*; and

• Encouraging participation in swimming across all ages and abilities.

*It is understood that the Club is in discussions with other groups such as Masters

Swimming SA and local surf lifesaving clubs around opportunities for collaboration.

Board Report

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Transition assistance proposed

The Club currently has 37 swimmer members and around 25 non-swimming members. In

line with its not-for-profit status, the Club operates on very slim operating margins i.e. fees

charged essentially only cover existing costs. Swimming SA is providing assistance to the

Club through its transition to incorporate the FAC; including assistance with governance,

administration and marketing changes required.

The Club has lodged an Expression of Interest with YMCA SA for use of FAC 25m pool

facilities (3 lanes for a total of 7.5 hours per week i.e. a total of 22.5 hours of lane use per

week). YMCA has provided indicative pricing to the Club for that level of lane use and the

Club has indicated that it is currently financially unable to support payment of fees indicated

($450 per week incl. GST).

There is strong potential for the Club to significantly build its membership base (and hence

financial sustainability) over the next twelve months via its expansion to include FAC as a

‘home’ site. However, without any actual data in terms of the quantum and timing for

recruitment of new members; and the number of existing members that will swim at FAC; the

number of Club swimmer members attending FAC each week is difficult to predict.

Discussions have been held (informally) between the YMCA Centre/Area Manager for FAC,

the STARCLUB Field Officer – Fleurieu & Kangaroo Island, Club Development Officer -

SwimmingSA Inc. and the Authority Executive Officer; to determine what reasonable

assistance is required to facilitate sustainable transition for the Club over the next twelve

months.

Following those discussions, transition assistance in the form of a waiver of lane hire fees is

proposed. The levels of waiver of hire fees proposed below are recommended to be set as

the maximum level of assistance to be provided, on the agreed understanding that as Club

membership grows, the level of waiver will be reduced (milestone levels of membership and

corresponding waiver level reductions to be agreed between YMCA, the Authority and the

Club).

Maximum levels of waiver of lane hire fees are proposed as follows:

Financial year(s)


2016/17 and 2017/18

100%

$450 per week (based on exclusive use of 3 lanes for a total of 7.5 hours per week at $20 per lane).

Please note: Based on current club swimmer member numbers, it is anticipated that only one or two lanes may be required in the start-up period; therefore, reducing the financial assistance provided via the fee waiver.



Board Report

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It is proposed that the above transition assistance is provided to the Club on the following

conditions:

i. The above waivers are set as a maximum for each year. Milestone membership

achievement levels and corresponding reductions in fee waiver are to be agreed

between the Authority and the Club with the aim of sustainably reducing the level of

fee waiver as soon as practicable.

ii. Club representatives to meet with YMCA SA on a quarterly basis to discuss levels of

swimmer numbers and progress towards achievement of membership targets.

iii. The Club is to provide a three-year Business Plan to the Authority that sets out key

actions required to work towards financial sustainability; including payment of FAC

lane hire fees in full by 30 June 2020.

Following Authority Board consideration of transition assistance proposed, and negotiation of

agreed milestones (per above), a formal letter of understanding will be provided to the Club

setting out the terms and conditions offered.

RISK ASSESSMENT

Service Delivery – The risks associated with the recommendation are that if transition

assistance cannot be provided, the Club has indicated it will not be financially in a position to

operate at the FAC. As a consequence, swimmers looking to train and compete with a

swimming club will have to access facilities other than FAC. The risk is considered to be low.

Public Relations – There is a risk that the community has an expectation that there will be a

swimming club operating from the FAC. Per above, if the Great Southern Swimming Club is

unable to operate at FAC, swimmers looking to train and compete with a swimming club will

have to access facilities other than FAC. Low risk.

BUDGET IMPLICATION

The Fleurieu Regional Aquatic Centre Authority 3 Year Budget approved at the Authority

Board meeting on 16 December 2016, included estimated income for hire fees and charges.

In the absence of real data in terms of the type of hire (and therefore fee) and the level of

usage, the budget for hire fees and charges was based on an estimated average fee per

hour (excl. GST) of $18.18 and an estimated average of 10 hours of hire per week.

YMCA is still finalising bookings with groups that have registered interest in regular use of

the facilities via the recent Expression of Interest process undertaken. Following

determination of hire fees and charges to be applied, the budget model and forecasts will be

updated to reflect approved fees and current forecast usage based on the Expressions of

Interests lodged by community groups with YMCA. The forecast income for hire fees and

charges will be reviewed as part of the third quarter budget review process.

As an indicator, YMCA has advised that based on current estimates, monthly hire fees and

charges are anticipated to average around $2,000 per month versus a budget of around

$800 per month; with further increases anticipated as FAC becomes established. Please

note; estimated hire fees and charges exclude any fees from the swimming club.

Board Report

Page 1


Subject: Item 6.3: Additional Charges – use of pool inflatable Meeting date: 18 April 2017

Reference(s): FRAC Authority Charter v2.0

Consultation: Centre/Area Manager, YMCA SA

Attachments: Nil

PURPOSE

The purpose of this report is to propose Fleurieu Aquatic Centre (FAC) charges in relation to

use of the pool inflatable for 2016/17 and 2017/18.

RECOMMENDATIONS

1. That the Fleurieu Regional Aquatic Centre Authority adopt the charge of $600

(incl. GST) for 2016/17 and 2017/18 for children’s birthday parties that

incorporate exclusive use of the pool inflatable; for up to 30 children and

including catering and centre admission.

2. That the Fleurieu Regional Aquatic Centre Authority endorse that no additional

charge will be levied to Fleurieu Aquatic Centre members or casual admittance

visitors; to access the pool inflatable when it is in planned use at predetermined

dates and times for general access.

INFORMATION

The Authority Charter sets out the functions, powers and

duties of the Authority to be exercised in the performance

and furtherance of the Authority’s objects and purposes.

These functions and powers include (clause 2.1.10) ‘to set

and charge fees for the use of facilities and services at the

Aquatic Centre’.

As part of the fitout for the Fleurieu Aquatic Centre (FAC),

a pool inflatable was purchased as an additional attraction

for the facility.

The inflatable provides a fun activity that will

attract people to the centre; particularly

families.

It will also act as a key drawcard in promoting

the centre during school holidays and on

weekends.

Board Report

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YMCA SA has recommended use of the pool inflatable for two core purposes:

• Exclusive hire as part of a premium, ‘gold class’ children’s birthday party package;

and

• Providing general access at predetermined dates and times that will assist in attracting

people to the centre and keeping them there longer.

YMCA SA has recommended a charge for children’s birthday parties that include exclusive

use of the pool inflatable; as set out above. In recommending the charge, YMCA has

considered all costs including the additional staffing required (two staff members) to manage

safe use of the pool inflatable and any associated risk.

For pool inflatable general access, YMCA has recommended that no additional fee be levied

for FAC members and casual admittance visitors. YMCA has advised that the additional

operational costs (including cost for up to three additional staff members - dependent on usage

and whether all modular sections of the inflatable are utilised) are anticipated to be offset by

increased casual participation and therefore payment of casual admission fees.

Proposed dates and times for pool inflatable general access is suggested as follows:

Regular public access:

Every third Saturday from 12pm to 2pm. (Swimming lessons finish at 11:30am; it is anticipated

that access to the inflatable will encourage families to stay longer at the centre).

School holidays:

Mondays and Wednesdays from 12pm to 2pm. (To encourage visitation to the centre by

families).

These times may be adjusted or expanded based on demand.

RISK ASSESSMENT



Low risk.


Authority Board meeting on 16 December 2016, does not include any estimated income or

expense specifically in relation to use of the pool inflatable (as the decision to purchase the

equipment had not been made at that time). Following determination of fees and charges to

be applied for use of the pool inflatable, the budget model and forecasts will be updated by

YMCA to reflect approved fees, forecast usage and impact on operational income and

expense.




assessed as high-medium risk in regards to budget accuracy. This risk will be managed

through the budget review process which will be reported to the Constituent Councils.



Board Report

Page 3

BUDGET IMPLICATION

As indicated above, following determination of fees and charges to be applied, the budget

model and forecast operational income and expense will be updated by YMCA. The

recommended charge for exclusive use of the pool inflatable for children’s birthday parties will

cover all associated costs and provide a modest profit margin for the centre.

For pool inflatable general access, YMCA has advised that the additional operational costs

are anticipated to be offset by increased casual participation (and therefore payment of casual

admission fees).

The FAC operational budget for 2016/17 forecast income for hire fees and charges will be

reviewed as part of the third quarter budget review process.

Board Report

Page 1


Subject: Item 6.4: Renaming of ‘Warm Water Pool’ to ‘Hydrotherapy Pool’


Reference(s): FRAC Authority Charter v2.0

Consultation: Centre/Area Manager, YMCA SA

Director, Corporate & Community Services – City of Victor Harbor FRAC Project Manager – Alexandrina Council

Attachments: Nil

PURPOSE

The purpose of this report is to seek endorsement of a change of name for the Fleurieu Aquatic

Centre ‘Warm Water Pool’; to ‘Hydrotherapy Pool’.

RECOMMENDATION

That the Fleurieu Regional Aquatic Centre Authority endorses a change of name for the

Fleurieu Aquatic Centre ‘Warm Water Pool’; to ‘Hydrotherapy Pool’.

INFORMATION

During the period of design and construction of the Fleurieu Aquatic Centre (FAC), discussions

were held at various points amongst the Project Control Group and related parties as to

whether or not the ‘Warm Water Pool’ could be classified as a ‘Hydrotherapy Pool’. Based on

information on hand at that time, the group considered that requirements were too onerous to

pursue classification as a hydrotherapy pool.

Following their appointment as operational managers of the FAC, YMCA SA officers flagged

the view that the pool did in fact, in final delivery and operations, meet the criteria to be

classified as a hydrotherapy pool. Based on previous understanding, the Project Control

Group determined to leave the naming as ‘Warm Water Pool’.

The FAC opened on 25 March 2017 and YMCA has been monitoring use of the Warm Water

Pool and has been receiving feedback from staff and users of the pool since that time.

Operational feedback received to date includes:

• The naming of the pool as the ‘Warm water pool’ suggests that the other pools are

cold. The name is confusing both for staff and customers resulting in negative feedback

on both temperature and type of usage of the pools (e.g. a ‘warm water pool’ being

viewed by customers as somewhere to warm up after a swim; and feedback that the

spa is too cold).

Board Report

Page 2

• Naming the pool as the ‘hydrotherapy pool’ would clearly define the prime purpose of

the pool being to provide therapy for older adults, people with disabilities and injury

recovery. This would avoid any confusion with spas or ‘warm water’.

• YMCA, in consultation with the Authority Executive Officer, has implemented an

operational policy of only allowing people over the age of 16 years into the Warm Water

Pool; with exceptions made, such as for children with therapy needs; at the discretion

of management. Changing the name of the pool to ‘hydrotherapy pool’ will assist in

customer understanding and acceptance of this required operational policy.

• Clarity in terms of the naming of the pool and the corresponding description on the

FAC website will allow staff to better and more easily inform customers of the purpose

of that pool.

YMCA provided the above feedback to the Authority Executive Officer along with its

confirmation that the Warm Water Pool does in fact (in final design and operational delivery)

meet the South Australian Public Health (General) Regulations 2013 and the Standard for the

Operation of Swimming Pools and Spa Pools in South Australia (please refer Appendix A) as

a ‘Hydrotherapy Pool’. YMCA has further confirmed that from both a plant and operational

perspective, all the health requirements are already being met.

This information was provided to the Project Control Group for further consideration. At its

meeting on Tuesday 4 April 2017, the group determined that a decision to rename the pool

should now be made by the Authority.

YMCA has advised, the cost impact of the change of name is limited to the cost of replacement

signage; estimated at around $300 to $500 (subject to supplier quote). This will include

additional signage on the entry points to the pool and changing the corridor signage. Any

changes to signage will be in keeping with the existing signage theme. Other changes (that

will not incur a direct cost) include changes to the FAC website and literature.

Given the feedback provided by YMCA relating to the current naming of the pool as a ‘Warm

Water Pool’ and the confirmation from YMCA that the pool meets all requirements as a

hydrotherapy pool; it is recommended that the name change be made and implemented as

soon as practicable.

RISK ASSESSMENT


Service Delivery – The key risk associated with the recommendation is that (if no name

change is made) the existing impacts of the current reference to a Warm Water Pool (as

previously outlined) will continue. The risk is considered to be low.

Financial – There is a risk that (if no name change is made), custom may be lost due to the

current confusion and negative feedback generated (as outlined above). The risk is considered

to be low.

BUDGET IMPLICATION

As indicated above, the budget implications for changing the name of the pool are minimal

and would be covered under existing approved operational budget.

Board Report

Page 3

Appendix A

South Australian Public Health (General) Regulations 2013 and the Standard for the

Operation of Swimming Pools and Spa Pools in South Australia - hydrotherapy pools

The South Australian Public Health (General) Regulations 2013 and the Standard for the

Operation of Swimming Pools and Spa Pools in South Australia prescribe a number of specific

requirements for owners and operators of public pools to ensure that water quality within a

public pool is of a standard that protects public health.

The Standard for the Operation of Swimming Pools and Spa Pools in South Australia1 (‘the

Standard’) was developed to assist local councils in the administration of the legislation

relating to public swimming pools, spa pools, waterslides and hydrotherapy pools.

The Standard requires the following conditions to be met to be able to classify a pool as a

Hydrotherapy Pool:

7.3 Hydrotherapy pools

The following conditions must be achieved whenever a hydrotherapy pool is available for use:

• Hydrotherapy pool water must be disinfected with chlorine, bromine or by an ultraviolet

light plus hydrogen peroxide system so that the disinfection values set in tables 2, 5

and 7 are maintained.

• The pH, total alkalinity and pool water turnover rate must be maintained in accordance

with table 8.

• A hydrotherapy pool must be fitted with a filtration system that provides a continuous

circulation of the pool water through the filter. Ideally the hydrotherapy pool should

have its own filtration system. Cartridge filters and diatomaceous earth filters are not

recommended.

• All water in a hydrotherapy pool must pass through the filter as often as necessary to

ensure that the water is maintained in a clean and clear condition and in any event a

volume equivalent to the total volume of the pool at least once in every two hours. It

is recommended that for heavily used hydrotherapy pools, the water should pass

through the filter at least once in every hour*.

• A hydrotherapy pool must be fitted with automatic dosing and monitoring equipment

that continuously analyses and controls the pH and disinfectant levels in the

hydrotherapy pool water within the range as indicated in tables 2, 5 and 7.

• Hydrotherapy pool water clarity must be maintained as specified in section 4 of this

Standard.

NOTE: Under the General Regulations stabilisers must not be used in any indoor

swimming pool, which includes indoor hydrotherapy pools as they are defined in the

General Regulations as being swimming pools.

It is also recommended that stabilisers should not be used in outdoor hydrotherapy pools.

The high operating temperature and organic loading found in hydrotherapy pools provides

1 http://www.sahealth.sa.gov.au/wps/wcm/connect/3d0c758045e8828b98e2d8574adac1f8/6592+SAH+Pool+Standard_Jun13.pdf?MOD=AJPERES&CACHEID=3d0c758045e8828b98e2d8574adac1f8

http://www.sahealth.sa.gov.au/wps/wcm/connect/3d0c758045e8828b98e2d8574adac1f8/6592+SAH+Pool+Standard_Jun13.pdf?MOD=AJPERES&CACHEID=3d0c758045e8828b98e2d8574adac1f8

http://www.sahealth.sa.gov.au/wps/wcm/connect/3d0c758045e8828b98e2d8574adac1f8/6592+SAH+Pool+Standard_Jun13.pdf?MOD=AJPERES&CACHEID=3d0c758045e8828b98e2d8574adac1f8

Board Report

Page 4

an ideal environment for microbial growth. Therefore, a disinfectant which acts rapidly

should be used in order to control this growth.

*YMCA has provided the following information as supplied by Statewide Pools regarding

turnover rate which is key to classification as a Hydrotherapy pool per dot point 4 above:

Board Report

Page 1


Subject: Item 8.1: External Audit Services Tender and awarding of Contract




Consultation: Director, Corporate & Community Services – City of Victor Harbor Acting General Manager Organisation & Culture – Alexandrina Council

Attachments: Nil

CONFIDENTIAL ITEM – Public agenda version

PURPOSE

This report seeks Fleurieu Regional Aquatic Centre Authority (‘Authority’) Board approval for

the awarding of a contract to a nominated tenderer following a select Request for Tender

process for delivery of external audit services.

RECOMMENDATIONS

That the Authority:

1) Under the provisions of Section 90(2) of the Local Government Act 1999 make an

order that the public be excluded from the meeting, with the exception of the

Executive Officer, Leonie Boothby; Acting General Manager Organisation & Culture –

Alexandrina Council, Elizabeth Williams; and Director, Corporate & Community

Services City of Victor Harbor, Kate Jessep; in order to consider in confidence a

report relating to Section 90(3)(k) of the Local Government Act 1999 relating to the

receiving, reviewing and assessing of tenders for Fleurieu Regional Aquatic Centre

Authority external audit services, being information that must be considered in

confidence in order to ensure that the Authority does not disclose information relating

to tenders for the supply of goods, the provision of services or the carrying out of

works; and

2) Accordingly, on this basis, the Authority is satisfied that public interest in conducting

meetings in a place open to the public has been outweighed by the need to keep the

information and discussion confidential to prevent the unreasonable exposure of

commercial in confidence information provided by tenderers through the tender

process and the Authority report, attachments and associated documents and to

prevent an unfair advantage to a person with whom the Authority proposes to do

business.

Substantiation:

The matter of the agenda item being a tender to provide external audit services pursuant to

Section 90(3)(k) of the Local Government Act 1999 (“the Act”) being information that must be

Board Report

Page 2

considered in confidence in order to ensure that commercial in confidence information is not

divulged and the Authority does not disclose information which may prejudice the outcome of

the tender or future contracts.

There is strong public interest in enabling members of the public to observe the Authority’s

transparent and informed decision-making. This helps to ensure accountability, maintain

transparency of public expenditure, facilitate public participation, assist public awareness

and allow for the scrutiny of information. Attendance at a meeting of the Authority is one

means of satisfying this interest. The public will only be excluded from a meeting of the

Authority when the need for confidentiality pursuant to Section 90(2) of the Act outweighs the

public interest of open decision-making.

In this matter, the reasons that receipt, consideration or discussion of the information or

matter in a meeting open to the public would be contrary to the public interest are that:

• the disclosure would unreasonably expose commercial in confidence information

provided by tenderers through the tender process and the Authority report,

attachments and associated documents; and

• the disclosure would give an unfair advantage to a person with whom the Authority

proposes to do business.

On balance, the above reasons which support the need for confidentiality pursuant to

Section 90(2) of the Act outweigh the factors in favour of the public interest of open decision

making.

3) Recommendation contained in a confidential report.

4) Having considered this matter in confidence under Section 90(3)(k) of the Local Government Act 1999 makes an order pursuant to Section 91(7) of the Local Government Act 1999, that the report, attachments and associated documents in relation to Confidential Item 8.1 of the Authority Meeting held 18 April 2017 and titled External Audit Services Tender and awarding of Contract, be kept confidential and not available for public inspection, until the end of the Contract and that the Executive Officer be delegated the power to review and revoke this order.

5) Makes an order that the minutes relating to the above confidentiality order and other

information required to be released in accordance with the requirements of Section

91(8)(b) and (ba) of the Local Government Act 1999, be kept confidential until the

Contract is executed by both parties.

Documents

Please be advised that filming, photography and audio ... · Please be advised that filming, photography and audio recording may take place at this meeting ... 4.2 Draft Strategic