Below is a continuous version of the 2015 AGM. Please excuse the sometimes slow frame rates and occasional dropouts (due to data stream issues).
After much feedback; the Q and A forum based on the survey will be postponed until the 26th April midday at the Hall on Graceleigh.
This will be followed by Racquets Day at 2.15/2.30 and lots of social activity
The Annual General Meeting will still be held at the Hall on Graceleigh on the 25th March 2015 at 7.00pm …
NOMINATIONS ARE IN. SEE BELOW
AGM to held at Hall on Graceleigh 7pm 25th March 2015
NOMINATIONS FOR BRASA EXECUTIVE COMMITTEE POSITIONS 2015 AGM
Linda Munster Greg Slater
Proposed by: Kim Sami Proposed by: Martin O’Donnell
Seconded by: Greg McKenzie Seconded by: Janis Rossiter
David Murphy Tom Sharp
Proposed by: Linda Munster Proposed by: Sally Sharp
Seconded by: Kim Sami Seconded by: Martin O’Donnell
Janis Rossiter Kim Sami
Proposed by: Martin O’Donnell Proposed by: Linda Munster
Seconded by: Greg Slater Seconded by: Greg McKenzie
Tom Blake Gregory McKenzie
Proposed by: Martin O’Donnell Proposed by: Wendy McKenzie
Seconded by: Eri Utsumi Seconded by: Phyllis McKenzie
GENERAL COMMITTEE MEMBER:
Janine van Boeschoten Shane Mobbs
Proposed by Kim Sami Proposed by: Tom Blake
Seconded by: Linda Munster Seconded by: Martin O’Donnell
Under the Australian Prudential Regulation (APRA) Authority Act 1998, entities can only insure for themselves and any other entities/organizations in which they have a controlling interest.
BRASA, as the leaseholder of Graceleigh Park (not The Hall), does in fact have a controlling interest over the entities using the facilities and therefore complies with the policy requirement. The following groups have been listed on BRASA’s Insurance Policy: ANZAC committee, soccer club, netball club, tennis club and seniors.
A special clause has now been added, which deems that BRASA, as the leaseholder of Graceleigh Park (not The Hall), does in fact have a controlling interest over the entities which use the facilities and therefore complies with the policy’s requirement.
The review also discovered that there was no cover in place for voluntary workers and office holders. This has now been added.
The policies do not cover injuries arising from sporting activities, though clubs can arrange their own insurance if desired.
- $20m public liability
- Volunteers liability
- Officeholders liability
BRASA members and sub-committees are covered by BRASA’s insurance policy anywhere in Australia for BRASA events, excursions and Graceleigh Park areas under BRASA’s management. This includes Hall on Graceleigh.
It does not cover the other areas at Graceleigh Park such as the south-west corner of Graceleigh Park where the ANZAC memorial and shelter sheds sit, and east of the road including the BBQs, toilets and ring road down near Back Creek. It actually covers the area where the ANZAC memorial flagpoles sit!
From Zoya Blackstein, SRRC: I have confirmed with Property & Operations that the Anzac Memorial does not fall within the leased area of Beechmont Recreation Arts & Sport Association. I would suggest contacting the Beechmont Anzac Day Committee for them to look at extending their insurance coverage to include Graceleigh Oval and the Hall if this is utilised as well as this is hosted by them. I would also suggest talking to the association’s insurance broker as well or whoever looks after the BRASA insurance policy that you can ask these questions too as well. They will be better positioned to give the best advice on this scenario.
The area includes the tennis courts, play area, oval, cricket club and nets. See Map under agreement between Beaudesert Shire Council and Beechmont Sports Association.
Areas outside the Graceleigh Park boundaries. Not covered by BRASA’s insurance policies. Includes the toilets, BBQs on the eastern site, the roundabout down near Back Creek and the ANZAC memorial.
Sub-committees of BRASA. Covered under BRASA as all members of sub-committee(eg. Social club) are members of BRASA
ANZAC committee, soccer club, netball club, tennis club and seniors. Insurance is covered for Graceleigh Park areas under BRASA control. Netball, cricket and soccer have their own policies through their national sports association.
Insurance for use of Hall on Graceleigh. BRASA is just one of the users of the Hall and therefore does not have a controlling interest.
Any of the groups wishing to use the hall need to formally contact BRASA to book the Hall for any events. For the seniors, this could be one email covering every Monday for the foreseeable future. This is only to satisfy the insurance policy and BRASA will never refuse bookings; unless the Education Department does.
Excursions Away From Graceleigh Park. Under the current policy, all BRASA events and excursions are covered Australia wide but it does not cover any activities by any organization/entity away from Graceleigh Park unless that entity is a sub-committee of BRASA.
Bunnings BBQs. To be covered for Bunnings BBQs, the clubs must register under BRASA and deposit the moneys into BRASA’s bank account. BRASA will then transfers the monies back into the club’s account. Anyone manning the BBQ must be a BRASA member.
Volunteers on BRASA activities: covered. Must be registered
Please email: firstname.lastname@example.org for any further clarification.
INTERIM BRASA INCOME AND EXPENDITURE STATEMENT
AS AT 21ST MARCH 2015
|Barbarian of the Month||$640.00|
|Seniors – table n ladder||$253.19|
|Mower Reg & Ins||$259.75|
|Web Hosting – Trinity||$137.08|
|Grant – Gambling Fund|
|St Johns Amulance – AED||$2,415.00|
|Guitar World – PA system||$5,000.00|
|Smart Digital – Visual Projection System||$9,573.00||$16,988.00|
|Lockup Concrete – Cricket Pitch||$3,465.00|
|Globe Aust – ant rid||$297.00|
|Tweed Coast Concrete||$650.00||$8,290.57|
|AAA Discount printing||$130.00|
|A Brand – reimbursement||$80.00|
|BRASA Common Seal||$79.40||$689.18|
|BEECHMONT RECREATION, ART & SPORTS ASSOCIATION INC|
|INTERIM BALANCE SHEET|
|AS AT 21st JUNE 2015|
|Policy Adjustment – Plant and Equipment||15,168.09|
|Surplus/(Deficit) Income over Expenditure||14,367.93||6,853.81||367,948.90|
|Cash at Bank Working Account||19,648.72||2,543.16||3,471.07|
|Cash at Bank Everyday Account 21912683||30,544.53||39,600.65||38,194.15|
|Cash at Bank – Term Deposit 21978428||105,835.52||104,184.26||100,000.00|
|Cash at Bank – Term Deposit 21978429||106,153.77||103,667.17||100,000.00|
|Cash at Bank – Term Deposit 21978430||105,167.62||102,986.99||100,000.00|
|TOTAL CURRENT ASSETS||367,350.16||352,982.23||341,665.22|
|Plant and Equipment||72,982.10||72,982.10||69,026.56|
|Less Accumulated Depreciation||-27,052.09||-27,052.09||-18,869.03|
|TOTAL NON-CURRENT ASSETS||45,930.01||45,930.01||50,157.53|
|TOTAL CURRENT LIABILITIES||235.68||235.68||–|
Letter sent to Hall on Graceleigh Committee:
13th March 2015
To the Beechmont Hall Committee c/o Beechmont State School Beechmont Road
RE: Use of Hall on Graceleigh
BRASA is fully behind the Hall on Graceleigh and fully appreciates that it is a great local community asset. However, there are a number of issues that need to be addressed, as BRASA wants to see the Hall sustainable in the long-term. Matters that BRASA would like to see addressed are:
1. BRASA representation on the Hall Committee
BRASA should be able to appoint a delegate to represent BRASA at Hall Committee meetings. Would Virginia West and Belinda Coulahan, who are the current Lessor and Lessee representatives please confirm this?
2. Hall Access
Whilst it has been several years since the opening of the Hall, procedures for using the Hall are not clear and simple.
These need to be addressed as a matter of urgency. Currently, when a member of the community wishes to hire the Hall on Graceleigh, they need to ring Beechmont State School, request information and have details sent to them, etc; a time consuming process. If such procedures were adopted, the load would also be lightened on Beechmont State School’s staff. At the very least there should be:
- Simplified procedures for general community to access the Hall
- Expedient and friendly processing of requests
- Procedures, Policies, Forms and Hire Charges to be published on BRASA’s/school’s website enabling anyone wishing to book the Hall to be able to review the charges, procedures, insurance requirements and complete a booking form
- Hire of the Kitchen to be simplified (one local couple gave up after months of endeavours of wanting to use the kitchen to manufacture products for markets). This is particularly relevant as it was the Beechmont Community who donated the moneys to install the
- Procedures for access request Out of school periods
If members of BRASA (current joining fee of $2.00), do they need to seek permission from BRASA? Are they covered by BRASA’s insurance? If so; this would simplify the insurance dilemma.
Also there needs to be verification of facts around an edict put out by the Education Department (that was apparently read by Kim Sami) that the insurance policy can be relaxed on a case by case basis. This information has not been formally communicated to BRASA. Please confirm DET’s position on this matter and have it published for all potential hirers to see; noting person able to make this relaxation.
4. BRASA social club.
As a sub-committee of BRASA, social club members may wish to play sport including futsol/indoor soccer inside the Hall On Graceleigh Park. This was banned by the Department of Education in the past. Yet it is a sporting hall and public liability insurance does not cover playing sport. The local community paid for the special floor surface to enable such sports to be played. We need to be assured that sport is allowed to be played in the Hall.
Where does revenue from the Hall on Graceleigh go? Does it go into the Beechmont State School Budget/Pool or into another DET Pool? If the expenses come out of Beechmont State School’s budget, BRASA is willing to consider the following:
- Set Up a Sub-committee/ private person to advertise and co-ordinate events, functions,conventions, weddings etc for both Graceleigh Park and Hall on The sub committee/private person would receive a set fee.
- To enable this to occur, the facility would need to be upgraded (eg. lining of Hall) and extensive advertising /co-ordination. BRASA would consider proposals from the P&C regarding grantsand resources to enable these events to occur at the
6. Hall Hire
Can BRASA sub-hire the Hall? eg. BRASA promotes a sporting event, charges the event for all of Graceleigh Park and then pay DET the hiring fees?
7. Internet Access
There is none at the Hall. This would be critical if the hall is to be used for functions or conventions.
- The size of the roof of the Hall would enable the installation of a large rainwater It would be an overflow from the existing tank. BRASA would consider funding this improvement if the tank were to be located on land other than Lease A which is rented by DET. BRASA needs permission from DET to do this.
- Formal clarification is required from DET regarding use of water from the existing tank by groups using the Hall or Graceleigh
If the rumours are true that BER halls around Australia are to adopt the Beechmont model, then surely the Beechmont model should be working properly. The operators of the Hall must be seen to be allowing the general public reasonable access (as per the lease agreement) in an easy friendly and professional manner. We look forward to working with you on this matter.
The hall is made of two main buildings, the small building which includes foyer and toilets and the large main hall building.
A high resolution satellite image of Beechmont has been proposed to be put on display in The Hall On Graceleigh.
The image which is set to be two metres wide and over a metre high will be mounted in main hall. It is expected to be useful for planing purposed as well as being of general curiosity to hall visitors.