MINUTES OF AVENUE BOWLING CLUB SPECIAL MEETING OF MEMBERS HELD ON TUESDAY 22 JANUARY 2013

Meeting opened at 7.06pm

Attendees: As per attached list - 45 Full/Life members

Apologies: As per list - 9 Full/Life members

Chairman Arthur addressed the meeting, which was called to enable members to vote on a Board of Directors proposal involving the Club borrowing funds to install a new green and for members to receive an update on the Candeloro St project.

Chairman Arthur firstly invited member Graham Day, who is a member of the appointed new greens sub-committee to address the meeting. Mr Day advised the meeting of how the sub-committee had visited a number of Clubs and inspected the various types of surfaces that they had installed, to ascertain which was the best surface for the Club’s new green. They also spoke to various members of these Clubs to determine whether their particular surface had any installation or post installation problems, particularly concerning care and maintenance. He also pointed out that the manufacture of the green had been improved in recent years so that the surface was not affected by weather conditions (i.e. whether it slowed when overcast or sped up in sunny conditions), a problem experienced by other Clubs, which have had this surface down for a considerable time.

There were 3 green surfaces involved, Supergrasse, Woven Carpet and Needle Punch and the sub-committees discussions with both Club and the installers led them to recommend that Needle Punch carpet would be their preferred option for a new surface on the Simpson Green. Further, their choice of installer was Berry Bros, an experienced installer of greens and whom installed our current greens some years ago. Sub-committee member Frank Pomeroy then addressed the meeting and advised them that the Needle Punch green he bowled on at Colac was an exceptional surface in his opinion. Questions from the floor queried about the speed of the greens (about 14 seconds on the day of the try out) and whether the seams affected the bowls (it didn’t)

Chairman Arthur then advised the meeting that the cost of the sub-committee recommended (and Board of Directors supported) Needle Punch Carpet green was $145,420. Of this amount the Club would receive back $13,200 in GST rebate later this year and that after assessing what funds the Club currently had, the Club would need to borrow $60,000 to complete the project, on the best terms that the Board could arrange.

There being no further discussion on this matter, member Peter Thistlethwaite then moved the following motion:

-That the members approve the replacement of the Simpson green with a Needle Punch carpet green at a total cost of $145,420 (including GST), with the work to be carried out at the end of the current season. Motion was seconded by Dino Boratto and carried.

Chairman then thanked the sub-committee members (Graham Day, Frank Pomeroy, Paul O’Farrell and Dave Murfin for their time and hard work in researching this project.

Question was later raised regarding the existing ditches and surrounds. The suggestion was made that for approx $4700 (incl GST) new banks could be installed in a terracotta colour, which would improve the look of the new green, plus make it easier to distinguish where the green ends, considering the existing banks are similar in colour to the existing green. Chairman Arthur Clegg undertook to refer this suggestion back to the Board of Directors.

CANDELORO ST PROJECT

Chairman Arthur Clegg advised members that Environmental Earth Sciences, the firm engaged by the Club in September 2012 to carry out further site assessment on the Candeloro St property, including soil sampling and water table testing, have now completed their report.

The EPA has now approved the report and the audit statement.

The report shows that ¾ of the property is not contaminated, however the remaining ¼ (the SE corner) does contain some contamination. The Auditor has issued a Statement of Environmental Audit, which certifies that the site is suitable for beneficial uses associated with:

-Parks and Reserves

-Agriculture

-Residential housing, schools and kindergartens

-Recreation (open spaces)

-Commercial & Industrial use

However any such use would be subject to the adoption of a Management Plan, which states that any excavation greater than 0.5 metres in the area containing the contamination would require the excavated spoil to be re-buried at that depth or greater or disposed of off-site in accordance with EPA Contaminated Soil Guidelines. This Audit Report and Management Plan have to be passed on to the new owners, should the block be ultimately sold.

EPA has approved this Management Plan, which has now been submitted to Council with a request to proceed with the Club’s re-zoning application.

Should Council approve the re-zoning application, it will then be referred to the Dept of Planning & Community Development (DPCD), who if it endorses the approval, will return it to Council, which will then place it for Public Exhibition. It is at this stage that any adjacent property owner can lodge an objection to the re-zoning. Should there be no objections, or any objections received are resolved or dismissed by VCAT(?), Council then complete a final adoption of the re-zoning and forward it to the Minister of Planning for final approval.

It is considered that the entire process should be completed by the end of this calendar year, but hopefully sooner, depending on the number of objections received and the time taken for processing at the various Government levels.

It is also envisaged that unless there are a large number of legitimate objections to the re-zoning, which would result in costly panel hearing, the total cost of the project will end up well short of the members approved $100,000, ($64,000 spent to date).

Meeting closed at 8.25pm