CAMDEN BICENTENNIAL EQUESTRIAN PARK (BEP) COMMUNITY MANAGEMENT COMMITTEE (Winning through community involvement) 2006 Annual Report 31 December 2006
CAMDEN BICENTENNIAL EQUESTRIAN PARK COMMUNITY MANAGEMENT COMMITTEE ANNUAL GENERAL MEETING 14 FEBRUARY 2007 PRESIDENT S REPORT It gives me pleasure to present my annual report of our Park s Management Committee for the calendar year 2006. After two years of service by the revamped committee, the unknown to our newer members, including myself, as reported in my previous year s report, has become much clearer and I believe we can look back on this past year with a great deal of satisfaction in what has been achieved. The annual report of the Committee, as drafted by Peter Standen, to whom I express my sincere thanks, details the many facets of our management role and activities that have occurred during the year as well as plans for the future and I commend this document to all those with and interest in the Park. In addition to the Polo Crosse Nationals and Pony Club State Titles our Premier Groups conducted many professionally staged events. An extra dimension to the activities on the Park has occurred with the construction of the R.S.L. Memorial Walkway. In noting the improvement and maintenance works undertaken on the Park during the year, and as detailed in the before mentioned annual report, acknowledgement should be made of the significant voluntary contributions made by members of our Premier Groups. The engagement of our own caretaker/groundsman, as mentioned in my previous report, has been deferred for the time being due to alternative arrangements for maintenance and use of available funds. However, I believe this appointment should still be on our plans for the not too distant future. Again I express my hope that Council can make available sufficient resources to enable the Park to reach its full potential. The fee income generated by the usage of the Park, even with recent increases, only represents a minor contribution to the funds required for the maintenance and further development of our valuable community asset. My thanks are extended to all members of our Committee for input into the management of the Park over the past 12 months and particularly to our executive for the professional manner in which their various tasks have been undertaken. Also thanks are extended for the support given to us by the Mayor, Councillors, and Officers of Camden Council and again I particularly express my appreciation to Councillor Fred Whiteman and Lisa Miscamble, Council s Manager Community Services. As in the previous year it has again been a pleasure and privilege to serve as President for the last year. JOHN DRINNAN PRESIDENT 2
CAMDEN BICENTENNIAL EQUESTRIAN PARK (BEP) COMMUNITY MANAGEMENT COMMITTEE 2006 ANNUAL REPORT TO 31 DECEMBER 2006 1.0 INTRODUCTION This report provides information on the Committee s care control and management activities in the development and use of the Bicentennial Equestrian Park (BEP), Cawdor Road Camden, during the period 1 January to 31 December 2006. The Report has been prepared by the Committee for Council s information and that of others with an interest in the Park s development and use over time, and as a record of these activities. In submitting the Report the Committee wishes to acknowledge the significant support provided to it by Camden Council and its staff, as well as the continuing voluntary contributions and support by the Premier Groups and their many sponsors and supporters. The Committee believes that it is with this continuing cooperation and support, and the introduction of other community groups and sponsors to take part in future development, that the Park will achieve its full potential as an outstanding regional equestrian and passive recreational area that Camden and Macarthur region residents can be proud of. 2.0 COMMITTEE/MEMBERSHIP There was one change in the membership of the Committee during the period with Mr Nicholas Sherwood replacing Mr Greg Wall on his resignation as the representative of the Sydney Polocrosse Club. The Committee members at the close of the period were: John Drinnan (Community Representative and President), Ray Moore (Community Representative and Vice President), Iain Richard-Evan (Community Representative and Vice President), Jenny Frankum (Cobbity Pony Club Representative and Secretary), Sandy Davies (Camden Show Society Representative and Treasurer), David Head (Camden Show Society Alternate Representative and Booking Officer), Peter Standen (Community Representative and Council Liaison Officer), Charlotte Hyles (Camden Horse Trials Representative), Annette Arany (Community Representative), Paul Frean (Rodeo Representative), John Walsh (Communty Representative), Jenny Hodgson (University of Sydney Representative), Joanna Kraatz (Community Representative), Sam Miller (County of Cumberland Campdrafting Representative), Elva Plantzos (Illawarra Dressage Association Representative), Nicholas Sherwood (Sydney Polocrosse Representative), Cr Fred Whiteman (Councillor Representative), and Cr Cindy Cagney (Councillor Representative). The Committee met at 7.30pm on the second Wednesday of each month (eleven times). In addition, the Executive of President and Office Bearers met four times to progress urgent matters, eg, Polocrosse Nationals, fees and charges, and maintenance and capital works proposals for 2007/8. Relevant recommendations and decisions made at these meetings are incorporated in the following items. 3.0 PREMIER GROUPS The Committee works with 7 Premier Groups which conduct equestrian events on the Park, viz: - Camden Horse Trials - Camden Show Society - Cobbitty Pony Club 3
- County of Cumberland Campdraft Club - Illawarra Dressage Association - Rodeo Association - Sydney Polocrosse Club. The Premier Groups achieve and maintain their status, which includes priority usage and 50 percent discounts on user fees, through donations or participation in voluntary non-event maintenance and improvements to the Park and its facilities. The Council developed a draft Premier Group agreement during the review year and the Committee plans to consider this with the Premier Groups during the first half of 2007. The annual review of voluntary contributions by the Premier Groups, the results of which are summarised in Table 3, shows that Premier group contributions were generally satisfactory with the possible exception of Camden Horse Trials. The Committee will follow this through to require a meaningful contribution for the 2007 year, otherwise a review of status will be necessary. Negotiations with other Premier Groups is also continuing, The Committee also encouraged non-equestrian use of the Park, eg, RSL Memorial Walkway, Macarthur Lions proposed annual steeplechase event, orienteering and provision of an unleashed area for dogs before 9.00 am. 4.0 PARK USAGE Park equestrian usage continued to increase during the year, with the highlight being the October Polocrosse Nationals followed by the Pony Clubs State Titles. Nevertheless, preparation of grounds for these events resulted in a couple of potential users having to relocate to other venues. Annual comparative use figures are shown in Table 1. Camden Mayor Chris Patterson extending a Civic Welcome to Polocrosse Nationals participants TABLE 1: ANNUAL PARK USAGE No. YEARS EVENT DAYS HORSES COMPETITORS SPECTATORS MARKETS PARKING 1 2004 55 Not 3 980 4 580 4 690 recorded 2 2005 87* Not 6 236 8 280* 4 375 recorded 3 2006 87 9 232 9 574 12 594+ 4 965 *includes 13 circus days with 1 080 spectators; + includes 8 650 spectators at the Polocrosse Nationals The construction of part of the RSL Memorial Walkway in the Park by Council, through the creative ideas and efforts of Vice President Iain Richard-Evan (as President of the Camden RSL Sub-branch) in 4
obtaining Commonwealth Government grant funding for the purpose, further opened up the Park for valuable non-equestrian recreation. The Walkway and Memorial were officially opened on 11 November 2006. The Walkway is maintained by the Committee which has sought additional funds from the Council to cover the cost. 5.0 USER FEES & CHARGES RSL Memorial Walkway and Opening on 11.11.06 As required by Council, proposals for 2006/7 User Fees & Charges were prepared by the Committee in January and submitted for Council s consideration and exhibition for public comment prior to finalisation and commencement on 1 July 2006. The recommendations were restructured on a ground wear and tear basis fee plus a horse fee and confirmed the previous camping fee requirements. They provided for an approximate overall increase of 20 percent. The recommended fees were endorsed and included in the Council s Draft Management Plan 2006 2010 and Budget, Revenue Policy, Fees and Charges and Financial Information Report, which was exhibited for public comment and subsequently adopted by the Council. The approved fees were then commenced on 1 July 2006 and appeared to work reasonably well. The December review by the Committee for the 2007/8 Budget year recommended little change, but included a proposal to introduce modest storage fees for on-site storage of equipment to assist Premier Groups. 6.0 INCOME/EXPENDITURE Income for calendar 2006 totalled $118,526.82, including net bond deposits of $2750.00 at year s end. $2,663.00 remained uncollected and is being followed up. Of the income, $91,317.00 came from Camden Council (from 2005/6 and 2006/7 budgets), $2000.00 from Illawarra Dressage Association and $500 from Cobbitty Pony Club as donations to the Park, with the balance from fees and charges. Expenses approved and paid from the Committee s account totalled $102,226.21. This included $81,878.94 for work on the Park s southern facilities, Clubhouse and Northern Pavilion of a capital nature. 7.0 BEP MASTER PLAN The Camden Bicentennial Equestrian Park Master Plan, prepared by Tim Court and Company, as approved by Council on 29 November 2004, was modified by the subsequently approved Camden Bicentennial Equestrian Park & Onslow Park Specific Area Plan of Management on 28 November 2005. While these plans are indicative only, they continued to provide guidance to the Committee in the discharge of its care, control and management responsibilities for the Park. However, some minor implementation variations have occurred over time with others considered to warrant further review and possible amendment. The Committee commenced this review during the year and proposes to submit a report thereon for Council s consideration within the first half of 2007. 5
8.0 2006 MAINTENANCE AND IMPROVEMENT PROGRAM The Committee reviewed maintenance and improvement requirements for the Park, in conjunction with the Premier Groups, to identify priorities in accordance with the Master Plan and make recommendations to Council for inclusion in the 2006/7 Budget. As a result, in January 2006, the Committee recommended a maintenance allocation of $ 62,000, a capital works improvements allocation of $102,355 and $10,000 towards the purchase of a tractor. Council s response was to allocate $40,000 for maintenance, $20,000 for clubhouse completion and $10,000 as a contribution to the purchase of a tractor, with the tractor funds subsequently reallocated on the Committee s request for completion of the southern electrical installation. In addition, the Council provided much appreciated support for the Polocrosse Nationals event in October 2006, with additional maintenance surrounding the Park and to its principal access roads. These funds were put to good use by the Committee during the year, together with significant voluntary donations and work by the Premier Groups with some community support. This work is summarised in Table 2 and involved the Committee in obtaining and processing 63 quotations and managing 21 small contracts as well as numerous voluntary work days throughout the year. A presentation on the Committee s development activities, illustrating the valuable voluntary contributions by members and the Premier Groups, was made to a Workshop of Councillors and Senior Staff on 20 November 2006. TABLE 2: 2006 BEP MAINTENANCE AND IMPROVEMENT WORKS No. DESCRIPTION PHOTO 1 Levelling multi-use arena and seeding and fertilizing all arenas VALUE Contrib n Cash Total 24 170-24 170 2 Clubhouse internal linings, plumbing and drainage to toilets, partitions and bench tops, and painting - 37 493 37 493 6
3 Completion of southern amenities building including partitions, doors, internal plumbing, drainage, electrical and gas hot water services 32 570 25 295 57 865 4 Construction of southern roadbase access roads (880m) 1 400 6 041 7 441 5 Electrical supply to southern area including transformer, meter box, 210m HD underground service, pillar and switch box 41 000 8 020 49 020 6 Erection of 116 horse stalls 5 800-5 800 7 Provision of concrete floors in southern and northern open pavilions and outside clubhouse 15 700 14 201 29 901 8 Special site clean up for Polocrosse Nationals, including removal of temporary toilets 3 500-3 500 7
9 Miscellaneous recovery of fence posts and rails from Menangle, fence repairs & painting, water & electrical maintenance, campdraft arena sand, minor grass cutting 10 Provision of northern area PA system 14 410 2 000 16 410 2 737-2 737 11 Conduct of BEP Community Management affairs including meetings and planning, design and supervision of works 57 640-57 640 12 Rates and lease - 8 035 8 035 payments, minor cleaning equipment and stores, locks and keys, and small signs 13 Miscellaneous - 1 141 1 141 expenditure 14 TOTALS 198 927 102 226 301 153 The Committee received Council funding in an amount of $91 713 during the review year (balance from 2005/6 budget and payments from 2006/7 budget) and this together with hire fees and charges received and the values of the voluntary contributions and work on the Park, as included in Table 2, are shown for each income source in Table 3 below. Four by 50 person seating panels approved In addition, the Committee was successful in obtaining a grant from the Department of Sport and Recreation in an amount of $11 389 towards the provision of seating for 200 persons and part fencing of the Multi use Arena (one side x 140 metres). This work has been approved by Council, including the issue of development consent, and is planned for completion in the first half of 2007. 8
TABLE 3: SUMMARY OF CONTRIBUTIONS ($) No COMMITTEE/PREMIER GROUP CONTRIB N BEP (C L) TOTAL VALUE PAYMENTS 1 BEP Committee operations 53 140-53 140 2 BEP North Clubhouse completion - 37 493 37 493 3 BEP Grass cutting - 2 000 2 000 4 Sydney Polocrosse Club 111 080 53 557 164 637 5 County of Cumb. Campdraft Club 14 970-14 970 6 Illawarra Dressage Association 3 100-3 100 7 Cobbitty Pony Club 6 920-6 920 8 Camden Horse Trials* 850-850 9 Camden Show Society 8 867-8 867 10 Rates & Misc. - 9 176 9 176 11 TOTALS 198 927 102 226 301 153 * Please note that Camden Horse Trials had not advised of other contributions when these tables were prepared 9.0 2007/8 PROPOSALS Available carryover funding for 2006/7 is to be used to complete the access way to the new southern electrical metering point, estimated $13 000 (see diagram), completion of the Multi-use arena fencing and seating estimated at $24 000 including S & R grant of $11 389, some fencing to protect the RSL Walkway, upgrade clubhouse hot water system, provide small storage areas and BBQ shelter at clubhouse and small storage/office space in southern pavilion, all estimated to cost about $12 000. The Committee, in response to Council s invitation, reviewed 2007/8 maintenance and development proposals for the Park in December and recommended that Council consider providing $40 000 for maintenance and $80 000 for improvements (Multi-use Arena fencing and surface upgrade, raising concrete causeway and installing electrical outlets for campers in southern area), together with the sealing of Council s section of Exeter Street estimated at $30 000. This would also provide improved access to the Town Farm and the land recently acquired from Mr Ferguson. In addition, Committee members are growing on tree stock for planting some 360 shade and feature trees next cool season, as well as working with the Cobbitty Pony Club to secure funding to establish permanent pony club facilities at the north eastern end of the dressage area. Electrical Access Way The Committee wants to progress drainage and wetland issues at the northern and eastern sides of the Park, as proposed in the Council s approved Plan of Management. This requires some 9
assistance from Council staff in preparing design plans which are outside the Committee s capacity. An answer to a Committee request in this regard (for the wetland) is awaited, and the Committee hopes this can be progressed in 2007 as grant funds are likely to be available to assist in carrying out the work. Now that the Park is of a marketable standard, the Committee also plans to initiate a marketing program and try for major ground naming rights sponsors to assist in meeting future maintenance and development costs. John Drinnan President 10