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ALWYNDOR AGED CARE MANAGEMENT COMMITTEE

MINUTES

for the meeting held in the Training Room, Nursing Home on Monday 16th February, 2009 at 6.30 p.m. 1. PRESENT: Mr N Hakof (Chairman) Ms C Cotton Ms K Stevens Mr M Bower Mr G Potter Ms D Cox Ms K Field

J Cunningham D Royans Cr P Heysen

2. IN ATTENDANCE:

General Manager Manager Residential Care Manager Community Services

3. OPENING: The Chairman, Mr Nick Hakof declared the meeting open at 6.40 pm and welcomed everyone to the meeting. He advised the meeting of the very good news that member Julie Cunningham, has decided to serve out the term of her Committee appointment. 4. APOLOGIES: Cr R Clancy 5. CONFIRMATION OF MINUTES: Recommendation: The minutes of the meeting held on 8th December 2008, were taken as read, approved and confirmed as a true record. Moved: Seconded: J Cunningham D Royans

CARRIED

Recommendation: The minutes of the Strategic Planning Workshop held on 19th January 2009, were taken as read, approved and confirmed as a true record. Moved: Seconded: Cr P Heysen C Cotton

CARRIED

6. BUSINESS ARISING FROM MINUTES: 6.1 AMC Honorarium The resolution of CHB Council, in respect to the implementation of an honorarium payment was tabled for the information of the AMC members. The terms of the honorarium and its administration processes are to be included in the "Terms of Reference" of the AMC Committee. Noted by the Alwyndor Management Committee

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AMC Minutes ­ 16th February, 2009 6.2 Alwyndor Redevelopment: The General Manager talked to the updated redevelopment documentation provided to the AMC members and confirmed: - that the previous financial anomalies regarding the capital construction costs and the resultant cash flow analysis, had been corrected and were reflected in the updated information package - that concerns in relation to the previous market analysis assumptions had been addressed and that the updated analysis was also included in the information package Noted by the Alwyndor Management Committee The AMC chairman presented a summation of the key features of the four models under consideration, as determined by the redevelopment sub group meeting on the 29 January 2009, comprising the: - AMC Chairman - AMC Vice Chairman - Chairman AMC Building Sub Committee - Chairman AMC Finance committee - Alwyndor General Manager Model One This model is the most ambitious and would provide a major overhaul of all hostel accommodation. However, it involves significant expenditure that is believed to be beyond our financial capacity. The financial modeling provided, leaves a residual debt of $8.966M at June 2014. This debt cannot be serviced nor retired and we would be unable to progressively recover the $13M of bond monies invested in the project. It is therefore unachievable in a single stage development. Model Two This model is of less scale than Model One, but leaves us with a debt of $3.9M at June 2014. At present our current recurrent operational revenue would allow us to service interest and probably achieve some debt pay down, but this would only be gradual and we still need to recover our bond investment in the project of some $13M. Mindful of the need to achieve an acceptable risk profile, this model is still regarded as ambitious in a financial sense and more so when it allows no capacity for further development of the areas freed up. Model Three This model is seen as realistically achievable and will provide, in conjunction with the current respite centre, new modern facilities for almost 70% of our hostel residents. As a stand alone project, it will require minimal debt funding (peak of $2.284M in March 2012). At project completion (2014), it provides a positive cash position of $1.997M, which would allow us, over a reasonable term less than the life span of the new buildings, to recover the bond monies invested in the project. From a risk profile, initial reaction is positive and we are not required to press on beyond this stage. This is the model recommended.

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AMC Minutes ­ 16th February, 2009 Model Four If market conditions are seen as favourable on completion of Model Three and an appropriate risk analysis is undertaken at that time, then a staged development of the land currently occupied by Units 2 and 3 can be undertaken, with circa 35 ILU / ALU's and a resultant positive cash-flow of $4.499M derived (Refer Summary cash ­ flow 2008 Projections Options 4.3 & C2.0. The Chairman then invited discussion on the findings and recommendations of the sub group, prior to the tabling of a formal AMC resolution in regard to the preferred site redevelopment model. Resolution: Based on comparative compliance evaluation against the agreed key site redevelopment criteria; the current capital resources and forecast five year cash flow analysis of Alwyndor Aged Care's operations, the AMC recommends the: adoption of Site Redevelopment Model 3, as the optimum and preferred Stage One redevelopment option for the period 2009 -2012. General Manager to instruct Realty Solutions Pty Ltd to commence development of the LGA Section 48 Prudential Report based on Model 3 with: - Part A of the Report to encompass the implementation of Model 3 for review and potential adoption by both the AMC and the City of Holdfast Bay Council and - Part B of the Report to address Model 4 ­ detailing future staged development potential, including market analysis of optimum use of any residual land post 2012, for the information of the Council of the City of Holdfast Bay. General Manager to commission the following additional reports required by the AMC, to supplement the content of the Section 48 Prudential Report: - temporary staff and service relocation options, issues and costs - impact and restrictions on residents / visitors / staff during project - staff, residents and families communication plan - impact on clinical care, including operational efficiencies, arising from a new 37/44 bed two storey annex - impact on hotel services, including operational efficiencies, arising from a new 37/44 bed two storey annex Moved: Seconded: M Bower Cr P Heysen

CARRIED

6.3 Respite Service Provision Draft correspondence from the General Manager to the CEO City of Holdfast Bay, including the AMC Resolution of 19 January 2009, was tabled for the review and endorsement of the AMC. Noted and endorsed by the Alwyndor Management Committee Moved: Seconded: D Royans Cr P Heysen

CARRIED

6.4 AMC Recruitment

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AMC Minutes ­ 16th February, 2009 Outstanding issues relating to the filling of casual vacancies on the AMC were discussed and clarified. Resolution: That the Alwyndor Management Committee accepts the recommendation of the Chairman, Vice-Chairman and Chairman of the Building Sub-Committee, that Mr. Terry Evans be appointed to fill the vacancy on the Management Committee for a two year term to expire on 1 March 2011 (subject to the receipt of a satisfactory National Police Clearance), and that this notification be forwarded to Council for its consideration and endorsement. Moved: Seconded: Cr P Heysen D Royans CARRIED

6.5 Balance Sheet Incorporating Bed Valuations Report from Mr Ian McDonald was tabled for the information and review of the Alwyndor Management Committee. Noted by the Alwyndor Management Committee 6.6 Alwyndor Strategic Plan (2009 -2012) The revised Alwyndor Strategic Plan (2009 ­ 2012), was reviewed by the Alwyndor Management Committee. Resolution: The Alwyndor Management Committee wishes to inform the City of Holdfast Bay Council that it has formally endorsed the "rolling three year" Alwyndor Strategic Plan (2009-2012), at its meeting held on the 16 February 2009. Moved: Seconded: Cr P Heysen C Cotton

CARRIED

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REPORTS: 7.1 Manager Community Services' Report The Alwyndor Management Committee had before it the above Report Recommendation: That the Manager Community Services Report be received. Moved: Seconded: Cr P Heysen J Cunningham

CARRIED

7.2 Manager Residential Care's Report The Alwyndor Management Committee had before it the above Report Recommendation: That the Manager Residential Care's Report be received. Moved: Seconded: Cr P Heysen J Cunningham

CARRIED

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AMC Minutes ­ 16th February, 2009 7.3 General Manager's Report There was no additional report from the general manager for this meeting Noted by the Alwyndor Management Committee 8 CORRESPONDENCE: Nil Noted by the Alwyndor Management Committee FINANCIAL REPORTS: 9.1 Bank Reconciliation for Month of December 2008 9.2 Budget/Actual Comparison by Department Year to Date Budget 31 December 2008 Recommendations: That the Bank Reconciliation for the Month of December 2008 be confirmed. That the Budget/Actual Comparison by Department Year to Date to 31 December 2008 be confirmed. Moved: Seconded: J Cunningham Cr P Heysen

9

CARRIED

9.3 Bank Reconciliation for Month of January 2009 Budget/Actual Comparison by Department Year to Date Budget 31 January, 2009. Recommendations: That the Bank Reconciliation for the Month of January 2009 be confirmed. That the Budget/Actual Comparison by Department Year to Date to 31 January 2009 be confirmed. Moved: Seconded: 10 NEW BUSINESS: Nil ITEMS UNDER REVIEW: 11.1 Bond Liquidity Statement This matter was previously presented and resolved at the 19 January meeting, however after further clarification and investigation, a revised "draft" version of the Alwyndor Aged Care Liquidity Management Strategy was tabled for the further review by the AMC. Cr P Heysen C Cotton

CARRIED

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Resolution: The AMC agrees in principle with the "revised" Bond Liquidity Management Strategy and 2008 / 2009 Statement, as re-presented by the General Manager, which is to be presented to the City of Holdfast Bay Council for their endorsement, as a component of the Section 48 Prudential Report in regard to the proposed capital redevelopment of Alwyndor Aged Care. Moved: Seconded: C Cotton Cr P Heysen

CARRIED Page 5 of 7

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AMC Minutes ­ 16th February, 2009 12 MATTERS FOR INFORMATION 12.1 Quality Improvement Sub-Committee ­ Minutes of meeting held on Wednesday 3rd December, 2008 The Alwyndor Management Committee had before it the above paper. Noted by the Alwyndor Management Committee. 12.2 The National Report ­ Issue 193, 194, 195 and 196. The Alwyndor Management Committee had before it the above papers. Noted by the Alwyndor Management Committee. 12.3 Letters of Thanks 12.3.1 Rehab Client ­ Tolhurst family Noted by the Alwyndor Management Committee. 12.4 Complaints NIL Refer to annual complaint summary report prepared by the Manager Residential Care Noted by the Alwyndor Management Committee. 13. URGENT BUSINESS NIL 14. DATE OF NEXT MEETING Tuesday 17th March, 2009 at 6.30pm Apologies: K Field Noted by the Alwyndor Management Committee 15. ALWYNDOR MANAGEMENT COMMITTEE MEETING DATES FOR 2009 It was noted that the AMC meeting will move to the third Tuesday of each month as from March 2009. New meeting dates below.

Member N.Hakof I. Pratt D.Royans C.Cotton J. Cunningham K. Stevens M.Bower T. Evans R.Clancy P.Heysen Term Expires Oct 2009 Oct 2009 Oct 2009 July 2010 July 2010 July 2010 July 2010 Mar 2011 NA NA 19 Jan · · · · · · · · · 16 Feb x 17 Mar 21 Apri 19 May 16 June 21 July 18 Aug 22 Sept 20 Oct 17 Nov 15 Dec

--------------------------APOL

16. MEETING CLOSURE: The Chairman thanked all members for their contribution and declared the meeting closed at 8.30 p.m.

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AMC Minutes ­ 16th February, 2009 Mr Greg Potter General Manager

Mr Nick Hakof Chairman

Distribution: Mr N Hakof, Ms C Cotton, Ms J Cunningham, Mr I Pratt, Cr R Clancy, Cr P Heysen, Mr D Royans, Ms K Stevens, Mr M Bower. Others: General Manager, Manager Residential Care, Manager Community Services, Chief Executive Officer-City of Holdfast Bay, Master File.

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