Contents

1. LAPAM Task Unit Members as at 30 June 2003
2. LAPAM Task Unit Responsibilities
3. Overview
4. Key Performance Indicators

4.1 Cash Generation
4.2 Value of Centre Assets
4.3 Estimate of the Dollar Value of Material and Labour Resources Contributed

5. Buying Policies
6. Occupational Health and Safety Report
7. LAPAM Work Activity 2002 - 2003

7.1 Occupational Health and Safety Works
7.2 Security
7.3 Fire Prevention
7.4 Insurance
7.5 Assets
7.6 Administration and Administrative Improvements
7.7 Places Maintenance and Improvement
7.8 Structural Maintenance and Improvement
7.9 Fittings Maintenance and Improvements
7.10 Garden Maintenance and Improvements
7.11 Super-Ordinary Maintenance and Improvements
7.12 Services
7.13 Miscellaneous

8. Essential Services Inspection System Report - Fire Extinguishers


1. LAPAM Task Unit Members as at 30 June 2003 are:

Task Unit Colour Code: Yellow

LAPAM Manager: Frank Carter B.Ec.

LAPAM Members: Julian Bamford, Peter Boswell, Frank Carter, Brendan Hall, Lenore Hamilton, David Igracki, Rodney Johnson, David Ley, Brent Kerr, Lisa Nelson, Kate Ryan, Amber Svensson, Joel Svensson, Max Svensson.


2. LAPAM Task Unit Responsibilities

Car parking management

Cleaning

Construction of altars

Construction of images

Construction of new suites

Essential Services Inspection System

Financing of LAPAM annual expenditure

Infrastructure planning

Manage compliance with government regulations and uniform building standards

Maintenance of altars

Maintenance of existing suites

Maintenance of images

Maintenance of machinery and equipment

Maintenance of the Centre's gardens in Chan style

Obtaining required permits for infrastructure development

Occupational Health and Safety

Prepare weekly food and grocery shopping list

Project research and feasibility reports

Providing fire and burglary protection

Provision of ceremonial artifacts

Reporting LAPAM activity

Shopping for food and groceries

Storage

Supply chain management of equipment and requisites

Supply of offerings for Deva of Work altars

Supply of offerings to the Gate Monks

Tidying of all suites

Upgrading of existing suites

Waste management


3. Overview - Generosity is the key to our services

This LAPAM report is a catalog of dana practice done in many ways at our Centre during the past twelve months.

It is by no means complete. For example, the dana of offering flowers is not recorded in our report yet it is one of the main practices our Teacher recommends.

The donation of flowers for our altars is important.

LAPAM takes care not to destroy valuable flowers in the garden. Donations of plants are needed to replace garden wasting.

The Nat House encourages gifts. Looking after the Centre encourages gifts as many items need to be donated for maintenance of buildings, fittings and equipment or construction of new resources.


4. Key Performance Indicators

LAPAM performance lends itself to being analysed in dollars and cents because it deals with the management of physical assets which can be readily assessed and valued. Comparisons can easily be made to previous time periods and improvement can be stated based on empirical data.

Further analysis can be applied as statistics on Task Unit work hours over the period can be examined. This report makes an assessment of the dollar value of labour inputs in LAPAM activities so that a better appreciation is gained of the resources consumed and produced at the Centre.


4.1 Cash Generation

Date	Title	Amount
21 July 2002 – 30 June 03	Camberwell Market	$8,037 ($164 average per week)
April 2003		$336.00
14 May 2003		$1,780.00
26 Nov 2003	Chan Academy Australia Raffle No.1 (drawn)	$1,472.00
4 March 2003	Chan Academy Australia Raffle No.1 (drawn)	$930.00
24 June 2003	Chan Academy Australia Raffle No.1 (drawn)	$1,228.00
Total		$13,783.00

This is an increase of 123 % on the 2001 - 2002 period when the total LAPAM cash generation was $6170. The increase is due to the ongoing income produced by the Camberwell Market Stall.

The market stall income was offset by an equivalent increase in expenses incurred through purchasing weekly groceries and supplies on our company credit card.

Members benefited making many good causes by contributing their time and goods to the market stall and through the dana of buying weekly groceries for their Teacher and his family.

Members input about 24 hours per week to running the stall including the time spent prospecting for new stock.

The dollar return to the Centre per hour worked on the stall is approximately $6.83.

Members and friends who contributed to the operations of the market stall in the past year are:

Pam Adkins, Julian Bamford, Jan Bennett, Peter Boswell, Sharon Carlton, Frank Carter, Leanne Eames, Evelin Halls, Lenore Hamilton, David Igracki, Leila Igracki, Rodney Johnson, Effie Metaxas, Lisa Nelson, Julie O’Donnell, Rilla Oellien, Lannie Smallwood, Amber Svensson, Kate Ryan, Pennie White.

The introduction of the “Feed a Buddhist” Program food roster will reduce the average cost of weekly shopping over the coming year and Members dana will increase by this new program.

We plan to increase our cash generation performance from the Camberwell Market Stall each week to meet our share of the increased costs of running the Centre and our program of building works.


4.2 Value of Centre Fixed Assets

Centre Fixed Assets were $437,895 at 1 July 2002 and $432,885 at 30 June 2003.


The new Suite 10A step and landing ($600), the new clothes dryer ($200) and the new rhyolite rock ($350) were the main new assets listed on the asset register.

Our Centre's Assets are:
Buildings	$49,199.00	(2002 $ 49,604)
Plant & Equipment	$12,825.00	(2002 $ 17,880)
Artifacts	$370,861.00	(2002 $370,411)

The value of depreciation was $6568 and there were no write-offs.

Estimate of the Dollar Value of Material and Labour Resources Contributed.

Members and friends of the Centre contribute resources to the Centre and to our Teacher John Hughes in many ways. Some of these contributions can be identified through our financial
reports however other donated resources such as the dollar value of labour cannot be identified through our financial reports.

The table below has been compiled from LAPAM work records and is designed to give a bigger picture of the resources contributed to the Centre and John Hughes from LAPAM activities during the past year.

The information is presented in broad categories to allow an overview without too much detail.

The three basic groups are:

(1) Maintenance activity - includes ongoing maintenance such as mowing lawns, fire hazard
reduction, sweeping paths, cleaning the water in our ponds, changing the ozone filters in the laser printers, replacing torch batteries and light globes, gardening.

(2) Asset activity - includes work which increases or adds something to an asset such as, for example, the new Suite 10A step and landing ($600), building the new bathroom for John D. Hughes and Anita Hughes ($8000) and laying the new carpet in the Chan Hall ($800).

(3) Service activity - this is made up of mainly labour and includes cleaning windows, cleaning the premises, supplying and cutting firewood, rubbish taken to the tip, provision of A4 paper for photocopying, supply of birdseed, weekly food and grocery shopping, off-site storage for Centre and John D. Hughes resources.

These groups each have two components being the dollar value of labour and the dollar value of materials purchased or donated.

The following abbreviations are used for each category.

MC - Maintenance costs. ie: dollar value of the materials contributed or money spent on maintenance.
ML - Maintenance labour. ie: dollar value of the labour contributed to maintenance


AC - Asset costs. ie: dollar value of the materials contributed or money spent on assets.
AL - Asset labour. ie: dollar value of the labour contributed to assets.
S - Services. Combined dollar value of the labour contributed to services and money spent on services or the dollar value of materials donated to services. (This category is nearly all labour)

The hourly rate which has been applied to labour is $15.00 per hour which takes into account the mix of skilled and unskilled labour contributed in the different LAPAM work activities.

Quarter	Centre		JDH		Centre		JDH		Services
	MC	ML	MC	ML	AC	AL	AC	AL	JDH	BDC
July- Sept	90	240	40	685	1520	830	240	1640	1550	1980
Oct - Dec	225	1510	75	150	1250	2220	270	3930	680	1560
Jan - Mar	110	655	--	200	--	405	--	3105	360	2235
Apr - Jun	65	530	45	255	380	560	6060	2640	1100	1535
Totals	490	2935	160	1290	3150	4015	6570	11315	3690	7310
Totals (2002)	490	2805	125	830	4515	7310	1400	5655	2935	10035

Total material costs	$10,370.00	(25%)	2002	$6,530.00	(20%)
Total labour	$30,555.00	(75%)	2002	$26,570.00	(80%)
Total materials & labour

This is $787 per week or $112 per day.

Using the LAPAM work activity data from section 7 of this report the value of goods and services produced per hour of LAPAM work at the Centre is $19.65 ($112 divided by 5.7 hrs per day)

The total materials cost and labour costs donated to the Buddhist Discussion Centre (Upwey) Ltd for the year was $17,900. This is a decrease of about 29 % on the previous year’s figures. ($25,155)

Work was carried out on the new private kitchen dining room, the new bathroom, and replacement of the front verandah. The building projects are carried out as private constructions in John D. Hughes name using his money and gifts.


5. Buying Policies

For many years Members have been trained to use our resources wisely and this includes how we obtain our resources.

Our experience tells us that there are often alternative ways of obtaining resources we need other than buying them new at normal market prices. Some of the alternatives we use regularly are listed below.

* Use secondhand materials. There are many options to get goods donated for free if we use secondhand materials rather than new.

An example of this is our use of partially used laser printer toner cartridges. (Cost
saving $40 per cartridge X 20 cartridges = $800 pa)

* Ask persons for donations of goods we can use. Next door neighbours or friends may have a water tank they don’t want or have wood from past building projects or trees which have been cut down.

Examples of this in the past year are the donation of a ladder by our next door neighbour Clive Jones which we required for inspecting the gutters on our various buildings in emergency fire conditions. A friend of Vanessa’s donated three rooms of carpet to the Centre in September 2002 which we used to upgrade the carpet in the Chan Hall.

Every Member who remembers to look will see opportunities such as these where
they can obtain donations of goods for the Centre.

* Ask businesses to donate the goods we want. Businesses often have samples, seconds, items which were incorrectly ordered, or last years range which they will give away if the companies are approached in a suitable way.

As a charitable organisation we have the right profile for them to make donations to us.

Examples of this approach are many nurseries in the Dandenongs who have given us
over $2,500 of plants in the past twelve months as prizes for our Chan Academy Raffles.

Some companies have donated samples and seconds to our market stall in the past year.

* If we do have to buy new goods we can often get a better deal. We can:

- Buy in bulk. We intend to purchase some of our groceries in bulk from now on to reduce our shopping bills.

- Ask for discounts. An example of this is the local hardware at Belgrave South will give
us a 10% discount if we ask.


6. OH & S Report

For the period 1 July 2002 to 30 June 2003 there were 7 reported OH & S incidents. This compares with 21 reported incidents for the same period last year.

The types of incidents recorded were:

1 X minor burn
3 X minor cuts, scratches, bruises and abrasions
1 X bruised hands
1 X dirt in eye
1 X bruised toe

Two incidents required the person involved attending the hospital for examination by a doctor.

Comments in the “Follow Up” section of the OH & S Record book suggest that wearing protective safety clothing at appropriate times would significantly reduce the frequency of the most commonly reported incidents such as minor cuts, burns and scratches.


7.0 LAPAM Work Activity 2002 - 2003

Hours worked per quarter.

Work Activity	July - Sept	Oct - Dec	Jan - Mar	Apr - Jun	Total
OH&S	15	--	--	4	19
Security	--	--	1	--	1
Fire Prevention	30	36	2	--	68
Assets	17	2	1	1	21
Administration	15	3	4	23	45
Places	5	9	92	70	176
Structural	92	414	212	151	869
Fittings	18	23	3	12	56
Garden	57	41	27	42	167
Super Ordinary	--	2	2	3	7
Services	198	163	117	144	622
Miscellaneous	14	--	--	--	14
Quarter Totals	461	693	461	450	2065
Quarter Totals (2002)	304	710	463	429	1906
Hours Per Day (Average)	5.1 hrs	7.7 hrs	5.1 hrs	5.0 hrs

Over 12 months this is 5.7 hours LAPAM work per day (39.7 hours per week).

This is 9 % higher than the previous years figures of an average of 5.2 hours LAPAM work per day (37 hours per week). 5 % of the 9% increase is due to the inclusion of weekly shopping in the LAPAM Task Unit responsibilities for the 2002 - 2003 period.
Details of the works done in each work category are listed below.


7.1 OH & S Works

New tread was put on the top step of the rear stairs.
Constructed safety fence for the new building area
Installed a 12 volt lighting system around the entrance path
Changed ozone filters on the laser printers.

7.2 Security

Exterior light bulbs replaced as required
Fitted lock to Suite 10A door
Fixed lock on Reading Room

7.3 Fire Prevention

CFA three month inspections carried out
2 new fire extinguishers were fitted replacing out of date ones (Sariputta Room/Suite 2)
Built Suite 10 internal firewall (Value $300)
Fire fuel reduction was carried out
Relocated the fire fighting suits
Attendance at CFA residents advice meeting
Cleaned gutters
Replaced two 105 litre water storage drums with new ones

7.4 Insurance

Public Insurance Liability cover was increased to $10,000,000 from 12 December 2002 onwards at an additional cost of $600 per annum.

The Shire of Yarra Ranges is noted as principle on our insurance policy to provide public liability cover for them on those occasions (3 times per year) when we operate flowers stalls from the site located at Swansea Road, Lilydale.

Annual cost 2003 - 2004: $6380.10 payable in 10 installments of $638.01 each
Installments due 12th of each month.
Policy Renewal 12 May 2004

7.5 Assets

New UPS was supplied for Suite 2 (value $150)
Constructed Imperial Work Platform
Free toner supply was sourced for laser printers (Cost saving 20 cartridges @ $40 ea = $800)
Sealed caravan roof leak
New clothes dryer was acquired (Value $200)

7.6 Administration and Administrative Improvements

Standardized Quarterly Landlord Reports were presented to the Landlord.
Negotiations were held with the Shire of Yarra Ranges on behalf of John D. Hughes for building classification as private residence. (90% private use/10% professional use)

7.7 Places Maintenance and Improvement

Placed rhyolite rock in front of the Buddha Rupa (Value $350)
Moved steel items from the driveway to the North side of Suite 10
Moved Julie O’Donnell’s garage contents to Pennie White’s
Moved the garden shed
Moved computer parts from Suite 10A to Pennie White’s
Moved the Treasurer’s Office to Suite 10A
Removed bookshelves, books, filing, paintings, cabinet, wardrobes from Sariputta Room store Moved offsite storage from Evelin Hall’s house to Julian Bamford’s house
Built a new path between the Golden Pavilion and the Sariputta Room
Prepared the Southern fenceline for new fence
Removed the compost heap from the South West corner of the block
Moved furniture to create a new bedroom for Max
Moved furniture to create a new bedroom for Joel
Moved furniture and computers to create an office in the Anita Room

7.8 Structural Maintenance and Improvement

Construction of new Kitchen/Dining Room commenced 13 July 2002 (Value to date $5000)
Built a handrail on the rear of the Golden Pavilion
Built steps, landing and handrail on Suite 10A (Value $600)
Rebuilt the step next to the Golden Pavilion
Replaced front verandah to remove white ants
Constructed the Reading Room
Repaired the Bell Tower
Built a ramp into the Chan Hall
Built a rear access gate on the Golden Pavilion
Built rear steps to the Golden Pavilion
Built a retaining wall around the New Kitchen/Dining Room
Cut Suite 10A door to size and fitted door jam
Constructed the new walk in wardrobe
Constructed the new bathroom (Value $8,000)
Prepared drawings for the Sariputta Room entrance ramp

7.9 Fittings Maintenance and Improvements

Fitted telephone extension cord under the Sariputta Room for a modem
Lay new carpet in the Chan Hall (Value $800)
Lay carpet in Max’s bedroom
Hung paintings in the Sariputta Room
Repaired the wood heater baffle
Modified the front entrance gate
Relocated the garden shed
Created a new lawn area next to Suite 4
Fixed the washing machine
Replaced the gate valve in the sprinkler system
Fitted a new bedhead to JDH’s bed

Repaired the Sariputta Room stormwater piping
Installed a towel rack in the new bathroom
Installed a new clothes dryer (Value $200)

7.10 Garden Maintenance and Improvements - the garden must be ordered

Lawns were mowed as required
Australia Pond was drained and filled with clean water as required
Rubbish was taken to the tip as required to reduce mess
Selective weeding was done
Paths were swept with no killing
Leaves were raked with no killing
Planted daffodil bulbs next to the Stupa
Planted 36 freesia bulbs near the Bodhi Tree, Reclining Buddha, Bell Tower and Golden Pavilion
Created a new garden bed near the Padmasambhava Altar
Extended the garden bed near Suite 11 and planted new flowers
Potted geranium cuttings as fund raisers
New garden was created at the Australia Pond
Made a new rose garden
Removed a fallen peach tree
Made two new gardens along the side of the new path next to the Golden pavilion

7.11 Super-Ordinary Maintenance and Improvements - from time to time we construct new altars

Cleaned the polycarbonate top of the Buddha Rupa on the Golden Pavilion
Cleaned the polycarbonate top of the Bodhi Tree Surround
Added a new tier to the altar in the Chan Hall
Changed the Robe on the Reclining Buddha
Cleaned the windows on the Buddha Rupa Surround
Replaced plastic sheeting on the Bodhi Tree Surround


7.12 Regular Services - all services are done by Members dana in keeping the Centre suitable
for practicebr>
Cleaning was done
Ironing was done
Vacuuming was done
Window cleaning was done
Wood supply was maintained
Wood was cut
Birdseed supply was maintained
Picked up bluestone pitchers from Leanne Eames house
Put out rubbish bins weekly
Prepared weekly shopping list
Shopped for food and groceries

7.13 Miscellaneous - these are examples of what we want.

A4 paper was supplied
Lawn mower was serviced
Assembled the Chan Exhibition Frame in the Chan Hall
Hung the Chan Exhibition
Caught and removed five vermin from the premises


8.0 Essential Services Inspection System Report - Fire Extinguishers - we have a computer system for Essential Services reporting room by room.

Information Contact: Mr. Colin Langley. Chubb Fire. Ph: 9265 9700
CFA Upwey: Mr. Fred Schmager. 97543788 (CFA) 97548540 (H)

Fire Extinguisher Servicing and Inspection Program

The Buddhist Discussion Centre (Upwey) Ltd has a service contract with the CFA under which all on-site fire extinguishers will be inspected and serviced on a regular six monthly schedule.

A member of the Upwey CFA contacts the Centre to make the inspection by appointment.
CFA Upwey Phone: 9754 3788. Contact: Fred Schmager, John Clough

The cost of this contract is set out below.

There are three levels of testing required under the Australian Standards which is done by the Upwey CFA acting as agents for the Country Fire Authority.

1. Six Monthly (Level 1)
The Upwey CFA conducts an on-site visual inspection of every extinguisher at 6 monthly intervals. Cost Approx $11.

2. Annual Service (Level 2)
The Upwey CFA services each extinguisher and tests each unit by measuring its weight.
Cost approximately $5.50 per extinguisher

3. Six yearly Pressure Test (Level 4)
The cost of the test is about $80 per extinguisher so for small extinguishers it is cheaper to replace them with new ones.

The Upwey CFA will supply suitable 1 kg dry powder extinguishers for $28 per each inc GST.
Under our Essential Services Maintenance System we have scheduled a replacement program to upgrade our fleet of fire extinguishers a small number of units at a time. This will spread the financial impact over three years.

We have been advised to keep the out of date units from 1995 onwards as a backup as they will still operate satisfactorily providing the gauge on them indicates the pressure level is satisfactory.

The CFA have fitted Fire Extinguisher location signs to the walls above each extinguisher to make the extinguishers easier to locate in an emergency.
Types of Fire Extinguishers at the BDC (U) Ltd

Class	Type	Purpose
AB : E	Dry Powder	Wood, paper, clothing, gas fire, electrical installations Not suitable for electrical equipment such as computors, televisions etc.
20B : (E)	Dry Powder	Electrical installations, switchboards, oil, petrol, kero, etc. Not suitable for combustibles such as clothing, paper, wood.
5B (E)	C02	Electrical only. Computers, copiers, televisions.
1A : E	Vaporising Liquid	Computers, elctric motors, telecommunications, live current, electrical equipment. The preferred extinguisher for computers as there are no deposits left on equipment after application.

Note for Suite 2

There are 2 extinguishers in Suite 2. The C02 extinguisher is suitable for computers, LAN equipment and printers. An instruction plate has been supplied by CFA to place next to this extinguisher. This plate indicates what the extinguisher can be used for.

The second extinguisher is an AB:E type and is suited to combustibles such as books paper, wood and furniture. The unit has a label above it “DO NOT USE ON COMPUTERS”.



Our Reference: LAN 2 I:/annrep03.rtf

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