COUNCIL MEETING Thursday, 20 June 2019

TWEED SHIRE COUNCIL MEETING TASK SHEET

Action Item - COUNCIL MEETING Thursday, 20 June 2019 Action is required for Item 45 as per the Council Resolution outlined below.

TITLE: [SUB-CHAC] Minutes of the Community Halls Advisory Committee Meeting held Wednesday 15 May 2019

Cr K Milne Cr P Allsop

RESOLVED that the Minutes of the Community Halls Advisory Committee Meeting held Wednesday 15 May 2019 be received and noted.

The Motion was Carried FOR VOTE - Unanimous

ABSENT. DID NOT VOTE - Cr W Polglase

TITLE: [SUB-CHAC] Minutes of the Community Halls Advisory Committee Meeting held Wednesday 15 May 2019

SUBMITTED BY: Community Services

mhm

LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK:

3 People, places and moving around

3.1 People

3.1.4 Cultural and Community Development - To provide community and cultural development services to foster and improve the social and cultural wellbeing of the community and to plan for the needs of current and future populations by understanding needs and identifying gaps in service delivery.

ROLE: Leader

SUMMARY OF REPORT:

The Minutes of the Community Halls Advisory Committee Meeting held Wednesday 15 May 2019 are reproduced in the body of this report for the information of Councillors.

RECOMMENDATION:

That the Minutes of the Community Halls Advisory Committee Meeting held Wednesday 15 May 2019 be received and noted.

People, places and moving around

Who we are and how we live

REPORT:

The Minutes of the Community Halls Advisory Committee (CHAC) Meeting Held Wednesday 15 May 2019 are reproduced as follows for the information of Councillors.

Venue:

Canvas and Kettle Meeting Room, Murwillumbah Civic and Cultural Centre, Tumbulgum Road, Murwillumbah

Time:

11:00am Present:

Dot Colley and Jennifer Kidd (Tumbulgum Hall - Deputy Chairperson),

Helen Manning (Fernvale Hall), Jill Buttfield, Janet Tkachenko and Yvonne Hogan (Pottsville Beach Hall), Maree Edwards and Gail Brims (Chillingham Hall), Steve Sweetnam (Doon Doon Hall), Claire Masters (Limpinwood Hall), Felicity McKellar (Crystal Creek Hall) and Cr Warren Polglase (Tweed Shire Council)

Apologies:

Liz Mioni (Piggabeen Hall) and Robyn Grigg (Tweed Shire Council) Ex-officio:

Chantelle Howse and Shannon Rees (Tweed Shire Council), Lisa Bailey (Tweed Shire Council - Minutes)

Minutes of Previous Meetings:

Moved: Claire Masters Seconded: Yvonne Hogan

RESOLVED that the Minutes of the Community Halls Advisory Committee (CHAC) meeting held Wednesday 6 February 2019 be accepted as a true and accurate record of the proceedings of the meeting.

OUTSTANDING MATTERS REPORT:

OM1 Review of Draft Guidelines

Guidelines are now accepted and no longer in draft form. A 'final' copy was provided to individual halls.

This item is now closed.

OM2 Hall Management Agreements

The Hall Management Agreement has been finalised and now has a 12 month validity from the date of signing. The Agreement will be distributed to individual Hall Committees during the Volunteer Induction Workshop to be held at the conclusion of this meeting.

This item is now closed.

AGENDA ITEMS:

AI1. Disability Audit for Community Halls

Karen Collins, Council's Community Development Officer - Ageing and Disability, provided a background to the Access and Inclusion Plan noting that Council is legislated by law to

have a plan. Most relevant to this committee is Focus Area 2 - Creating Liveable Communities. A goal under this focus area is to 'undertake access audits of Council owned buildings'. The subsequent action item being 'undertake an access audit of all Community Halls'. An audit is technically an inspection to assess the facility against current Access Standard and guidelines and Karen is qualified to complete this audit. Priorities will be applied to actions resulting from these audits and this information will be provided to Hall Committees once finalised. Karen advised the audits will take a few hours to complete and she will be in contact to arrange a suitable date and time.

A query was raised regarding funding to pay for any issues resulting from the audits.

Chantelle advised that Council will be determining the priorities / projects and will work with committees in a partnership approach to apply for grants (for example) to support the work.

Shannon reminded members these audits will be conducted on the hall, it is not an audit of management committees. The information provided will be helpful when requesting owners consent to carry out improvements to the halls.

Karen provided members a summary of the plan and a booklet that provides a simplified version of the Premises Standards.

AI2. Council Resolution (20 September 2018 Meeting)

Chantelle provided an update to the committee advising the implementation of the 'Application for Owners Consent' form was required to support this process. This has been trialled over the past few weeks and a copy of the form was provided for each Hall Committee. The completion of this form is required in order to assess owner’s consent for improvements to building/infrastructure. It was suggested that each Hall Committee work on compiling this information now in preparation for any future grant applications.

Any project requesting matched funding ($3000 annually) will require the completion of this Application for Owner's Consent. A report will be sent to Council's Executive Leadership Team over the coming weeks to finalise / endorse this process. Chantelle confirmed the funding is available in this financial year, and each to follow. However, the funds will not accrue from year to year.

Chantelle advised Council's focus will be on maintenance issues and it was suggested by Jenny Kidd that issues identified by Paul Mitchell (Council's Maintenance Officer - Community Assets) be aligned with this process to assist in getting this work scheduled.

Janet Tkachenko suggested adding a step to allow the opportunity for Hall Committee members to meet with Chantelle to discuss the works after Stage 1.

Chantelle advised any further feedback on the form is welcome.

AI3. Upcoming Events

Due to limited time available at this meeting, this item focussed on major events only.

Chillingham Hall are having a History Day on the June long weekend. This event is in collaboration with Chillingham Public School and Chillingham Community Association.

Maree will forward through a flyer for circulation across committee members.

Inwards Correspondence:

Nil.

Outgoing Correspondence:

Nil.

General Business:

GB1. Scheduling Next Meeting, including venue

The next meeting will be held 11am Wednesday 28 August at the Canvas and Kettle Meeting Room, Murwillumbah Civic and Cultural Centre.

The meeting closed at 11.20am.

EXECUTIVE LEADERSHIP TEAM’S COMMENTS:

Nil.

EXECUTIVE LEADERSHIP TEAM’S RECOMMENDATIONS:

Nil.

COUNCIL IMPLICATIONS:

a. Policy:

Code of Meeting Practice.

Terms of Reference Version 1.1 - adopted 15 December 2017 (ECM 4934120).

b. Budget/Long Term Financial Plan:

Not applicable.

c. Legal:

Not Applicable.

d. Communication/Engagement:

Inform - We will keep you informed.

UNDER SEPARATE COVER/FURTHER INFORMATION:

Nil.