TWEED SHIRE COUNCIL MEETING TASK SHEET
Action Item - COUNCIL MEETING Thursday, 20 September 2018 Action is required for Item 31 as per the Council Resolution outlined below.
TITLE: [SUB-CHAC] Minutes of the Community Halls Advisory Committee Meeting held Wednesday 1 August 2018
Cr W Polglase Cr P Allsop RESOLVED that:
1. The Minutes of the Community Halls Advisory Committee Meeting held Wednesday 1 August 2018 be received and noted.
2. Council at the next quarterly budget review amend the 2018/2019 budget to provide options for annual dollar for dollar funding up to the value of $3000 per hall for hall committees to seek funding for hall improvements such as kitchen upgrades, lighting and internal building maintenance.
FOR VOTE - Cr C Milne, Cr C Cherry, Cr W Polglase, Cr J Owen, Cr R Cooper, Cr P Allsop
AGAINST VOTE - Cr R Byrnes
TITLE: [SUB-CHAC] Minutes of the Community Halls Advisory Committee Meeting held Wednesday 1 August 2018
SUBMITTED BY: Community and Cultural Services
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LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK:
3 People, places and moving around
3.1 People
3.1.2 Community and Cultural Development - To provide community and cultural development services to foster and improve social and cultural well-being.
ROLE: Provider
SUMMARY OF REPORT:
The Minutes of the Community Halls Advisory Committee Meeting held Wednesday 1 August 2018 are reproduced in the body of this report for the information of Councillors.
That:
1. The Minutes of the Community Halls Advisory Committee Meeting held Wednesday 1 August 2018 be received and noted; and
2. The adoption of the Committee’s recommendation be determined in view of the following advice from the Executive Leadership Team meeting held 29 August 2018 as follows:
Decision that the Executive Leadership Team advises Council that at the 21 June 2018 Council Meeting the 2018/2019 Budget was adopted and it did not contain a $3,000 per hall allocation.
Should Council wish to pursue this recommendation, the most appropriate place to consider it would be in the 2019/2020 budget considerations, noting that there are also State, Commonwealth, ClubGRANTS and Essential Energy grants available to assist hall committees.
The Committee's Recommendation is as follows:
GB6. Increase Hall Capacity
That the Community Halls Advisory Committee requests that Council investigates the option of annual dollar for dollar funding up to the value of
$3000 per hall to be allocated in Council's 2018-2019 Financial Year budget for Hall Committees to seek funding for hall improvements such as kitchen upgrades, lighting, and internal building maintenance.
People, places and moving around
Who we are and how we live
REPORT:
The Minutes of the Community Halls Advisory Committee Meeting held Wednesday 1 August 2018 are reproduced as follows for the information of Councillors.
Venue:
Canvas and Kettle Meeting Room, Murwillumbah Civic and Cultural Centre, Tumbulgum Road, Murwillumbah
Time:
11:10am Present:
Jennifer Kidd (Tumbulgum Hall - Deputy Chairperson), Steve Sweetnam (Doon Doon Hall), Helen Manning (Fernvale Hall), Margaret Wilson and Scott Antcliff (Limpinwood Hall), Ruth Clarke and Yvonne Hogan (Pottsville Beach Hall), Elizabeth and Neil O’Brien (Piggabeen Hall), Cr Warren Polglase (Tweed Shire Council)
Apologies:
Reg Robinson (Crabbes Creek Hall), Maree Edwards (Chillingham Hall), Tracey Stinson and Robyn Grigg (Tweed Shire Council)
Not in Attendance:
Crystal Creek Hall Representative Ex-officio:
Chantelle Howse and Shannon Rees (Tweed Shire Council) Lisa Bailey (Tweed Shire Council - Minutes)
MINUTES OF PREVIOUS MEETINGS:
Moved: Scott Antcliff Seconded: Helen Manning
RESOLVED that the Minutes of the Community Halls Advisory Committee (CHAC) meeting held Wednesday 2 May 2018 be accepted as a true and accurate record of the proceedings of the meeting.
OUTSTANDING MATTERS REPORT:
OM1 Review of Draft Guidelines
There have been some minor changes made to the document, and there will be further adjustments made by Council. Committee members are asked to review the document and advise any changes before 12 September. The final document will then be compiled and distributed at the next meeting.
Action: Any amendments to the Draft Guidelines to be forwarded to Shannon before 12 September.
Action: Final document to be compiled and distributed at the next meeting.
OM2 Review of Draft Templates
As there were no submissions received regarding the Fee Schedule the document has been accepted as presented. Any future updates to be emailed to Shannon and CHAC representatives are to keep their individual Hall Committee members informed. Jenny Kidd requested a date and version number be included on the document.
Action: Date and Version number to be added to the Fee Schedule for reference when it is next updated.
AGENDA ITEMS:
AI1. Review Draft Guidelines
Shannon advised the Committee that Council had sought legal advice and it has been determined that Community Hall Committees are to be classified as Volunteers of Council. This decision will influence the Guidelines and changes will need to be made to this effect.
Council is required to fulfil its duty of care to volunteers and is committed to providing a safe working environment for all volunteers. Executive members of each Community Hall Committee (President, Vice President, Secretary and Treasurer) will be formally inducted by Council into their roles and the remaining Committee members are to be inducted by the Executive members.
Minor amendments to the Community Halls Policy, Risk Management Check List, and Conditions of Hall Hire Agreement Form will be required in order to comply with this classification, which will occur after further investigation.
AI2. Review Draft Templates
Covered in Agenda Item 1. More information will be provided on changes to the Guidelines and associated Templates at the next meeting.
AI3. Volunteer Management
As per the comments in Agenda Item 1, more information on volunteer management will follow at future meetings.
Shannon also noted the increase of usage of all halls by approximately 3% over the year, and thanked the representatives of each hall for submitting their booking statistics as requested.
AI4. Hall Management Agreements
The Management Agreements that are in place between Council and the individual Community Hall Committees will require amendment to include the determination that members are volunteers of Council, needing to comply with Council's Volunteer Policy.
Members are asked to review this Policy via Council's website.
https://www.tweed.nsw.gov.au/Policies - Volunteer Policy Version 2.1.
This will be discussed further at a future meeting.
Action: Committee members to review Council's Volunteers Policy.
AI5. Upcoming Events
Chillingham Hall - (Submitted by Maree Edwards via email) “Fast Food Friday” event held recently which was a resounding success. Further events planned for the future.
Pottsville Beach Hall - Fashion Parade scheduled for 8 September.
Doon Doon - No events scheduled through the Committee.
Limpinwood – Hosted the Tweed Shire Council Dung Beetle Workshop. Also had a community social gathering last month which was a great success. Future events will be planned on a monthly basis.
Tumbulgum Hall – Community bbq to be hosted riverside in August.
Fernvale Hall - Murwillumbah Potters' regular activities are ongoing. A Winter Soup night was recently held which saw the hall at capacity.
Piggabeen Hall - Regular Play Group and Markets. Talent Quest to be held 18 August.
A dedication for Geoff 'Fluffy' Davis is to be held Saturday 4 August with the unveiling of the bench seat. The recent 'Bushies Ball' was a great success.
Inwards Correspondence:
Nil.
Outgoing Correspondence:
Nil.
GENERAL BUSINESS:
GB1. Recent Incident - Insurance
Shannon gave a brief outline of a recent accidental kitchen fire at one of the halls which raised queries over insurance responsibilities. Support for or insurance claims by Council can only be provided if the Tweed Shire Council Hall Hire Agreement Form has been completed by the hirer. If the TSC Hall Hire Agreement is completed correctly this will also ensure that ‘for-profit’ hirers are providing their own insurance cover for the event, and that Council insurance is provided for ‘not-for-profit’ events as described/stipulated on the form. If Hall Committees are using an alternate form, the Hall Committee will be responsible for resolving the issue.
The Community Hall Hire and Conditions Application Form can be downloaded from Council's website by viewing individual Community Hall information:
https://www.tweed.nsw.gov./CommunityBuildings.
GB2. Pottsville Hall Upgrade
Ruth informed the committee that the kitchen upgrade at Pottsville is complete, with the exception of installation of a new oven. The Committee now has a six burner gas oven surplus to their needs and offered to donate this to another community organisation if required. A licenced tradesperson is required to install it and collection must be arranged by the organisation taking possession of the oven. A photo and information regarding this offer will be circulated by Shannon.
Funding has also been secured to re-sand the floor, and possibly replace it, however this option is yet to be finalised pending the outcome of other funding applications.
Action: Shannon to circulate photo and information regarding the oven available for collection from Pottsville Beach Community Hall to other community organisations.
GB3. Tumbulgum Kitchen Upgrade and Ventilation
Jenny informed the committee that that Tumbulgum Community Association will be seeking grant funding to install ventilation in the roof. They are also awaiting a plan of works and costing for the kitchen flood repairs and upgrade. Shannon confirmed the plan of works is ready for review and costing will be finalised once the Community Association has accepted the plan of works. Jenny noted that, if possible, it is preferred that the works are carried out during school holidays to cause the least disruption to current regular hirers.
GB4. Piggabeen Progress Association Newsletter
Elizabeth informed the committee that currently the Piggabeen & Cobaki Community Hall Notice Board is utilised as the main source of information distribution at Piggabeen.
There are no newspapers delivered to the area, the Tweed Link is not being distributed, and there is also a lack of good internet access in the area. The Piggabeen & Cobaki Progress Association is researching the development of a community newsletter to assist with information sharing and increasing community involvement at the hall.
Action: Chantelle Howse will follow up on Tweed Link distribution to Piggabeen.
GB5. Registered Food Premises
Committee members were encouraged to review the information available via Council's Environmental Health unit: https://www.tweed.nsw.gov.au/FoodBusinesses; and the assessments that were completed and provided in 2015 by Council's Environmental Health Officers to provide guidance on the work required to improve kitchens (where agreed and actioned by Hall Committees) in order to satisfy the requirements of Registered Food Premises.
GB6. Increase Hall Capacity Cr Polglase suggested that:
since becoming the Council representative on this committee and hearing about the activities that are held at these Community Halls; and
gaining a greater understanding of communities wanting to use the halls more frequently;
building codes, regulations and also community expectations evolving over the years requiring works to be done to bring the facilities up to standard;
a proposal should be put forward to request that Council investigates the option of annual dollar for dollar funding to improve community hall facilities.
Moved: Scott Antcliff
Seconded: Elizabeth O'Brien RECOMMENDATION
That the Community Halls Advisory Committee requests that Council investigates the option of annual dollar for dollar funding up to the value of $3000 per hall to be allocated in Council's 2018-2019 Financial Year budget for Hall Committees to seek funding for hall improvements such as kitchen upgrades, lighting, and internal building maintenance.
GB7. Scheduling Next Meeting, including venue
The next meeting will be held 11:00am Wednesday 7 November 2018 at the Canvas and Kettle Meeting Room, Murwillumbah Civic and Cultural Centre (venue to be confirmed).
The meeting closed at 12.28pm.
EXECUTIVE LEADERSHIP TEAM’S COMMENTS:
GB6. Increase Hall Capacity Nil.
EXECUTIVE LEADERSHIP TEAM’S RECOMMENDATIONS:
GB6. Increase Hall Capacity
That the Community Halls Advisory Committee requests that Council investigates the option of annual dollar for dollar funding up to the value of $3000 per hall to be allocated in Council's 2018-2019 Financial Year budget for Hall Committees to seek funding for hall improvements such as kitchen upgrades, lighting, and internal building maintenance.
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.
