TWEED SHIRE COUNCIL MEETING TASK SHEET
Action Item - COUNCIL MEETING Thursday, 21 February 2019 Action is required for Item 41 as per the Council Resolution outlined below.
TITLE: [SUB-CHAC] Minutes of the Community Halls Advisory Committee Meeting held Wednesday 5 December 2018
Cr K Milne Cr R Byrnes
RESOLVED that the Minutes of the Community Halls Advisory Committee Meeting held Wednesday 5 December 2018 be received and noted.
The Motion was Carried
FOR VOTE - Cr R Byrnes, Cr C Cherry, Cr R Cooper, Cr K Milne, Cr J Owen, Cr P Allsop
AGAINST VOTE - Cr W Polglase
TITLE: [SUB-CHAC] Minutes of the Community Halls Advisory Committee Meeting held Wednesday 5 December 2018
SUBMITTED BY: Community Services
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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:
People, places and moving around
Who we are and how we live
The Minutes of the Community Halls Advisory Committee Meeting held Wednesday 5 December 2018 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 5 December 2018 be received and noted.
REPORT:
The Minutes of the Community Halls Advisory Committee (CHAC) Meeting Held Wednesday 5 December 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:
11.11am Present:
Jennifer Kidd (Tumbulgum Hall - Deputy Chairperson), Elizabeth and Neil O’Brien (Piggabeen Hall), Ruth Clarke (Pottsville Beach Hall), Maree Edwards (Chillingham Hall), Steve Sweetnam (Doon Doon Hall), Claire Masters (Limpinwood Hall) Helen Manning (Fernvale Hall) and Cr Warren Polglase (Tweed Shire Council) Apologies:
Janet Tkachenko and Yvonne Hogan (Pottsville Beach Hall), Tracey Stinson and Robyn Grigg (Tweed Shire Council)
Not in Attendance:
Crystal Creek Hall Representative, Crabbes Creek Hall Representative Ex-officio:
Chantelle Howse and Shannon Rees (Tweed Shire Council) Lisa Bailey (Tweed Shire Council - Minutes)
Minutes of Previous Meetings:
Moved: Helen Manning Seconded: Elizabeth O'Brien
RESOLVED that the Minutes of the Community Halls Advisory Committee (CHAC) meeting held Wednesday 1 August 2018 be accepted as a true and accurate record of the proceedings of the meeting.
OUTSTANDING MATTERS REPORT:
OM1 Review of Draft Guidelines
Refer notes for Agenda Item 2 of this meeting.
OM2 Review of Draft Templates
Shannon confirmed the Date and Version number has been added to the Fee Schedule for reference and the revised document has been circulated to all members. Shannon requested that any future changes be advised directly and an updated version will be circulated.
This item is now closed.
OM3 Hall Management Agreements
Members were asked to review Council's Volunteers Policy so that any topics of concern could be addressed. Some members advised they had reviewed the Policy, and some had not yet had the opportunity. Shannon confirmed there will be a workshop on the effect
this classification may have on how duties are carried out. If there are any major concerns, however, please raise them with Shannon directly.
OM4 Pottsville Hall Upgrade
Shannon confirmed the donated oven was gratefully accepted by the Pottsville Men's Shed.
This item is now closed.
OM5 Piggabeen Progress Association Newsletter
Chantelle advised she has made inquiries with Council's Communications team regarding distribution of the TweedLink to the Piggabeen area and will follow up. Committee members suggested that hard copies could be dropped off at the hall for residents to collect, and asked that Council remember there is very poor internet access in the area to obtain an online copy.
AGENDA ITEMS:
AI1. Community Infrastructure Framework Update
Kim Wilson, Council's Community Development Officer - Social Planning, attended the meeting to provide an update on the framework which looks at how we plan, manage and maintain Council's community infrastructure. The framework identifies 48 services and 52 buildings within the Community and Cultural Services Unit with the next steps being to look at what the future needs are across the Shire. Council has engaged a consultant to complete a 'Community Development Strategy' which will look at geographical areas, age groups across the community and relevant issues such as graffiti, community safety and homelessness. It is envisaged this strategy will integrate with the community infrastructure framework. A project page has been set up on Council's 'Have Your Say' web page and Kim has asked all members who want to engage as stakeholders for this project to register.
A direct link to the registration page has been emailed to all CHAC representatives for engagement with the project. Kim also encouraged members to answer any questions on the page they would like, and submit ideas for solutions to issues community members raise with them.
AI2. Review Draft Guidelines
Shannon confirmed she is awaiting further legal advice regarding insurance, hall asset clarification and the relevance of some clauses following committee member classification as volunteers of Council. The Risk Assessment Form is also under review following this classification. At present, it is the responsibility of hall hirers to ensure a risk assessment is complete prior to using a hall. Chantelle also confirmed that, once this form is finalised, it may be used by Council to bring halls up to standard eg. where it has been identified that locks are not working or that security systems need to be in place.
AI3. Hall Management Agreements
Shannon confirmed the Hall Management Agreements will require review following the classification of committee members as volunteers of Council. There will be a focus on ensuring consistency between what is happening in practice and what is written in the agreement. Shannon asked all members to review the Safe Work Australia website (https://www.safeworkaustralia.gov.au/doc/construction-work-work-minor-nature-
information-sheet) to increase awareness around safe work practices when doing light maintenance, holding a working bee etc.
AI4. Contents Insurance
A query was raised by Maree Edwards of Chillingham regarding contents insurance: do other halls have contents insurance, and if so, which organisation are you insured with and what experience have you had? Chillingham Community Centre used the services of AON on the advice of National Council of Social Services (NCOSS). Tumbulgum confirmed this was considered following the 2017 flood but the committee felt the value of the insurance did not equate to the value of the items in the hall. Pottsville confirmed the cost of insurance is approximately $500 per annum.
AI5. Child Safety Messages
Chantelle advised that, following the recent recommendations for local government from the Royal Commission into Institutional Responses to Child Sexual Abuse, she contacted the Office of the Children's Guardian to determine responsibilities of hall committees when activities involving children are taking place within these halls. A poster was provided to all members to be displayed within the hall. This poster is a reminder to parents of their responsibility to do the appropriate checks on service providers.
Chantelle confirmed the Hall Hire Agreement also states the responsibility to conduct these checks sits with the Hall Hirer and the following statement has been included on the form:
Children have a right to be safe. For any event held in a Council facility Council encourages all hirers to visit www.kidsguardian.nsw.gov.au to understand their obligations to ensure any relevant child safe practices and policies are adhered to.
AI6. Council Resolution (20 September 2018 Meeting)
At Council's meeting of 20 September 2018 it was 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.
Chantelle advised she is in the process of determining how these applications will be administered and approved. If there are any urgent issues in the meantime, please contact Chantelle to discuss further.
A motion was put forward that a note of thanks be provided to Council for endorsing the provision of funds.
Moved: Maree Edwards Seconded: Steve Sweetnam AI7. Upcoming Events
Chillingham Hall - “Fast Food Friday” events to continue.
Pottsville Beach Hall - Comedy show again in January.
Doon Doon - No events scheduled through the Committee.
Limpinwood – Christmas Party planned for weekend of 8 December.
Tumbulgum Hall – Regular hirers continuing.
Fernvale Hall - Murwillumbah Potters' regular activities are ongoing, including Open Days being held across the weekend.
Piggabeen Hall - Piggabeen's Got Talent.
Inwards Correspondence:
Nil.
Outgoing Correspondence:
Nil.
General Business:
GB1. Tumbulgum Community Association Fundraiser
Jenny Kidd advised the committee of a recent fundraiser held by the Tumbulgum Community Association to support the town of Rowena in the Walgett Shire. The town was a source of great support during the 2017 Floods and Tumbulgum took the opportunity to repay this kindness as they are now being badly affected by the drought. A total of
$4000 has been raised and will be utilised by the Rowena community to hold a Christmas get together.
GB2. Hall Promotion
Cr Polglase suggested members of each hall committee combine their resources to hold a stand at an upcoming Council event, for example, the Home Expo, Seniors Expo. This is to be considered further at a future meeting.
GB3. Member Acknowledgement
Shannon thanked all members for their effort and commitment throughout the year and wished everyone well for the festive season. As Chair, Jenny Kidd responded on behalf of all members acknowledging the benefits of having this committee in place, thanking the team at Council for their responsiveness and support when needed.
GB4. Scheduling Next Meeting, including venue
The next meeting will be held 11.00am Wednesday 6 February 2019 at the Canvas and Kettle Meeting Room, Murwillumbah Civic and Cultural Centre (venue to be confirmed).
The meeting closed at 12.50pm.
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.
