TWEED SHIRE COUNCIL
MEETING TASK SHEET
Action Item - COUNCIL MEETING Thursday, 15 February 2018
Action is required for Item 48 as per the Council Resolution outlined below.
TITLE: [SUB-CHAC] Minutes of the Community Halls Advisory Committee (CHAC) Meeting held Wednesday 8 November 2017
Cr K Milne Cr R Cooper
RESOLVED that the Minutes of the Community Halls Advisory Committee Meeting held Wednesday 8 November 2017 be received and noted.
The Motion was Carried FOR VOTE - Unanimous
ABSENT. DID NOT VOTE - Cr P Allsop
TITLE: [SUB-CHAC] Minutes of the Community Halls Advisory Committee (CHAC) Meeting held Wednesday 8 November 2017
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
3.1.4 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 8 November 2017 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 8 November 2017 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 8 November 2017are reproduced as follows for the information of Councillors.
Venue:
Canvas and Kettle Meeting Room, Murwillumbah Civic Centre, Tumbulgum Road, Murwillumbah
Time:
11:00am Present:
Reg Robinson (Crabbes Creek Hall), Maree Edwards (Chillingham Hall), Steve Sweetnam (Doon Doon Hall), Helen Manning (Fernvale Hall), Janet Tkachenko (Pottsville Beach Hall), Jenny Kidd (Tumbulgum Hall), Cr Warren Polglase (Tweed Shire Council), Lisa Bailey (Tweed Shire Council) (Minutes)
Apologies:
Desiree Saunders (Doon Doon Hall), Donna Martin (Tumbulgum Hall), Liz Mioni (Piggabeen Hall), Peter Wise and Claire Masters (Limpinwood Hall), Tracey Stinson and Robyn Grigg (Tweed Shire Council)
Not in Attendance:
Crystal Creek Hall Representative Ex-officio:
Chantelle Howse (Tweed Shire Council), Shannon Rees (Tweed Shire Council) Guests:
Kim Wilson (Tweed Shire Council) Minutes of Previous Meetings:
Moved: Helen Manning Seconded: Maree Edwards
RESOLVED that the Minutes of the Community Halls Advisory Committee (CHAC) meeting held Wednesday 2 August 2017 be accepted as a true and accurate record of the proceedings of the meeting.
OUTSTANDING MATTERS REPORT:
OM1 Review of Draft Templates
The fee schedule is to be sent out to each Hall to confirm accuracy. This item is ongoing.
OM2 Terms of Reference Refer notes of Agenda Item 3.
OM3 Volunteer Support
Addressed in Agenda Item 4. Chantelle Howse to gather information from Committee members on current practice with each committee as this will inform the nature of Council support for volunteers in future.
Receipt of Outstanding Matters Report Moved: Jenny Kidd
Seconded: Janet Tkachenko AGENDA ITEMS:
AI1. Kim Wilson - Update on Community Infrastructure Framework (CIF)
Kim Wilson, Community Development Officer Social Planning, attended the meeting and provided an update on the CIF project and discussed the next stages of the project.
AI2. Review of Draft Templates
This item held over until the next meeting.
AI3. Review of Terms of Reference
In relation to Clause 1.2 - Objectives it was suggested there should be some wording included regarding misconduct. This will be reviewed against the current Code of Conduct.
Action: Shannon to review Code of Conduct to determine if any wording regarding misconduct should be included in the Terms of Reference.
At the last meeting a motion was moved to alter the wording of the Terms of Reference to include a clause regarding non-attendance by Committee members at these meetings.
This wording is now included in the Terms of Reference with endorsement to be requested by Council at its next meeting.
RECOMMENDATION:
That Council endorse the amendment to the Terms of Reference, as outlined below:
Clause 2.1 'appointed by Council' to be removed. Each hall committee will nominate up to a maximum of two alternate delegates.
Clause 3.1 Should voting representatives of a participating Community Hall Committee be absent from three consecutive meetings without a reason or apologies, that
Community Hall Committee will be removed from membership of the Community Halls Advisory Committee. Members will be required to attend a minimum of 50 per cent of ordinary meetings during each calendar year.
Clause 5.3 A quorum at any meeting of the Committee shall comprise half of the committee members plus one (1). Discussions are to continue when a quorum is not achieved and ‘Notes of Meeting’ are to be presented for consideration, discussion and endorsement at the next available meeting.
[A report has been prepared for the amendments to the Terms of Reference to be considered by Council on 13 December 2017.]
AI4. Volunteering Snapshot Workshop
Chantelle Howse conducted a number of exercises with the Committee which will inform the content of the workshop. This is to be further discussed at the next meeting.
Action: Chantelle to circulate questions to all committee members to gain further feedback.
AI5. Upcoming Events
Pottsville Beach Hall - Fashion Parade 2 December 2017 at 2pm. $10 entry.
Fernvale Hall - Murwillumbah Potters Christmas Sale.
Tumbulgum Hall - BBQ to open the Jetty replaced following flood damage. Will be launching the Community Calendar at this event also. Carols will be held 10 December with details to be listed on Council's 'What's On' page. Australia Day events to be held 26 January 2018 with awards and a cricket challenge.
Chillingham Hall – Reviewing and displaying historical photos, with a particular focus on 'Bush Week' events held in the past and is considering holding a similar event in the New Year.
Crabbes Creek Hall - Recently ran a 9 hole golf tournament at different homes
throughout the area (each home prepared one hole). This event was very successful within the community and the committee will look at holding further events in the New Year. Games may include a local cricket match, camp oven cook off, bocce day etc.
The hall is also preparing for annual New Year's Eve celebrations.
Inwards Correspondence:
Nil.
Outgoing Correspondence:
Nil.
General Business:
Nil.
6. Scheduling Next Meeting, including venue
The next meeting will be held 11:00am Wednesday 7 February 2018 at the Canvas and Kettle Meeting Room, Murwillumbah Civic Centre (venue to be confirmed).
The meeting closed at 1:05pm.
EXECUTIVE LEADERSHIP TEAM’S COMMENTS:
Nil.
EXECUTIVE LEADERSHIP TEAM’S RECOMMENDATIONS:
Nil.
COUNCIL IMPLICATIONS:
a. Policy:
Code of Meeting Practice.
Terms of Reference - adopted 16 April 2015 (ECM 3635284).
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.
