TWEED SHIRE COUNCIL
MEETING TASK SHEET
Action Item - COUNCIL MEETING Thursday, 26 October 2017
Action is required for Item 55 as per the Council Resolution outlined below.
TITLE: [SUB-CHAC] Minutes of the Community Halls Advisory Committee (CHAC) Meeting held Wednesday 2 August 2017
Cr P Allsop Cr C Cherry
RESOLVED that the Minutes of the Community Halls Advisory Committee (CHAC) Meeting held Wednesday 2 August 2017 be received and noted.
The Motion was Carried FOR VOTE - Unanimous
TITLE: [SUB-CHAC] Minutes of the Community Halls Advisory Committee (CHAC) Meeting held Wednesday 2 August 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 (CHAC) Meeting held Wednesday 2 August 2017 are reproduced in the body of this report for the information of Councillors.
RECOMMENDATION:
That the Minutes of the Community Halls Advisory Committee (CHAC) Meeting held Wednesday 2 August 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 2 August 2017 are reproduced as follows for the information of Councillors.
Venue:
Canvas and Kettle Meeting Room, Murwillumbah Civic Centre, Tumbulgum Road, Murwillumbah
Time:
11:15am Present:
Reg Robinson (Crabbes Creek Hall), Maree Edwards (Chillingham Hall), Liz Mioni (Piggabeen Hall), Helen Manning (Fernvale Hall), Claire Masters (Limpinwood Hall), Jenny Kidd (Tumbulgum Hall), Cr Warren Polglase (Tweed Shire Council), Lisa Bailey (Tweed Shire Council) (Minutes)
Apologies:
Steve Sweetnam and Desiree Saunders (Doon Doon Hall), Janet Tkachenko, Yvonne Hogan and Ruth Clarke (Pottsville Beach Hall), Donna Martin (Tumbulgum Hall), Tracey Stinson and Robyn Grigg (Tweed Shire Council)
Absent without Notice:
Crystal Creek Hall Representative Ex-officio:
Chantelle Howse (Tweed Shire Council), Shannon Rees (Tweed Shire Council) Guests:
Kelly Piazza (Tweed Shire Council)
Minutes and Record of Proceedings of Previous Meetings:
Moved: Claire Masters Seconded: Jenny Kidd
RESOLVED that the Minutes of the Community Halls Advisory Committee (CHAC) meeting held Wednesday 3 May 2017 be accepted as a true and accurate record of the proceedings of the meeting.
OUTSTANDING MATTERS REPORT:
OM1 Review of Draft Templates
Updates on templates provided in OM3 through to OM6. All previous completed items now moved to closed items.
OM2 Governance
Shannon requested all Committee members please confirm a signed consent form has been provided to Council. If unsure if a form has been submitted, please advise Shannon Rees who will follow up.
Action: All members to determine if a signed consent form has been returned.
OM3 Review Draft Templates - Fee Schedules
Shannon still awaiting responses from some halls. If there have been any changes since this information was originally requested please advise.
OM4 Review Draft Templates - Maintenance Form
Word version forwarded to committee members. This item now closed.
OM5 Review of Draft Templates - Clarification of Food Safety Requirements
Tweed Shire Council Environmental Health Officer in attendance. Further information provided under Agenda Item 1.
OM6 Review of Draft Templates - TweedLink
Information regarding TweedLink advertising and lead times was circulated by Shannon prior to the meeting. This item now closed.
OM7 Terms of Reference
Refer to comments on Agenda Item 3.
OM8 Management Agreements
Agreements were circulated to all Committees for review. No further action required by Committee members at this time. This item now closed.
OM9 Committee Contact Lists
Refer to comments on Agenda Item 5.
OM10 Flood Recovery Update
Refer to comments on General Business Item 1.
OM11 Flood Recovery Update - Tumbulgum Hall
Meeting time requested of the Committee by Shannon Rees. Awaiting response.
Receipt of Outstanding Matters Report
Moved: Reg Robinson
Seconded: Helen Manning AGENDA ITEMS:
AI1. Environmental Health / Food Safety Regulations Information Session
Presentation by Kelly Piazza, Tweed Shire Council Environmental Health Officer.
http://www.foodauthority.nsw.gov.au
Kelly attended the meeting to provide guidance on Food Safety Regulations and encouraged all members to visit the above website to further review the Resource Centre Fact Sheets and Guides. Most Hall Committees will fit into the definition of 'Charitable Not For Profit Organisations'. Kelly also discussed the courses available for Food Safety Supervisors and how the content of this course can be helpful for committee members.
Shannon reminded committee members of the Kitchen and Water Audit Reports completed by the Environmental Health Team in 2016 as this will provide guidance on what is required at each hall in terms of food preparation/provision and kitchen facilities.
The Committee discussed the opportunity to apply for grant funding for First Flush systems and water filters. Chantelle confirmed ongoing maintenance at about 10% of the cost should also be factored in and to contact Council when applying for grants to discuss current priorities.
AI2. Review of Draft Templates
This item held over until the next meeting.
AI3. Review of Terms of Reference
The current Terms of Reference (TOR) for this Committee were endorsed in April 2015 and are now due for review. The TOR differ from other Committees of Council in that there is no clause relating to 'non-attendance'.
A motion was moved that the Committee be consistent with other Committees of Council and wording within the TOR be adjusted to include: Membership of the Advisory Committee will be terminated after a voting member's absence from three consecutive meetings without acceptable reasons provided to the Advisory Committee. Members will be required to attend a minimum of 50 per cent of ordinary meetings during each calendar year.
Moved: Claire Masters Seconded: Liz Mioni
Additional proposed amendments are:
Clause 2.1 'appointed by Council' to be removed. Each hall committee will nominate up to a maximum of two alternate delegates.
Clause 4.3 Discussions are to continue when a quorum is not achieved and 'Notes of Meeting' to be endorsed at the next available meeting.
Moved: Maree Edwards Seconded: Jenny Kidd
Action: Revised wording for Terms of Reference to be drafted by Shannon Rees and presented to the next meeting for consideration.
AI4. Review of Management Agreements This item held over until the next meeting.
AI5. Committee Contact Lists - Permission to Share
The Committee agreed to share contact details (name and email only) amongst other committee members.
Moved: Liz Mioni Seconded: Helen Manning
Action: Shannon Rees to circulate contact details.
AI6. Upcoming Events
Piggabeen Hall – “Piggabeen's Got Talent” - Saturday 12 August, 6pm. Entry by gold coin donation.
Fernvale Hall - Murwillumbah Potters participating in Mud Trail 19 and 20 August.
Limpinwood Hall - Playgroup starting up soon.
Tumbulgum Hall - Tzu Chai Foundation returning in October with Hot Lunch Box for community.
Chillingham Hall – Renovating kitchen to comply with registered food premises requirements.
Crabbes Creek Hall - Friday Night Take Away weekly event. Seniors Morning Tea in September.
Inwards Correspondence:
Nil.
Outgoing Correspondence:
Nil.
General Business:
1. Flood Recovery
Tumbulgum was the only Council owned flood damaged hall and meetings are in progress to support the Hall. Other Hall visits will be arranged in the near future. If any members of the community need help please remind them to contact Council, through Shannon or Chantelle, to be given the appropriate support and advice.
2. Hall Bookings Survey
Chantelle confirmed the information requested is to support the Community Strategic Plan in creating a baseline for reporting back to the community on hall usage. Requests for information will be forwarded each month and reporting will be on an 'all hall' basis i.e.
no individual hall information reported. Reporting should cover all use but exclude time allocated for maintenance.
3. Volunteer Support
Chantelle advised the group that Council can provide support for committee members to increase their volunteer base, with the aim of increasing hall usage.
Action: Chantelle Howse to explore information/training session on Volunteer Management at a future date.
4. Scheduling Next Meeting, including venue
The next meeting will be held 11:00am Wednesday 1 November 2017 at the Canvas and Kettle Meeting Room, Murwillumbah Civic Centre.
The meeting closed at 1:15pm.
EXECUTIVE MANAGEMENT TEAM’S COMMENTS:
Nil.
EXECUTIVE MANAGEMENT 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.
