Ordinary Council Meeting 22 August 2019

ATTACHMENT

9.15.2 Unconfirmed Minutes of the Northcliffe Town Hall ManagementCommittee 20 May 2019

PROPONENT Northcliffe Town Hall ManagementCommittee

OWNER Shire of ManjimupLOCATION / ADDRESS: Northcliffe Town Hall, Zamia Street,

NorthcliffeWARD: CoastalZONE: N/ADIRECTORATE: Development and RegulationFILE REFERENCE: F170371LEGISLATION: Local Government Act 1995AUTHOR: Jamie Jones/Brian RobinsonDATE OF REPORT: 20/06/2019DECLARATION OF INTEREST: Nil

BACKGROUND:The Northcliffe Town Hall Management Committee is a ManagementCommittee appointed by Council under the Local Government Act to assistthe Shire in the management of the Northcliffe Town Hall in accordance withthe following Terms of Reference:

1. Provide responsible management for the Northcliffe Town Hall.2. Prepare a budget for consideration by Council.3. Recommend fees and charges for adoption by Council.4. Expend funds in accordance with the approved budget and in

consultation with relevant manager.5. Prepare an appropriate development plan in consultation with

relevant Shire departments for Council consideration.

The purpose of this item is to present the unconfirmed minutes of the meetingof 20 May 2019 of the Northcliffe Town Hall Management Committee. A copyof the draft unconfirmed minutes is shown attached.

ATTACHMENT: 9.15.2(1)

PUBLIC CONSULTATION UNDERTAKEN:Nil.

COMMENT (Includes Options):As reflected within Attachment: 9.15.2(1), the Management Committeeconsidered the issue of hire fees, which requires consideration by Council.No other recommendations were passed at the meeting that require adecision of Council.

In accordance with point 3 of the Terms of Reference the Committee has theresponsibility to “Recommend fees and charges for adoption by Council.”

Ordinary Council Meeting 22 August 2019

In this case a motion was put to increase hire fees for the hall. As reflectedwithin the minutes the Committee voted 4/0 against an increase in fees. Itwas generally considered that an increase in fees could not be justified as nosignificant improvements have been made to the building in the past year

As a result of this decision, the committee is effectively recommending toCouncil that the fees adopted in 2014/15 be retained for the 2018/19 financialyear as shown in the table below:

Fees and Charges 2014/15 2018/19Hire Charges

Function (minimum 4 hours) Full day Commercial Function Community Service Function per hour

$52.00$104.00$208.00

$13.00

$54.00$108.00$216.00

$13.40

Kitchen (in addition to normal hire charges) $62.00 $62.00Chair Hire; per chair $1.00 $1.00Table Hire; per table $4.00 $4.00Funerals Donation DonationMarquee Hire (community groups only) $50.00 /

Day$50.00

The Committee are working towards an increase to the facilities provided bythe Northcliffe Town Hall and have indicated as a result that an increase infees may be considered in the next financial year.

On a separate but related matter, examination of previous ManagementCommittee minutes has identified significant inconsistences with respect tothe level of detail contained and their format. Shire Officers will be workingwith the committee to ensure agenda’s and minutes are consistently preparedfor future meetings.

STATUTORY ENVIRONMENT:As a Management Committee, the operation of the Northcliffe Town HallManagement Committee is required to comply with the Local Government Act1995.

POLICY / STRATEGIC IMPLICATIONS:Nil

ORGANISATIONAL RISK MANAGEMENT:Nil

FINANCIAL IMPLICATIONS:Nil

Ordinary Council Meeting 22 August 2019

SUSTAINABILITY:Environmental: NilEconomic: The Committee decision not to increase fees and charges relatingto the Northcliffe Town Hall will have no impact on the Shire of Manjimupannual budget for the 2019/2020 financial year. Fees and Charges currentlycontained within the budget accurately reflect the recommendation of thecommittee.Social: Nil

VOTING REQUIREMENTS: SIMPLE MAJORITY

OFFICER RECOMMENDATION:

That Council:1. Accept the minutes of the Northcliffe Town Hall Management

Committee Meeting of 20 May 2019 as per Attachment: 9.15.2(1); and2. Having regard to the recommendation of the Northcliffe Town Hall

Management Committee, retain the Fees and Charges relating to theNorthcliffe Town Hall as adopted by Council in the annual budget forthe 2019/20 financial year.

ATTACHMENTS1 Unconfirmed Minutes - Northcliffe Town Hall Management

Committee - 20 May 20193Pages

Ordinary Meeting

COUNCIL RESOLUTION:

MOVED: Eiby, W SECONDED: Salomone, J

27913That Council:1. Accept the minutes of the Northcliffe Town Hall Management

Committee Meeting of 20 May 2019 as per Attachment: 9.15.2(1); and2. Having regard to the recommendation of the Northcliffe Town Hall

Management Committee, retain the Fees and Charges relating to theNorthcliffe Town Hall as adopted by Council in the annual budget forthe 2019/20 financial year.

ADOPTED BY EN BLOC RESOLUTION: 8/0

MINUTES OF THE MEETING OF THE NORTHCLIFFE TOWN HALL COMMITTEE

20th MAY 2019

Call to order –

Attendees: Wendy Eiby, Jamie Jones, Anne O’Donnell, Gaye Van Hazendonk.

Apologies: Kerry Marshall.

Minutes of the previous meeting. Ratified by Wendy Eiby, seconded Jamie Jones.

Reports:

1.1 Town Hall Markets update. (See attached)

1.2 Requests presented and responded to in relation to the Town Hall event from Susan Peet.

1.3 Communication with Campfire Company. These can be addressed when the business arises.

Have to be self-contained caravans or they go to the caravan park

2.1 90th Anniversary of the hall. Date confirmed at November 2nd. Seed funding available through

NCD and their willingness to fully support, and to communicate with community groups .

Suggestions encompass Rose Tour, Bannister Downs. Negotiate with Recreation Committee, Soccer,

Cricket, NDHS. Accommodation packages Visitor Centre, Windy Harbour.

2.2 Search for hall photos and Facebook advertising on Windy/NCF historical society, Shannon old

photos and Shire antenna

3.1 Electrical Equipment tested.

4.1 Solar panel issue raised again by Anne O’Donnell.

5.1 Dishwasher to be purchased using funds from Friends of the Town Hall. Gaye to get a quote from local plumber regarding the above.

5.3 Wendy to approach Robert Taylor for advice on purchasing? Catherine Mills is the Shire contact.

5.4 Indoor heating – Jamie to buy and try for the Shire first. Partitions can be borrowed from the

Pemberton photography group.

6.1: Sound system urgently required suitable to the occasion and the acoustics. Ask about the

Friends of the town hall money for this purchase. Check with Greg Butcher (local DJ) about

recommended systems on 0428 248 731

7.1 Drainage. Jamie to contact Shire rep. Anne to speak to Danny Ashworth. Gaye local plumber and

Contact Catherine Mills through the Shire (Tech services) 0448 902 104

8.1. Gas procedure required. Jamie advised …………………………………Origin. Post Office.

9.1 Costing options for signage for Town Hall events. Price prohibitory. Ask Shire to purchase banner

for event advertising at the Northcliffe town hall.

10.1 Gaye raised the issue of Renovations and repairs. Hole in the wall to be repaired. Back door not

locking

10 2. Reported to Jamie. Mark Kestal (Maintenance officer) for Jamie to contact.

General Business:

Chair hire from March wedding.

Waive bond paperwork needs updating. Gaye to contact the Shire rep.

Discussion. Need to produce a procedures and contacts manual for the

NTH Management for future hand over.

Need to chase up paperwork for hall hire. There needs to be a better

process as the local community are becoming complacent about the

applications. Gaye to follow up NDHS P&C and Bannister downs.

Cleaner is now being supplied all the equipment from the Shire.

New business:

Motion put forward to Increase in hire fees for the hall as recommended by the shire. Voted 4/0

against a fee increase, therefore no increase in Northcliffe Town hall hire fees.

Adjournment 5.20 Next meeting will be held Monday 29th July @ 4pm

Northcliffe Town Hall Market Day – 17th November 2018

Takings:

Stall fees (25 stall holders) = $ 365.00

Raffle tickets = $ 140.00

Kitchen sales = $ 269.10

TOTAL = $ 774.10

Expenses:

General store – misc items = $ 24.80

NCRC – printing (Inv 3142) = $ 65.30

NCRC – printing (Inv 3137) = $ 36.55

Petty Cash returned to Debit card = $ 100.00

TOTAL = $ 226.65

Remainder = $ 547.45