MINUTES

Page 1 of 6

Ordinary Meeting

Chiltern Memorial Hall Committee of Management

DATE: 21 August 2019

LOCATION: Memorial Hall Chiltern

CHAIR: Pat O’Connor

1. Welcome

PO welcomed all present 7.32 pm

2. Present

Mr Patrick O’Connor (PO), Ms Faye Lappin (FL), Mrs Judy Dixon (JD), Mrs Patricia O’Connor (MPO), Maree Murphy (MM)

3. Apologies

Nil

4. Disclosure of Conflicts of Interest

Nil

5. Confirmation of minutes of previous meeting

Minutes of the previous meeting 20 February 2019 were determined to be a true and accurate record of that meeting. Mvd. JD. Sec. MPO. Carried.

6. Business arising from previous minutes

Re exploration of options for the installation of a wall-fixed fold-down baby change table

The committee made a Capital Works Submission in response to the draft council budget on 13 May; the identified improvements were not costed as the committee considered that ISC was best placed to estimate an approximate cost for each item identified.

On 28 June Council advised the committee that no allocation was made in the budget for the identified improvements, but that the Buildings and Property Officer will meet with the committee in the first quarter of 2019/2020 to discuss the scope of required works and consider next steps.

Project to build storage room

Community grant funding received; project implemented and completed on schedule and under budget.

MEETING MINUTES

Page 2 of 6

7. Correspondence in

05 Mar 2019-Tax Invoice Origin Jan-Mar 2019 $46.30

31 Mar 2019-PestPac termite inspection due

03 Apr 2019-Tax Invoice Kelly’s Hardware $18.00 (25m ext. power lead for vacuum cleaner)

03 Apr 2019-Tax Invoice Repco $21.99 (Etch Primer for art track)

10 April ISC re Update on Council's Committee Review

18 Apr 2019-Tax invoice IGA Squeeze Mop $15.29 (cleaning walls prior to painting)

18 Apr 2019-Chq. Ironbark Church rent $325.00

23 Apr 2019-Tax invoice Albury Paint Shop $189.75 (stage wall paint and roller covers)

02 May 2019-Quote Doors N Knobs $2,520.00 (incl. GST)

03 May 2019 Tax Invoice Bunnings $121.15 (door jambs and screws)

06 May 2019-Chq. Playgroup rent $210.00

03 May 2019 Tax invoice Bunnings $256.58 (90x45 T2 Pine framing store room)

08 May 2019-Tax Invoice Bunnings $163.38 (100m electrical cable lighting / MDF panel)

09 May 2019-ISC Purchase Order Doors N Knobs

09 May 2019-Tax Invoice Doors N Knobs order $2,290.91

09 May 2019 Tax invoice Paul's Restorations $594.00

18 May 2019 Tax Invoice Bunnings $11.40

21 May 2019 Tax Invoice D. Hawkins Electrical $140.00

23 May 2019 Tax Invoice Elec City Light $260.00

24 May 2019-Tax Invoice Bunnings $26.25 MDF panel

24 May 2019-Tax Invoice Bunnings $7.88 metal switch cover plate

24 May 2019-Tax Invoice Middendorps $80.10 switch and dimmer for playgroup room

27 May 2019-Tax Invoice Doors N knobs $260.00 supplementary cost for grooving of doors

29 May 2019-Tax Invoice PestPac termite inspection & report $440.00

30 May 2019 Chq. Tennis Club rent $210.00

30 May 2019 ISC CEO Trevor Ierino thanking volunteers

02 Jun 2019-Tax Invoice Paul's Restorations $264.00

04 Jun 2019-Tax Invoice D&K Cleaning $550.00

04 Jun 2019-Tax Invoice Wodonga Transfer Station (hall waste) $33.00

05 June Jess Johnston Community Development Officer ISC re Indigo Shire Community Grants

06 Jun 2019-Tax Invoice IGA Toilet Paper $68.00

06 Jun 2019 Jess Johnson 2019/20 Indigo Shire Community Grants

14 Jun 2019 Annabel Harding ISC re Andrew Kinsey Property Officer new contact for committee

MEETING MINUTES

Page 3 of 6

03 July 2019 Carolyn Lingham Executive Assistant Planning and Corporate Services re Cap Works Sub

06 Aug 2019 Andrew Kinsey re Draft MOU’s

07 Aug Invoice #00022054 from AAFCO Hygiene

12 Aug 2019 Annabel Harding re draft IOD

19 Jul 2019 Chiltern Red Cross

8. Correspondence out

13 May 2019 to ISC CEO Submission for capital works, Chiltern Memorial Hall & Strategic Plan

13 May 2019 ProTek Painting - Request for Quote stage wall painting (no reply)

13 May 2019 Brushworks Painting - Request for Quote stage wall painting (no reply)

13 May 2019 Topstart Painting - Request for Quote stage wall painting (no reply)

13 May 2019 Darren Lappin Painting - Request for Quote stage wall painting (replied)

24 May 2019 to ISC Volunteer Registration Forms K.Anderson/B.Hunt/C.Royle

29 May 2019 to ISC B.Direen P.McLaughan re roof leak Chiltern Memorial Hall

31 May 2019 to ISC Community Grant Acquittal Chiltern Hall 31 May 2019

05 Jun 2019 to ISC Volunteer Registration Form M. O’Connor

05 Jun 2019 to ISC PL Insurance - Paul's Restorations (Paul Ramsay) Chiltern Memorial Hall 2019

10 June ISC re roof leak

11 June 2019 P. O’Connor to ISC re capital works submission

14 June ISC re Andrew Kinsey new point of contact for Indigo Shire

01 July ISC re roof leak

08 Aug 2019 CMH Response to Red Cross Unit

12 Aug to CTD re Lighting at Antique Fair 2019

9. Reports for noting

Servery shutter mechanism has failed; PO to advise ISC to arrange replacement (fixed asset installation by ISC). On 17 April noted by Brett Direen + external kitchen door issue.

10. Treasurer’s report (attached)

Report period 21 February – 21 August 2019 (attached to these Minutes)

S13 Account

Balance 21 Aug $8,984.14

Total inflows $3,581.24; Total outflows -$8,618.08 (Net -$5,036.84) S13.1 Account

Balance 21 Aug 18 $147.81

Total Inflows $579.28; Total outflows -$2,528.27 (Net -$1,948.99)

MEETING MINUTES

Page 4 of 6

Motion that Treasurers Report be accepted as true and correct. Mvd JD. Sec MPO. Carried.

11. Reports for decision

Discussion paper re restructure of the committee into roles that reflect the functions of the committee.

Motion to implement as far as is practicable within limitations of attracting new members to committee. Promotions to be placed into Chiltern Grapevine newsletter as a standing item. Committee members to make personal approaches to suitable individuals that may be interested in supporting as a committee member or as a non-committee volunteer. Mvd. MM. Sec FL. Carried.

12. Standing items

a. Stand for dishwasher

b. Replacement of bench in kitchen

c. Ad-hoc cutlery storage in kitchen

d. Gas stove igniters & oven thermostats to be serviced/ replaced as necessary.

e. Door brushes to be fitted to main entrance doors to stop debris entering the hall.

13. General Business

Nil.

14. Meeting dates going forward

16 Oct 2019 18 Nov 2019 19 Feb 2020 15 Apr 2020 17 Jun 2020 19 Aug 2020 (AGM)

15. Meeting closed

Meeting closed at 1945.

Pat O’Connor

President/ Secretary

MEETING MINUTES

Page 5 of 6

MEETING MINUTES

Page 6 of 6