shire of kojonup · 11/24/2016 · shire of kojonup – kodja place advisory committee –minutes...

SHIRE OF KOJONUP

Kodja Place

Advisory Committee

MINUTES

24 November 2016

Shire of Kojonup – Kodja Place Advisory Committee –Minutes – 24 November 2016

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MINUTES FOR THE KODJA PLACE ADVISORY COMMITTEE MEETING

HELD ON 24 NOVEMBER 2016

TABLE OF CONTENTS

1 DECLARATION OF OPENING AND ANNOUNCEMENT OF GUESTS 3

2 ATTENDANCE & APOLOGIES 3

3 SUMMARY OF RESPONSE TO PREVIOUS QUESTIONS TAKEN ON NOTICE 4

4 PUBLIC QUESTION TIME 4

5 PETITIONS, DEPUTATIONS & PRESENTATIONS 4

6 APPLICATIONS FOR LEAVE OF ABSENCE 4

7 CONFIRMATION OF MINUTES 5

8 ANNOUNCEMENTS 6

9 PETITIONS, DEPUTATIONS & PRESENTATIONS 6

10 DECLARATIONS OF INTEREST 6

11 BUSINESS ARISING 7

11.1 STRATEGIC PLANNING 7

11.2 REPORT ON KOJONUP NOONGAR ORAL HISTORY PROJECT 16

11.3 VISITOR CENTRE SUSTAINABILITY GRANT UPDATE 22

11.4 MOSAiC UPDATE 25

11.5 LOTTERYWEST APPLICATION – INTRANET PROJECT 26

11.6 STORYPLACE UPDATE 27

11.7 FURTHER RESPONSE TO GIBSON’S MASTER PLANNING DOCUMENT/OPTIONS 28

11.8 DISCUSSION PAPER: WHAT IS SUSTAINABILITY? 32

11.9 ROSE MAZE UPDATE 34

12 ITEMS 35

12.1 CHAIRMAN – KOJONUP ABORIGINAL CORPORATION UPDATE 35

12.2 MANAGER – THE KODJA PLACE PRECINCT UPDATE 35

12.3 CHIEF EXECUTIVE OFFICER UPDATE 35

13 MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN 36

14 NEW BUSINESS 36

15 NEXT MEETING 36

16 CLOSURE 36

17 ATTACHMENTS (SEPARATE) 36


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M I N U T E S

1 DECLARATION OF OPENING AND ANNOUNCEMENT OF GUESTS

The Shire President declared the meeting open at 7.05pm and alerted the meeting of the

procedures for emergencies including evacuation, designated exits and muster points.

At the Council meeting held 22 October 2015 the following persons were elected by absolute

majority as members of the Kodja Place Advisory Committee:

Kojonup Community Growth Association (formerly KTA) Ian Malane – Delegate and

Jill House – Proxy

KAC – Craig McVee – Delegate

KPCF Inc. – William Harvey – Delegate (resigned 21 March 2016 – Eric Wright

became new Delegate)

Rose Maze – Cathy Wright – Delegate

Story place/Gallery – Margaret Robertson – Delegate

Council – Cr Ronnie Fleay (Shire President) and Cr Robert Sexton (Deputy Shire

President) – Delegates

Kojonup Tourist Railway – Ned Radford – Delegate

Council Officers – CEO and Manager Community Development & Tourism

Community – Barbara Hobbs and Wendy Thorn – Delegates

2 ATTENDANCE & APOLOGIES

MEMBERS

Cr Ronnie Fleay Shire President – Presiding Member

Cr Robert Sexton Deputy Shire President

Mr Rick Mitchell-Collins Chief Executive Officer

Ms Zahra Shirazee Manager Community Development & Tourism

Mrs Margaret Robertson Kodj Gallery/Storyplace Coordinator

Mrs Cathy Wright Rose Maze Representative

Wendy Thorn Community Representative

Mrs Barbara Hobbs Community Representative

Mrs Jill House Kojonup Community Growth Association Proxy

REGULAR ATTENDEES

Cassandra Fletcher Visitor Services Coordinator

OBSERVERS

Mrs Cath Mathwin

Mr John Mathwin

APOLOGIES

Serena Jade Community Development Officer

Mr Ian Malane Kojonup Community Growth Association

Mr Ned Radford Kojonup Tourist Railway

Mr Eric Wright Kodja Place Community Fund Inc.

Mr Craig McVee Kojonup Aboriginal Corporation


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3 SUMMARY OF RESPONSE TO PREVIOUS QUESTIONS TAKEN ON NOTICE

Nil.

4 PUBLIC QUESTION TIME

Nil.

5 PETITIONS, DEPUTATIONS & PRESENTATIONS

Nil.

6 APPLICATIONS FOR LEAVE OF ABSENCE

Nil.


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7 CONFIRMATION OF MINUTES

KODJA PLACE ADVISORY COMMITTEE MEETING 6 October 2016

COMMITTEE DECISION

13/16 Moved Cr Sexton, seconded Zahra Shirazee that the Minutes of the Kodja

Place Advisory Committee meeting held on 6 October 2016 be confirmed as

a true record subject to the following amendment:

Under item 11.5 after the last paragraph the following paragraphs are

included:

“Kodj Gallery - mural listening post

Leith Schmidt has provided a great design for the listening post seat,

but we are considering how best to position the earphone(s) for ease of

access by visitors. It is likely that we will run with a backboard to house

the audio player and earphone(s), which will also serve as a back rest to

the seat and a push-up hand rail. Mental Media’s feedback has been

sought in light of their experience of installing earphones.

Gibson has encouraged us to use Craig’s audio to provide the necessary

interpretation and to forego the idea of an A4 info-graphic to

accompany the audio. They recommend that we focus instead on simple

signage to guide visitors to use the earphones.

Kodj cabinet graphic panel

Serious work is yet to start on this smallish but important graphic

panel.”

CARRIED


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8 ANNOUNCEMENTS

(by the Presiding Member without discussion)

Nil.

9 PETITIONS, DEPUTATIONS & PRESENTATIONS

Nil.

10 DECLARATIONS OF INTEREST

Nil.


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11 BUSINESS ARISING

11.1 STRATEGIC PLANNING

There has been no change to this section since 21 July 2016 meeting. The following is simply

for the reader’s information.

Council at its meeting held 16 September 2014 adopted the Kodja Place Strategic Plan 2014

and achieving the Strategic Goals of the adopt Plan forms the main focus of the Council and

the Kodja Place Advisory Committee (KPAC).

Listed below is an update on the status and progress for each goal.

Please note that this section has not been updated since the previous meeting held on 21 July

2016.

Key Result Areas from November 2015 as follows:

Action Status/Resourcing Requirements Time Frame

Improved

Strategic

Planning

Draft Strategic Plan adopted at Council

Meeting held 16 September 2014 following

extensive deliberations by KPAC.

Completed

Increase Noongar

presence and

involvement

including

traineeships /

employment

opportunities

The new arrangement with Jack Cox which

has been in place since July has been working

well and feedback from Jack continues to be

positive. Although there are 3 set tour times

Monday to Friday, Jack under his own

volition, has been undertaking additional

tours for visitors arriving outside of these

times including some weekends. Since the

change, more visitors to Kodja Place have

experienced Jack’s Tours which has helped to

increase exposure for his business as well as

provide positive feedback on the experience

Kodja Place offers.

The agreements by Max Employment for four

positions under the work for the dole scheme

was signed in December and we have been

waiting on referrals by the agency for

potential candidates to be interviewed. A

workshop for participating organisations was

held in Albany, 5th February to discuss the

new scheme. A common issue raised was the

lack of information and contact to employers

which Max Solutions was being addressed

with the future employment of field officers.

The scheme had also been amended to allow

those registered with either employment

agency to participate in the program, with one

agency acting as the lead. The lead agency for

Kojonup is Max Employment.

July-November 2015

December 2015/

February 2016

February 2016


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A meeting was scheduled 19 February with

Max Employment to meet with 4 potential

participants. Unfortunately none of the

participants arranged by Max showed, with

Peggy Michael, invited by the Manager the

only attendee. Peggy will commence at Kodja

Place under the new scheme Monday, 22 Feb

and will be undertaking 15 hours per week

over a 6 month period. Peggy is also

interested in the concept of setting up her own

indigenous catering/food business and will

work with Zahra to investigate this further.

GSIT has received some funds and has offered

to undertake a free healthy computer program

targeting women together with Relationship

Australia’s regular Monday meetings to be

held at KP. Originally planned to start at the

end of November and running for 4 sessions

over 4 weeks. However, due to the short lead

in time and the risk of low participation, it has

been decided to defer this program until early

2016.

The Great Southern Institute of Technology’s

2 day weekly work ready training (Cert 1)

which commenced in July at Kodja Place

(Tuesdays) and at the Noongar Community

Centre (Wednesdays) ended in September

with only 3 students completing the course.

Unfortunately due to the low participation

rate, GSIT is unlikely to support a similar

work ready course in the near future unless we

can guarantee higher participants.

Zahra Shirazee has been mentoring Colin

Clinch who has since developed message

sticks for sale at Kodja Place as well as

undertaken his first radio interview during the

GS Wildflower Bloom Festival launch. Colin

has become a regular attendee at Kodja Place

is continuing to focus on building his

confidence as well as develop his computer

and work skills by volunteering in the visitor

centre and Kodja Place. After discussion with

Colin, we are working towards developing his

skills in order to be a future mentor for other

Noongar participants.

Relationships Australia has moved their

weekly Monday meetings with the Noongar

Elders and community to Kodja Place. This

has greatly increased the local Noongar

presence at Kodja Place with a good turn out

each week.

July-September 2015

April – ongoing

2015

December 2015


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Extensive

Cost/Benefit

Analysis between

existing and

potential uses

Business Plan developed. Completed

Increase resource

allocations such

as IT upgrade in

order to remain

current and

interactive

Margaret Robertson and Manager of

Corporate Services progressing same

following extensive consultation with multi

media experts and Museum WA contacts as

needs analysis will impact on Financial

Review and access to external funds in order

to achieve desired outcomes.

A major IT and telecommunication upgrades

were implemented in December which has

already seen a major reduction in time and

workload for staff and volunteers who

previously did not have easy access to

scanning, photocopying or printing without

having to access the Shire offices.

Kojonup was successful in our grant

application for Round One of TWA’s Visitor

Centres Sustainability funding program which

was announced in January. Acquittal of the

grant has been extended to 31 December 2016

KP’s grant application did include the IT

upgrade but due to the lengthy delay, it was

not feasible to await the outcome of the

application and some works have been

undertaken. A request to TWA to vary the

grant will need to be made.

The EOI for inclusion in WAITOC’s grant

program was not successful based on the

decision by WAITOC that KP is already in the

international marketplace and that their focus

was on building new product. This does not

exclude KP to participate in joint marketing

activities undertaken by ASW who will be

implementing the marketing component of the

government funding.

Ongoing with bi

monthly updates

provided to

CEO/KPAC

December 2015

May 2015 -January

2016

Forward

maintenance and

capital works

programs

Senior Management Team identifying and

prioritising future program which forms part

of Long Term Financial Plan for

KPAC/Council consideration.

LTFP Workshop

conducted 17 March

2015

Reinvigorate

Marketing,

Promotion,

Events

Management &

Planning,

accessioning,

displays etc.

During the transition and stocktake, it became

apparent that all brochure stocks were very

low and required urgent reprint in the new

financial year. This may limit our ability to

get the right marketing mix. However,

priority should be given to ensure that staffing

and promotional resources are in place to

Ongoing


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service and handle visitor needs and

additional increase in visitor numbers.

Have been continuing with strategic

promotions and working cooperatively with

local and key tourism and media organisations

to ensure KP continues to have market

exposure. KP to appear in ASW’s 2016

Holiday Planner and Seniors 2016 WA

Holiday Guide. KP also featured in a Seniors

2016 calendar with print run of 62,000 copies

distributed Australia-wide and in March will

have representation at the Perth Caravan &

Camping Show on both the Hidden Treasures

and Australia’s South West stand.

Met with the web provider about accessing the

Kojonup Visitor Centre website. The site is

very out of date which provides an adverse

message and image for the centre. Original

plans was to temporarily take down the site

with visitors redirected to the Kodja Place

website. However, was advised that a new

website (not live) had already been set up and

just waiting to be populated with our

information. Hanna Robinson and Manager

CDT to determine how to resolve the current

situation to get our information back up to

date.

Margaret Robertson and team progressing

accessioning/displays as part of IT/Multi

Media upgrade.

Ongoing

December 2015 –

February 2016

Ongoing

Training, skills

development and

succession

planning

Will form part of Workforce Planning

undertaken by Council including

requirements of volunteers.

Undertaken as part of the Shire’s

Organisational Review, additional staff

resources have been reallocated to TKPP.

Food handling training has been arranged for

volunteers and consignees as part of meeting

compliance with catering and sale of local

food products within KP retail shop.

Hanna coordinating a workshop focusing on

basic social media for businesses.

An in-house training program to upskill

KP/KVC volunteers in computer skills will be

developed. This has become important due to

the new systems being implement at Kodja

Place.

Initial training on synergy on receipting daily

KP sales has been undertaken by Cassy

Fletcher and Nina Hart. This process will be

documented and added to daily operational

May 2015 – ongoing

18 November 2015

February 2016 -

ongoing


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procedures so that key volunteers can be

trained on the process.

Clearly

established

processes,

systems,

procedures that

eliminate

duplication

Forms part of Council’s IT Upgrade, Risk,

Compliance/Financial Review.

Council IT Upgrade commenced 8 February

2015 and includes Depot, Springhaven and

Kodja Place.

Risk Assessment for Kodja Place was

completed in June 2015. Workplace safety

inspection was undertaken this month with

minor issues of tagging & testing of

appliances to be rectified.

Online booking of Transwa tickets have

increased with approximately 80% of tickets

booked online. As volunteers become more

confident with the process we will cease

manual ticketing (although it will always be

available as a backup in case of system

failure).

Ongoing

Effective

governance

Council, CEO, Manager CDT and Advisory

Committee to engage with stakeholders

including volunteers to ensure there is no

misunderstanding of the need for change and

how change will occur. Important to

emphasise that change is an opportunity to

improve not a threat!

Information session for KTA Volunteers and

Council members was held at Kodja place to

explain the changeover from KTA to Shire

and to provide the opportunity to answer any

questions or concerns about the transitional

process.

New consignee agreements are being drafted

and under the new arrangement should see

current consignment stock reduced to around

10% of retail stock. This will not reduce

locally produced product being available,

which is still very much encouraged,

however, KP will now order and purchase the

product which in turn will help reduce the

need for extensive and onerus manual record

keeping and speed up the processing of

accounts.

A further meeting of KTA Executive with

Shire President and CEO was held to discuss

financial concerns.

Meeting of KPCF Inc and Sub Committee

formed to review Constitution /Rules of

Association.

Ongoing

20 May 2015

Ongoing


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Human Resource

(HR)

Management

Although new volunteers have commenced

this has been countered by the loss of a few

older volunteers due to health, family and

holiday commitments and the introduction of

having at least 2 people (staff and/or

volunteers) during opening hours. CDO and

Manager CDT positions have been providing

the shortfall in the visitor centre until

additional staff are sourced and trained. Now

that the Cassy Fletcher has transferred across

to the Visitor Services position, the CDO

position will be advertised.

Nina Hart continues to be employed on a

casual basis to assist with administrative

duties and the backlog of retail sales

recording.

Previously staffing the roster requirements

were stretched during most of December and

over the January holiday period with many

volunteers going away for holidays or to

spend time with family. Unfortunately this

coincided with the peak tourist season which

had meant the Manager, CDO and casual

Administrative office filling in the shortfall.

Due the lack of staff KP had to turn away

group bookings in December/January from

Adams Coachlines and Villa Carlotta.

There has been an improvement in roster

requirements for February and March

although still not at optimum. Main shortfall

is still weekend staffing.

October ongoing

December 2015

December ongoing

Communication

with Media

Template is prepared by the CEO and

Manager CDT then circulated to KPAC for

feedback at the next meeting to ensure

ethos/purpose/policies captured whenever

The Kodja Place is mentioned.

March 2016


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Strategic Goal Actions (how will the Goal be achieved) Responsibility Status

To enhance and

improve the cultural

experience for all

visitors

Upgrade multimedia

Update and enhance selected display

elements

Commence works on completing displays

in Storyplace i.e. Workshop/Farm Office

EstablishMOSAiC database to assist with

content development

Develop Intranet site content – (Stage 1)

Improve signage out of town

CEO, Kodj

Gallery/Story Place

Coordinator

Margaret Robertson progressing and providing updates at KPAC

Meetings. Key progress includes: some multi-media upgrade is well

advanced; curatorial audit final draft completed and awaiting

endorsement. MOSAiC database has been purchased and work has

commence to implement; draft intranet site map completed &

awaiting feedback as part of curatorial audit; intranet content

development has commenced, but much remains to be done;

preliminary quote for intranet site build has been obtained.

Greater Noongar

presence Obtain funding for traineeships

Mentoring by internal/external parties

Engagement

Long term programs/employment

CEO/KAC/MTKPP Rick and Craig have held discussions with Workplace/Employment

Agencies regarding level of assistance available for Tourism and

Hospitality Traineeships at The Kodja Place. Zahra and Craig

progressing. Zahra has met with Max Employment in July who have

offered additional resources under the work for the dole scheme. In

November received the Agreements from Max Employment for 4

positions which has being signed and awaiting on potential

participants to interview. A meeting was scheduled with Max

Employment 19 Feb to meet 4 candidates

Shire President exploring cultural awareness and education

opportunities within Kojonup sporting clubs etc. Minister Tuck

Waldron supportive of concept. Workshop confirmed for 22 April

2015 at Sports Complex.

CEO appointed Craig McVee “Noongar Cultural & Education

Officer” to recognise role distinction between Manager Works &

Services and to ensure Craig is allocated sufficient time to undertake

new role without worry of Shire works program which can be

coordinated by 2IC – Robert Balloch.

Zahra continues to provide one on one mentoring to Colin Clinch with

the aim that he will be able to mentor and guide others in the future.

Management

restructure Form advisory Committee

Agreement on way forward

New agreements

Compliance

Engage Manager for business

o Individuals

o Company

Council /CEO/

KPAC

Refer HR Management above.


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Marketing of events Upgrade IT including “What’s on” page

updates within Kodja Place website

Smartphone app

Uniform signage/branding

Current marketing plan/strategy

Event planning and promotion

Manager TKPP,

ICT Coordinator,

Community

Services

Margaret Robertson and her team coordinating update of ‘What’s

on‘page, but more work required; may need Visitor Centre to co-

ordinate Events section of ‘What’s On’. Fairly frequent submission of

articles to Kojonup News. Smart Phone, Highway signage in

conjunction with IT Upgrade and updates provided at KPAC

Meetings.

Council via Corporate Services progressing installation of a

microwave radio network link to Kodja Place, Works Depot &

Springhaven with Council.

Risk Management

Plan

Identify risks

- Building maintenance/renewal

- Staff/volunteers

Manager of

Corporate Services

+ Senior Project

Officer

Fair Value Assessment of all Council Buildings recently undertaken

by Griffin Consultants. Report to Council – May 2015.

Structural Integrity Report on mud walls undertaken and awaiting

advice.

Risk Management Workshops and Assessment has been undertaken

by Senior Project Officer with KPAC/Volunteers and a number of high

risk areas have been identified to Council for priority remedial action.

Undertaken a copyright workshop/training to update and develop

procedures to ensure compliance – August 2015

Food Handing Workshops arranged for volunteers and consignees to

meet health and regulatory compliance – November 2015

Strategic

Alliances/Partnerships

Partnering with other providers

Aligning with local providers

CEO, Manager

TKPP, Advisory

Committee

Council has undertaken discussions with GSDC on possible funding

avenues. Senior Management Team undertaking comprehensive

Financial Analysis to ascertain (where possible) the extent of activities

presently being undertaken, cost/benefit, compliance and

sustainability.

Engage younger

people

Youth Council, Facebook, high school,

competition for community regarding

what their areas are to improve

Manager TKPP +

Community

Services

On-going.


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RECOMMENDATION/COMMITTEE DECISION

14/16 Moved Zahra Shirazee, seconded Wendy Thorn That the Chief Executive

Officer’s update on Key Result Areas and the Strategic Plan Goals be received.

CARRIED


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11.2 REPORT ON KOJONUP NOONGAR ORAL HISTORY PROJECT

ATTACHMENT 11.2.1 Agreement for Lender Images

11.2.2 Image Information Sheet

Margaret Robertson spoke to the following report:

In response to KAC’s invitation, 21 of the proposed 25 Noongar interviewees have agreed to be

interviewed. Twelve interviews have been recorded to date. A number of these interviewees have

kindly provided Sue with access to photographs, which she is scanning.

Sue has received some draft transcripts from the transcriptionist and is busy checking these, as

well as preparing other recordings for transcription, e.g. providing a list of names and places to

improve accuracy.

The proposed interviewees who have not yet responded will be sent a follow-up letter to check

whether they would like to be part of the project. Many thanks to Shire staff for processing the

response forms.

On 15-16 September, Sue Graham-Taylor visited Kojonup for a tour of significant places in the

Kojonup district and environs with Jack Cox. Craig McVee, Wendy Thorn (photography and

recording) and Marg Robertson were also present. The following places were visited:

The grave of Mr Edward Smith

Kojonup Spring

Front Square camping ground (now the site of the bowling club)

Kojonup Aboriginal Reserve

Granny Etty’s Hill

Yeenyellup farm (Warburton’s)

Jingalup school site

Jingalup camping ground

Unanup farm (Ted Smith)

Lumeah school site

White Dam camping ground

Ted Smith family camp on Morley’s farm

Korrinup farm (Church’s)

Carrolup

Martup Pool (Beaufort River)

Muradup

Mayanup hall and race track

Keminup farm (Hack’s)

Wheatfield farm (Hale’s)

Kulikup

Sue and Wendy kept the recording devices running for much of the tour. Jack’s stories were

particularly forthcoming on the second day, including his experiences of working on the railway

at Muradup, dances in the Muradup Hall, the Mayanup races, and the day the police came to the


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Hale’s farm, where his family was living and working, and took four of his younger siblings to

Carrolup/Roelands, while his parents were at a funeral.

Sue found the tour very helpful as background to the formal interviews.

Three of Jack’s sisters - Lynette, Vivienne and Diana – were interviewed by Sue on 20

September. Over the next 10 days Sue will conduct two more interviews.

The collection of photos is a key part of the Noongar oral history project. In preparation for the

interviews, some amendments were made to The Kodja Place image agreement loan form and

the Image Information Sheet (see Attachments 11.2.1 and 11.2.2). As part of this process,

Margaret Robertson and a lawyer friend provided a briefing paper to Rick MC and Zahra S,

which was the basis of a conference call. A copy of this briefing paper is available from

Margaret.


15/16 Moved Wendy Thorn, seconded Zahra Shirazee that Margaret Robertson’s

report on the Kojonup Noongar Oral History Project be received.

CARRIED


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Attachment 11.2.1


19


20

Attachment 11.2.2


21


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11.3 VISITOR CENTRE SUSTAINABILITY GRANT UPDATE

Margaret Robertson provided and spoke to the following report.

Previous KPAC meetings have been briefed about this grant. An update on the Kodj Gallery and

Storyplace grant items is provided below.

Temperature Control in the Storyplace

Kevin Blyth has repaired the sagging ceiling insulation at various trouble spots. However, he

found that the insulation is in very poor condition and questions how long the repairs will last.

We can expect other trouble spots to emerge.

In December, BKS Refrigeration will install two centrifugal fans above the roller door in the

Storyplace. Over the summer months these motorised fans will extract hot air; during winter

they’ll be turned off.

Energy Efficient Lighting – Kodj Gallery & Storyplace

Quite a number of energy intensive halogen, metal halide and incandescent light fittings and

globes need to be replaced with LED products. Key items are the 10 fittings on the East wall of

the Kodj Gallery and the seven on the North and South walls of the Storyplace. Black Stump

Electrical has provided a cost estimate for labour and some materials. On the recommendation

of Black Stump’s Chris Thomson, the manager of MM Electrical Merchandising in Albany has

undertaken to research and provide suggestions for replacement fittings. Chris’s advice stemmed

from the difficulty of choosing functional, quality fittings that will perform well. I have provided

a Dropbox of photos and an Excel spreadsheet of lighting needs to assist MM with their research.

Some time ago MM’s manager visited KP and viewed the gallery lighting.

Kodj Gallery – Mural Listening Post

Leith Schmidt has provided a great design for the listening post that will be positioned opposite

Craig’s mural. The design provides a seat for three and a separate back board for housing two

earphones. This Wednesday audio engineer Kim Lofts will record Craig speaking about the

mural and key features of the Kodj Gallery. Kim will edit the final product for visitors to enjoy

via the earphones.

Julian Hanna has provided a magnificent piece of seasoned wandoo for the seat and will

hopefully locate a matching piece for the back board. Chris Owen and Les Wood have kindly

helped to prepare the wandoo, including plaining the edges and sanding, and Julian will now use

a large sander to remove 5-6mm off the top surface to get to a more solid, even surface colour

and texture. Leith will produce steel fabrication layout drawings for the fabricator. We hope this

work will be undertaken by Mac Herbert who is skilled and interested, but is currently busy with

pre-harvest contracts.

Kodj Interpretive Panel

Preliminary draft text for the kodj interpretive panel is provided at the end of this section and

comment is welcome. The text includes KAC Chairperson Craig McVee’s descriptive account

of a kodj and Jack Cox’s childhood recollection of being shown a kodj by his Grandfather Ted

Smith. The draft text has been posted to the Elders Jack Cox, Elvie Riley and Patsy Michael, as

well as to other Noongar community members. Consultation is ongoing. Sue Graham-Taylor’s


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suggestions have been incorporated in the draft text provided to KPAC and we are waiting on

feedback from Ross Chadwick at the WA Museum (the kodj at KP is on loan from the WA

Museum).

The Noongar community is being asked to select from two artworks created by Richard

Ffarington in the 1840s. The artworks, labelled ‘Possuming’, depict a Noongar man climbing a

large tree with the aid of a kodj. Craig and Margaret will show digital copies of the artworks at

the KPAC meeting. The Art Gallery of WA has been very helpful in providing access to these

artworks.

The other likely image for the interpretive panel is a photograph of one of the remaining ‘kodj

trees’ in the Shire. Wendy Thorn will take photos this week.

With input from the Noongar community and the curatorial group, Leith Schmidt will work with

Craig to identify the dimensions, positioning and fixing of the interpretive panel(s). A graphic

designer will be briefed to provide artwork that is sympathetic to the existing graphic design

elements in the Kodj Gallery’s main showcase, while also addressing some of the issues raised

in the Curatorial Audit, e.g. font size.

Draft text for the kodj interpretive panel(s):

Preliminary Draft Text for Kodj Interpretive Panel

(incorporating some suggested changes, 20 November 2016)

Kodj

A kodj was an important Noongar-Aboriginal tool. Its many uses included pounding, cutting,

breaking and digging.

The head was usually made of two stones. One was flattened and used for hammering. The other

was chipped to provide an edge for cutting or chopping. A combination of grasstree resin, dry

kangaroo poo, ash, grasses and sinew fixed the stone in place.

Kodj were also used to make toe-holds for climbing trees to get birds’ eggs or possums. A

number of ‘kodj trees’ remain in the Kojonup Shire. You can see a large trunk marked with

notches outside the Military Barracks in town.

Kojonup means ‘the place of the stone of the kodj’. The design of this gallery and the next

reflects the shape of the kodj. This gallery is narrow like the handle and the next gallery

symbolises the head of the kodj.

Craig McVee

Kojonup Aboriginal Corporation

Grandfather Ted Smith and the Kodj

Me and Neil Eades, Elvie’s brother, he was older than me, we were playing. Grandfather called

us over and said ‘This is a kodj here’ and showed us the axe. He had it in his hand – stone, flat


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stone, shaped like an axe. Handle as well, all stone, you know, whole piece. Then he told us to

go away and play. That’s the only time I’ve seen one.

I remember that like yesterday – I was about 8 or 10, or something like that. This was down on

Grandfather’s farm Unanup.

Jack Cox

Noongar Elder, Kojonup

Granny Ettie Eades and Mrs Myrtle Benn

Label

Between 1945 and 1948 a local school teacher, Mrs Myrtle Benn, visited Granny Ettie Eades

(née Cornwall) at her campsite. During these visits Mrs Benn wrote down Noongar words as she

heard them pronounced by Granny Ettie, including the word ‘koitch’, meaning stone axe. The

campsite, known as Granny Ettie’s Hill, was adjacent to the North-West boundary of the present

Kojonup District High School.

Mrs Benn’s Noongar word list courtesy of John Benn and family.

Two labels for Positioning on the Kodj Cabinet:

Kojonup – place of the stone of the kodj

This particular kodj was donated to the Western Australian Museum by Lady Forrest in 1920,

but its place of origin is unknown. It is on loan to the Kojonup Aboriginal Corporation for

display at The Kodja Place.

Kodj Gallery – Messy Sockets

Tidying up the messy lighting/power/audio-visual/data sockets between Craig’s mural and the

traditional Noongar tools cabinet is the final element in the VC grant. Work should begin once

the electrician’s cost estimate has been received. Gyprock repairs will be done by Laurie Prandi,

who has kindly agreed to volunteer his time and skills.


16/16 Moved Cathy Wright, seconded Cr Sexton that the Visitor Centre Sustainability

Grant update report be received.

CARRIED


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11.4 MOSAiC UPDATE

Barbara Hobbs presented and spoke to the following report:

Mosaic Collection Data base report November 2016

Barbara has spent time sorting photos for quicker accessioning for the volunteers – attempting

to chase up details on some areas – including asking the community about some topics. There is

a good response to these enquiries.

After photographing all the objects, Barbara is nearly half way through accessioning the objects

in the Storyplace and Kodj Gallery. Some loan pages are not signed even though Rosemary

Cussons requested the same in 2011, so these will require some further follow-ups to ensure

records are clear for future managers and volunteers. In the case of objects, this is vital as over

time these items will need to be returned to the owners or families. We also need to know if

anyone wants to put a time limit on the loans so that we can plan for changes. One job leads to

another!

Margaret and I arranged a morning tea with the volunteers – now four ladies – last Friday so that

we could discuss the future concept plans and where their work will fit into the program. Most

women will not be doing much work over the holidays but all are keen to participate in the New

Year, so it is important that we are able to accommodate them when they are able to come. We

have a license for two computers so it is hoped that we can set up a second work station early

next year.

Barbara Hobbs


17/16 Moved Wendy Thorn, seconded Zahra Shirazee that the MOSAiC update report

be received.

CARRIED


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11.5 LOTTERYWEST APPLICATION – INTRANET PROJECT

In June, Barbara Hobbs and Marg Robertson wrote to Lotterywest enquiring about the suitability

of a proposal that is built around the development of the intranet site. Suggested elements

include:

Equipping volunteers to accession raw materials for new stories (e.g. development of the

MOSAiC procedure manual);

Engaging Barb as a local historian to accession particular types of items and develop

associated stories;

The collection of new audio/video interviews, especially with senior citizens;

A program of story development for the intranet site, drawing on the above interviews

and the materials accessioned by volunteers; and

Design and development of the intranet site and hardware purchase.

Lotterywest responded:

“In terms of potential grants, the best applicant would probably be the Shire of

Kojonup as per our previous support for Kodja Place. All of the items listed in your

letter could be eligible for a grant from Lotterywest. Please note, however, that

Lotterywest would not expect to be the sole contributor to the project and it is best

if you bundle the items together into one grant request, if possible. Any project

activities would need to be time limited and not be related to an ongoing program

of activities i.e. we would need to see that an historian is being engaged for a short

term project only and is not undertaking the core ongoing activities of Kodja

Place.”

The framework of the application will be reviewed in light of Gibson’s recommendations for the

exhibition zone. Gibson is thinking about the concept of the intranet site, whether it would work

as we envisage it and how it would fit with their multi-media recommendations.


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11.6 STORYPLACE UPDATE

Margaret Robertson provided and spoke to the following report.

Spring Bar Videos

After a long period of stability, the old PiVOD system that runs the Spring Bar sporting videos

has stopped working. Stuart Evans of Solutions IT (formerly T4) has tried fixing it via the

remote login he installed last year. Zahra and I have discussed replacing the system with a stand-

alone media player and a quote has been requested from Mental Media. They have requested

further information before providing a quote.

Kitchen Display

A big thank you to Wendy Thorn for organising the new screen and surrounding fridge graphic

for the Kitchen display. Wendy also created the screen’s photo gallery featuring food, family

and culture.

Conservation of Gallery Objects

An action plan for the conservation of objects in the galleries is a priority for the New Year.

Wood, metal and skin display items need attention. The Kojonup Historical Society may be able

to provide advice in relation to a number of the items, e.g. the farm tools. A key question is

whether all the conservation work can be undertaken in situ or whether objects, especially those

mounted in the Kodj Gallery showcase, need to be removed from the acrylic panels so they can

be properly treated.

Given that we have Ernie Thornbury’s precious tammar skin rug and a number of traditional

Noongar artefacts on loan from individuals, I contacted the archivist at the Berndt Museum who

has put me in touch with Vanessa Wiggin from Artworks Conservation

http://www.artworksconservation.com.au/). This company specialises “in the conservation and

restoration of 3-dimensional artworks and artefacts. Based in Perth, we provide a wide range

of professional conservation services in Australia and the Asia Pacific region. Our clients

include many of the major collections in Western Australia. Director Vanessa Wiggin and the

ArtWorks team are committed to ensuring your collection will receive professional, museum-

quality care.”

Vanessa replied to my query:

“Did you want me to come and have a look at the other [i.e. non WA Museum]

items to give you a quotation for your grant proposal? From what I can see from

your photos your items seem to be in quite good condition, so may just need a bit

of a surface clean.”

We have several items on loan from the WA Museum and only the museum could authorise or

undertake that work.

http://www.artworksconservation.com.au/


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11.7 FURTHER RESPONSE TO GIBSON’S MASTER PLANNING DOCUMENT/OPTIONS

ATTACHMENT 11.7 Letter from Gibson Group with Council Responses

Margaret presented the following document sent to Gibson and committee and other interested

parties to attend a video conference with the Gibson Group next week.

On September 20-22 Gibson came to Kojonup to present a concept development document.

The Shire/KPAC written response was provided to Gibson on 26 October and on 31 October

Gibson sought clarification of a number of points. Gibson’s queries are provided below, along

with the embedded responses (see yellow highlighted text) that was emailed to Gibson on 9

November 2016. Please note: Council considered Gibson’s queries at a Briefing Session on 1

November and the outcomes were discussed by Ronnie Fleay, Rick Mitchell-Collins, Craig

McVee, Zahra Shirazee and Margaret Robertson on 4 November.


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Attachment 11.7


30


31


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11.8 DISCUSSION PAPER: WHAT IS SUSTAINABILITY?

Barbara Hobbs presented the following paper and invited the committee to discuss ‘What is

sustainability?’

I feel it is essential that as some point, we have this discussion with the General public, so that

we all understand our aims and expectations and can ‘prove’ accountability in the future.

I am not sure if I will be at this meeting, but have waited some time for it to be presented – so

allowing for further discussion if needed at a later date.

Barbara Hobbs

What is Sustainability?

A discussion paper for The Kodja Place Advisory Committee

Written by Barbara Hobbs

What is Sustainability? And what do we mean by ‘being sustainable’ in regard to The Kodja

Place.

A definition of sustainability is not found in the Macquarie Dictionary as such, although a

definition of a sustainable development is ‘economic development designed to meet present

needs while also taking into account future costs, including costs to the environment and

depletion of natural resources’. It would appear that we are using this word, in some respects in

a different way, and while we all agree that the Kodja Place needs to be ‘more sustainable’ , we

do need to make it clear to the Shire Councillors, to the Kojonup Community and chiefly to

ourselves what we actually mean.

Firstly we need to know if we are saying that we want the Kodja Place to be

‘sustainable’ or ‘more sustainable’. If we say ‘sustainable’ we have to have a defined

end date and end results that, if not achieved, means that we have ‘failed’. If we say

‘more sustainable’ we can have a set of criteria that we can mark where we are now and

then compare the improvements over different periods of time.

The funding through grants need to be considered as an improvement cost and kept

separate from any definition even though it includes staff /time and contractors time.

Also under Improvement costs are any Shire contributions towards the projects - Shire

grants to ensure outside grants can be accepted.

The next issue is what do we actually mean by ‘sustainable’? Here are a few different

ways we could look at ‘being sustainable’, all of which can have a valid argument and

may be the way different people view the topic. Others may have different views or

elements of all three views.

In these examples I am not addressing the sustainability of people (eg Staff involvement,

Jack’s involvement, volunteer contribution etc) but rather the economic and cost benefits

of The Kodja Place. The sustainability of staff and volunteers is another topic, but their

health and well-being can be affected by how we define what they are being asked to

achieve.

I have three different ‘definitions’:

A) ‘Sustainability’ means that The Kodja Place is generating an income than will cover all

the costs involved in running it – including Staff wages, contract fees, costs in applying


33

for grants, cafe costs, depreciation cost, maintenance costs, running costs (power, IT and

media repairs, cleaning etc.), marketing costs, retail costs etc. It may also be expected to

be generating an income for the Shire. In other words there is a positive figure on the Net

Profit/loss total for Kodja Place each year and no costs from Shire budgets.

B) ‘Sustainability’ – means that The Kodja Place is generating an income that will cover

running costs (power, IT and media repairs, cleaning etc.), maintenance costs, and retail

and café will run at a profit once all café capital costs are completed. Also a proportion of

the marketing costs that directly affect TKP and perhaps depreciation costs are also

covered. It would not be expected to generate an income for the Shire, but may be

expected to ‘ pay its own way’ (excluding Shire appointed staffing costs, consultant or

those on contracts or the costs of grant application work.).

C) ‘Sustainability’ – means much of B, but with an expectation that The Kodja Place will

never fully pay for itself – and like the Swimming Pool, and a few other of Kojonup’s

activities, the benefit to the community as a whole should be ‘costed’ into the definition

of what we mean by ‘sustainable’. The costs of training young people, encouraging

visitors’ to stay longer (and spend), the benefits of shopping for food and products locally,

benefits of using local people for maintenance, providing employment etc., all need to be

costed as part of the sustainability of The Kodja Place. Also there is a cost benefit for

Community involvement and volunteer activities, as well as involvement in events and the

opportunity for people to share stories and of ‘being heard’ and in feeling they ‘belong’ –

all of which adds to mental health and well- being issues. There are statistics available to

calculate these things. (e.g for every $1 spent on Volunteers there is a $4.50 benefit) In

other words, is our sustainability related to the health and welfare of the whole town and

should such benefits be included in a costing that form part of the ‘sustainability’ bottom

line?

The argument of sustainability has been spoken of in the past, and has included, I feel

legitimately, strong elements of the third approach (C). However I feel that there is a feeling

among some – that the pressure is on to aim for the definition (A), which in my view may be a

step too far.

It is my view that it is vital that we communicate to all stakeholders. I feel that the Community

need to be given realistic expectations of what can be achieved. I also feel that the efforts of

Zahra, Serena, Cassy and Margaret, and all the Shire staff, workers and volunteers associated

with The Kodja Place need to be considered; and that they are also given a realistic expectation

of what they can achieve in regards to making The Kodja Place ‘sustainable’.

I do hope that this can be fully discussed at this Kodja Place Advisory Meeting and also make

its way to the Kojonup Shire Council discussions – preferable with a clear understanding of

what the Advisory group believe is the definition of ‘sustainability’ in relation to the Kodja

Place.


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11.9 ROSE MAZE UPDATE

Cathy Wright provided an update on the Rose Maze including:

Her recent trip to the Eastern States where she promoted the upcoming Heritage Rose

Conference to be held in Western Australian in 2018, including a delegate tour to Kojonup

and other parts of the South-west.

The plan for a busy bee to mulch the Rose Maze on Friday, 25th November.


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12 ITEMS

12.1 CHAIRMAN – KOJONUP ABORIGINAL CORPORATION UPDATE

As Craig McVee was not present at the meeting no KAC update was provided.

12.2 MANAGER – THE KODJA PLACE PRECINCT UPDATE

Zahra Shirazee gave an update on The Kodja Place Precinct including:

The recent visit from NITV for the filming of a documentary about Ted Smith’s

Granddaughter (and Jack’s cousin) Edith Giambattista (nee Smith)

The upcoming Carols by Candlelight event to be held on the 10th December

Future bookings over the Christmas period from Villa Carlotta and Adams Pinnacle Tours

12.3 CHIEF EXECUTIVE OFFICER UPDATE

Rick Mitchell-Collins gave a general update including:

The announcement of funding round for the Building Better Regions by the Regional

Development Australia, applications will open from January 18th 2017.

The work he is currently undertaking in relation to the Shire of Kojonup’s workforce plan.


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13 MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN

Nil

14 NEW BUSINESS

(of an urgent nature, introduced by a decision of the meeting).

Nil

15 NEXT MEETING

Thursday, 23 February 2017 in Reception Lounge commencing at 7:00pm.

Council at its meeting held 15 November 2016 approved the following KPAC meeting dates for

2017:

25 May

24 August

23 November

16 CLOSURE

There being no further business to discuss, the Presiding Member, thanked the members for their

attendance and declared the meeting closed at 9:45 pm.

17 ATTACHMENTS (SEPARATE)

Nil

_________________________________________ ______________________

Presiding Member Date

shire of kojonup · 11/24/2016 · shire of kojonup – kodja place advisory committee –minutes...

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