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Attachment 1 Ballarat Friends of Ainaro Special Committee Minutes - 17 November 2014

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BALLARAT FRIENDS OF AINARO COMMUNITY COMMITTEE

Date: Monday November 17, 2014 Time: 5.30pm Venue: Trench Room, Town Hall

MINUTES

1. Welcome: Cr Des Hudson, Cr Belinda Coates, Dianne Hadden, John MacDonald, Chris Bluett, Andrew Miller, Rob Gray, Dianne McGrath, Liz Hardiman (minutes) Guest: Marcus Downes

2. Apologies: Desley B, Moved: Tony H Seconded: John Mac

3. Minutes of Previous Meeting – October 20, 2014

Moved: Chris B Seconded: Rob G 4. Matters Arising from Minutes:

Section 86 requirements presentation from Governance Officer – early 2015 o Andrew said that it was an excellent decision to request this clarification from the

CoB Governance Officer. Andrew’s initial resignation was prompted by the potential risk presented to him, and possibly other committee members

o Members discussed their preferrerence to have this presentation during a normal BFACC meeting

o The Governance officer will be asked to give comprehensive overview of Sec 86 requirements at the Feb 2015 BFACC meeting

Rejection of Andrew Miller’s resignation letter o Andrew will remain on the committee

Review of Community Action Plan 2014-2017 (item 8.4)

Moved: Rob G Seconded: Dianne McG

5. Correspondence: In: - VLGA president, Cr Sebastian Klein (re: no renewal of funding for Timor Leste position –

See Attachment 1) - Resignation of Richard Brown, East Timor Project Officer, Moreland City Council (See Attachment 2) - Ainaro District – Timor Leste Visitation Form (Approved by Ainaro DA - Rob G) Proforma being trialled at the moment. Action: Rob G to email this form to other Friendship groups Action: This form to be made available on the CoB ‘Friends of Ainaro’ website, for people to access and fill out. Form will be forwarded to the Ainaro DA by either Liz H or Rob G. Forms will be sent directly through Liz or Rob whilst the website link is being approved. - Ballarat Ainaro Commission; updated membership list (distributed by Dianne H) - Friendship Schools Forum report (item 8.6.2) - Flyer; East Timor fundraiser. Ballarat National Theatre production ‘Improbable Fiction’. December 8th at the Courthouse Theatre

Out: N/A

Moved: Dianne H Seconded: John Mac

6. Pecuniary Interest: N/A 7. Finance Report:


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Trust: $5,658.99 (inclusive of $1,763.20 from Charisma Coffee) Scholarships: $2,710.30 Total $8,369.29 Moved: Tony H Seconded: Rob G

8. General Business: 8.1 Expressions of Interest forms for 2015 BFACC membership. Proposed 2 year

membership (Liz) Committee members agreed on the 2 year term. Action: The BFACC Terms of Reference will need to be updated as per above

8.2 Meeting dates for 2015 (Liz) - Distributed (third Monday of the month. Feb – Nov 2015)

8.3 Motions from BACDO (Moved: Andrew Miller Seconded: Desley Beechey):for

discussion at BFACC: 8.3.1 the need for there to be a co-ordinated approach between Local Government

and local volunteer organisations in following through the co-ordination, communication and notification agreements that had been made with the DA Sr Manuel Ramos-Pinto in July 2014.

BACDO would like a coordinated approach between local community groups. BFACC will coordinate the communication side of things relating to community projects, and contact with the DA etc Tony H recalled a website that might already be collecting this information (Katrina Langford?) How do the other friendship groups communicate their activities to their respective DA’s

8.3.2 that Ballarat take a lead role in the organisational aspects of these joint

activities for all friendship groups for the District of Ainaro. By activities, we mean community activities (not activities through LGV) Ballarat and BFACC should take a lead role in coordinating this. Andrew suggested that there could be a process or project schedule shared between the 4 groups which the DA could refer to. Rob reiterated that each of 4 sub-districts have a contact person who are in communication with each other. Action: Working group to report back to the BFACC at an early meeting in 2015. Working group members are: Dianne H, Rob G, Andrew M, Dianne McG

8.4 Next steps with LGV connections

BFACC members will be kept up to date with any future progress. Council doesn’t expect much to occur in this area before the end of the year.

8.5 Review of Community Action Plan 2012-2017 (Rob G) Rob compiled a summary sheet and discussed at the meeting. (See Attachment 1) Committee is well positioned in terms of the lifetime of the Plan. Some actions have been completed, and this document gives us firm direction for the next 3 years. Action: Liz to forward the summary document to BFACC members so they can add detail of action to their respective areas

8.6 Updates:


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8.6.1 Health Group Peter Graham and Therese O’Lachlan had a very successful visit to Maubisse and Ainaro working on TB education

8.6.2 Teachers 4 Timor / Friendship Schools Forum 2014- Report submitted by Tony Haintz on a very successful turn out of over 100 students at Damascus College (See Attachment 2)

8.6.3 BETA – the former AETA-Ballarat Branch is now incorporated (as at August 15) Kate Owen - Chair, Meri Allen - Secretary, David MacPhail - Vice-Chair and Dianne Hadden - Treasurer. Dianne distributed a flyer re: the 39th Anniversary of the Proclamation of Independence celebration event to be held at the Ballarat Library on Friday 28 Nov at 5pm - 6.30 pm (flyer distributed electronically)

8.6.4 Klibur Domin book launch event Nov 11. Hosted by CoB in the Trench Room.

Cr Belinda Coates assisted with the launch. Lots of books sold and funds will be directed to Klibur Domin.

8.6.5 Arte Ramelau exhibition wrapped up on Sunday. Fund raiser as well as awareness raiser. Has been extremely successful. 65 pictures/prints sold over the 2 weeks . Approx 250 people viewed the exhibition. Andrew is hoping to form a discussion group to assist with the continuing the development of the program.

Andrew talked about the BFACC contributing to Council’s 2015-16 budget bid process. Cr Hudson agreed that this can be looked at. Action: a budget discussion to take place at an early 2015 meeting. Members to consider actual project(s) and supporting documentation to support a BFACC budget bid for nominated project(s)

Chris B proposed that the interest groups have an Xmas get-together before the end of the year. Any suggestions to be forwarded through to Chris. Marcus Downes presented the following report re: Charisma Coffee sales: It remains the intention of Charisma Coffee that the funds accumulated from sales of its Maubisse organic coffee will be used for the training of Timorese teachers in the Ainaro District The last twelve months…………. Has seen a further growth in the public’s knowledge of BFACC via the sales of the Maubisse organic coffee. The coffee has not just continued to gain in popularity but its notoriety as a boutique coffee has also been further cemented. This year the Maubisse coffee gained another award at this year’s Golden Bean Roaster Awards. This is a total of 3 medals in as many years for this one coffee. Retail sales have continued to raise sound funds and the inclusion of new outlets such as Maxi Foods café has ensured ongoing and regular funds. This year $760 have been raised by Charisma Coffee through sales to cafes and retail outlets. • Ballarat Wholefoods Collective • Maxi Foods Ballarat • Wilsons Fruit & Vegetables (Ballarat East and Lucas) • Maggie & Kate mobile espresso • Ballarat Home Brew Centre • Ruth Howlett Collectibles (Smythesdale) • Highland Heritage • Gems and Jewels – customer service only Ballarat Grammar School staff association have also in 2014 embraced BFACC and it goals and have raised over $1,000 to date by using the Maubisse organic coffee through a staff espresso machine. Via one dollar a coffee the staff at Ballarat Grammar are well ‘caffeined’ up and have been busy drinking coffee for Timor teachers.


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9. Next Meeting – February 16, 2015

Secretariat: Quorum = 6 Liz Hardiman Ph: 5320-5831 E: [email protected]


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ATTACHMENT 1

Review of Community Action Plan EoY 2014 Prepared by Rob Gray

Actions: Key Priority 1 GROWTH AND SUSTAINABLE DEVELOPMENT

STATUS EoY 2014 ACTION REQUIRED/ COMPLETED:

Comments on Status

1. Studying English by Email Course EBEC ….

Operational in January 2012 All 12 laptops to be Internet operational by Jan 2012. Laptop program remains problematic, much communication via Facebook. Students have set up an English learning page.

2. Develop tourism opportunities

Working Group contacted. 2013 saw first tourism group from Ballarat experiencing walking in the Hatu Builico and Ainaro regions.

3. Develop an appropriate celebration of 10 years of the Ainaro-Ballarat relationship to be held in 2013

In country celebrations postponed at request of DA. 10th Anniversary Book produced in Tetun and English. 800 copies delivered to Ainaro. 10th anniversary dinner held. August 2013 (with Ambassador Gueteres)

10th Anniversary Book Completed

4. Support for Traditional Music and Dance in Schools Project

Meri Allen and Belinda Coates took on fund‐raising roles. Funds raised to complete purchase of instruments and support the training of their use in schools in the Ainaro District.

Completed.

5. Agricultural Opportunities

Working Group contacted.Support given through the Livelihoods Project of CVTL.

No action to date.

6. Opportunities for Youth and Schools

Working Group contacted. Activities so far: 2012 Environmental Education started in

Ainaro.

20 students from Ainaro attend the Permascout Camp at Larga

2013 Aguida attends English course in Melb.

2013 Alberto and Luis visit Victoria attend RYLA course and present to schools in their time with us.

Continuing.

7. Support for a Ballarat Funded House in Ainaro

Bring to table at first BFACC meeting 2012 No Action to date. To be re‐visited in 2015

8. Resource Centre/Mobile Library – Transition to a community that accesses and controls its own learning resources.

Leave with T4T as it cuts across their brief.Little development other than commencement of Ainaro Arts development program in the Community Centre 2014.

Community Centre Developments on hold whilst new District governance arrangements are being developed.


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Actions: Key Priority 2 RELATIONSHIP DEVELOPMENT


Comments on Status

9. To promote a role in education and awareness raising within the wider Ballarat Community

Leave with BETA (Ballarat East Timor Assoc – incorporated on August 15)

Continuing

10. Relationship Promotion and Communication– Webpage and Newsletters, Media office in Ainaro, Secretariat in Ainaro , exchange of information.

Produce Newsletter. 12 editions produced and circulated up to June 2012. Check Circulation list- expand. Circulate in Ainaro…Not done

Stalled at present time. *development of communication network between 4 sub-districts and corresponding friendship groups

Actions: Key Priority 3 RESOURCE PLANNING


Comments on Status

11. Marketing and sale of TL goods in Australia. Coffee project Sale of coffee exported from the Ainaro, Same, Maubisse districts in Ballarat.

Assist Marcus Downes with comms with a group; develop support group. Coffee has received 3 medals/awards in 3 years. Sales increased in last 12 months. $760 most recently raised. Ballarat Grammar raised a further $1,000 throughhot coffee sales at the school

Continuing to have very effective results. Charisma intends to continue raising funds for this purpose. Charisma website continues to get more hits (re: Ainaro information). Could consider marketing the product to other friendship groups (considering they might already have their own brands!)

12. Formal fundraising strategy. 5 year plan? - On-going promotion of the 5-4-T fundraising project.

Meetings held 2013‐2014 One fundraising dinner held at the Inn of Khong restaurant in 2014. Dinner attended by Ainaro District Administrator

To be re-visited in 2015

Other actions happening over 2012-2017 time period

????? Health, Education, VPU,


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ATTACHMENT 2 Ballarat – Ainaro Sister Schools Forum 2014 @ Damascus College Prepared by Tony Haintz On Wednesday 12th November the Annual Ballarat – Ainaro Frienship Schools Forum was held at Damascus College. There were over 100 students present with both primary and secondary schools in attendance including Lumen Christi Catholic Primary (Delacombe); Damascus College (Year 7s and Year 10 Immersion Team Members and some 2014 Immersion Team Members); Loreto College; Ballarat Grammar (Primary and Junior Secondary) and Emmaus Catholic Primary (Mt Clear). The day began with a prayer.

The human community is called to practice the values of justice and mercy. We pray for our friends at the many schools in Ainaro in Timor Leste. May Your Spirit fill our relationship across the Timor Sea. Transform both our communities, Ballarat and Ainaro, to be disciples of mercy and justice. God of life, hear us. Response: God of life, hear our prayer.

The planning committee was able to secure the services of some Timorese nationals from Victoria University contacts. Zeck and Ule prepared some songs and dances to share at the forum. Jessica Corden, Friendship Schools Member, student at ACU, a member of the first Damascus College Immersion and recently returned from her third mid‐year visit to Ainaro, created crocodiles and played Tetum language games with the students. Loretta Kaval, Damascus College Librarian and Friendship Schools Chair worked with Jessica. Shelby Sherritt spent three months in Timor–Leste as part of a gap year in 2014. She was part of the 2012 Damascus College Immersion. Shelby played her guitar and was able to teach students some local dance moves. Rob Gray and Tony Haintz, older hands in the Friendship Schools, conducted a dramatic geography lesson about Timor Leste and its mountain culture. Andrew Miller, recently returned from founding an art school, Arte Ramelau in Ainaro District, gave students the exciting opportunity to use lino prints, carved in Timor Leste, to produce their own take home artwork.

Music and Dance Life In Ainaro Word Games & Crocodiles

from Timor Leste Crocodile Story & Lino

Prints Geography Lesson

Shelby Vic Uni Jessica Andrew Miller Tony Haintz & Rob Gray

Mutin Verdi Azul Mean Kinur

The program was a great success with students allocated to colours using the common language of Timor‐Leste, Tetum.

Attachment 2 Ballarat Friends of Ainaro Special Committee Terms of Reference

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