to committee members - renmark paringa council - welcome · agenda – chaffey community centre...

Agenda – Chaffey Community Centre Committee Meeting 10 March 2016

To Committee members

Notice is hereby given pursuant to Section 87 of the Local Government Act

that the next Chaffey Community Centre Committee meeting is to be held

at the Chaffey Community Centre, Renmark on Thursday 10 March 2016

commencing at 2.00 pm.

Welcome to Country (Acknowledgement of Country)

I would like to acknowledge and pay respect to the First Peoples of the River

Murray and Mallee region who are the traditional custodians of this land on

which we meet.

1. OPENING BY THE CHAIR Page Number

2. PRESENT

3. APOLOGIES - Scerina Rasheed

4. DEPUTATIONS

5. CONFIRMATION OF MINUTES OF THE CHAFFEY COMMUNITY 3

CENTRE COMMITTEE MEETING HELD 11 FEBRUARY 2016

6. BUSINESS ARISING FROM THE MINUTES OF 11 FEBRUARY 2016

7. NOTICE OF MOTION

8. COMMITTEE MEMBERS REPORTS

9. LATE REPORTS – Nil

10. REPORTS WITH RECOMMENDATIONS

10.1 Work Plan 5

10.2 Terms of Reference 11

11. INFORMATION ONLY REPORTS

11.1 CVDO Report 19

11.2 Volunteer Development Plan Report 27

11.3 CCC Monthly Report 35

Agenda – Chaffey Community Centre Committee Meeting 10 March 2016

12. MOTIONS WITHOUT NOTICE

13. GENERAL BUSINESS

13.1 Masterchef Concept – Update (Wendy Cormick)

13.2 Crowd Farming – Update (Wendy Cormick)

13.3 Harmony Day – Update (Danyon DeBuell)

14. CLOSURE

Tim Vonderwall

DIRECTOR – CORPORATE & COMMUNITY SERVICES

Date Issued: 4 March 2016

Minutes – Chaffey Community Centre Committee Meeting 11 February 2016

Minutes of the Chaffey Community Centre Committee Meeting held at the Chaffey

Community Centre on Thursday 11 February 2016 commencing at 2.00pm.

Welcome to Country (Acknowledgement of Country)

I would like to acknowledge and pay respect to the First Peoples of the River Murray

and Mallee region who are the traditional custodians of this land on which we meet.

1. Opening by the Chair

The Chair offered the Committees condolences to the Papageorgiou Family on

the passing of their son and brother, Theo Papageorgiou.

2. Present: Cr Hunter (Chair), Cr Maddocks, B Morrell (Committee Member), S

Rasheed (Committee Member), (Committee Member), D Polymiadis

(Committee Member), Wendy Cormick (Proxy Committee Member),

T Vonderwall (Director of Corporate and Community Services), S Edmonds

(Executive Assistant to DCCS), A Pipe (Manager of Community Services) C Mele

(Administration Assistant), Karlie Rice (Club & Volunteer Developemnt Officer)

3. Apologies: P Papageorgiou, D DeBuell

4. Deputations: Karlie Rice – Club & Volunteer Development Officer – Introduction

and overview of role.

5. Confirmation of Minutes of meeting held Thursday 12 November 2015

Moved: B. Morrell

That the minutes of the Chaffey Community Centre Committee held Thursday 12

November 2015 be confirmed.

Seconded: S. Rasheed

CARRIED

6. Business arising from the Minutes of Chaffey Community Centre

Committee Meeting held 12 November 2015: Nil

7. Notice of Motion: Nil

8. Committee Members Reports

8.1 Chairperson – verbal report

8.1.1 The Chair made reference to the Community Development

Strategy and welcomed the committee members to have input

into the development when available.

8.1.2 Reminder for Committee Members to appoint proxies, and for all

proxies to receive information regarding future meetings.

8.1.3 Wendy Cormick to be included to receive Chaffey Community

Centre Committee meeting correspondence.

3

Minutes – Chaffey Community Centre Committee Meeting 11 February 2016

9. Late Reports: Nil

10. Reports with recommendations

10.1 Work plan (Tim Vonderwall)

Moved: D. Polymiadis

That the Committee recommends to Council that the Work Plan be

accepted.

Seconded: B Morrell

CARRIED

11. Information only reports

11.1 Terms of Reference

11.2 CCC Monthly Report for January 2016

11.3 CCC Attendance Statistics

11.4 Finance Report

Moved: Cr. Maddocks

That the committee recommends to council that the Information Only

Reports be accepted as presented.

That the Terms of Reference be brought back to the 10 March 2016

meeting with tracked changes for general discussion.

Seconded: D. Polymiadis

CARRIED

12. Motions without notice: Nil

13. General Business

13.1 Masterchef Concept

Wendy Cormick discussed a proposed intergenerational cooking program

to involve local chefs, grandparents, grandchildren, parents and carers.

Clara to attend a meeting with Wendy and other key stakeholders.

13.2 Crowd Farming

Wendy Cormick introduced the idea of ‘Crowd Farming’ a Community

Development Program where local chefs, farmers, community members

could donate their knowledge, time, produce, meat, vegetables.

Chefs to use what has been donated to create meals for a Dinner where

tickets could be sold. Wendy to investigate further and bring back to a

future meeting.

13.3 Harmony Day

18th March 2016 at Jarrett Memorial Gardens. CCC staff to contact

Danyon and discuss further.

13.4 Future meeting dates.

10 March 2016 – 1pm workshop. 2pm Committee meeting.

14 April 2016 at 2pm as previously scheduled.

14. Closure: 2.53pm

4

Chaffey Community Centre Committee Meeting 10 March 2016

Report No: 10.1 Subject: Chaffey Community Centre Committee Work Plan From: Director of Corporate and Community Services Purpose: Chaffey Community Centre Committee to consider the 2015-16 work-plan. Recommendation: That the Chaffey Community Centre Committee recommend to Council that it approves the 2015/16 Work Plan. ______________________________________________________________________ Background: The work plan (Attachment 1) contains items appropriate for consideration by the committee and sets out the timing of such attention and the current status for each item. The work plan will be presented for review at each meeting. The work-plan seeks to consolidate the agreed outcomes from various plans (such as the Volunteer Development Plan, CCC Operational / Action Plan, Marketing Plan), the emerging priorities (as set by Council at the commencement of the Committee and as reflected in the Terms of Reference)and revised targets set as part of the 2015 CCC Review (attendance and income), into one document. The Work Plan is designed to not only provide staff with direction on key deliverables but also give Committee members a central point of truth about the activities being undertaken at the CCC relating to the Committees role. Additionally, utilising a workplan is a consistent approach with other Committees of Council. The proposed reporting schedule will also provide direction when setting the meeting Agenda and an agreed (known) timeframe for staff in order to assist them with report preparation. The aim is to update the Work Plan with progress and achievements prior to each meeting and for the Plan to be circulated as part of the Agenda via a report. It should provide a simple and concise update on the status of each objective. Since the previous meeting the WiFi report and Marketing Plan report have been rescheduled due to delays and ensures that Committee Members receive appropriate information for quality decision making. Relevant Legislation: Nil

5


Strategic Plan Reference: Emerging Priority 4.1.3 – Ensure management practices enable Council to meet its legislative and governance responsibilities. Risk/OH&S Impact: Nil Changes to Risk profile - LGAMLS notification required: Nil Financial Impact: Nil Asset Management Impact: Nil Sustainability Impact: Nil

6

Draft Chaffey Community Centre Committee – Work Plan 2016 Agreed Outcomes Suggested actions Suggested reporting

mechanism Suggested reporting timeframe

Responsible Officer KPI / Progress / Achievement

1.1 Establish (& Build) the Chaffey Community Centre as a Volunteer Hub to work with community groups to identify and address their volunteering needs.

Revision / update and implementation of the Volunteer Development Plan. Investigate linkages between Plan and outcomes for CVDO

Update on Volunteer Development Plan Through CCC Monthly Reports Through CVDO Report

Quarterly - March, June, September, December Monthly Half Yearly – March, September

MCS CCC Coordinator CVDO

Achievement of agreed outcomes – First combined RPC Volunteer function held in Dec 2015 Increased attendance at the CCC through programs facilitated by the CVDO – Club survey being conducted, first workshop - Feb 23.

1.2 Promote the Chaffey Community Centre as a referral service to members of our community.

Develop a Marketing Strategy and implement actions Promotion through Committee members

Update on Marketing Plan Report submitted

Quarterly – March, June, September, December As relevant

CCC Coordinator Committee Members

Achievement of agreed outcomes

1.3 Work with relevant stakeholders to support the provision of alternative learning options.

Recruit / train and utilise volunteer tutors Explore partnerships opportunities – meetings with relevant stakeholders Promotion through Committee members Explore opportunities for wi-fi access

Through CCC Monthly Reports Through CCC Monthly Reports Report submitted Report presented to Committee / Council

As relevant As relevant As relevant April 2016

CCC Coordinator CCC Coordinator Committee Members MCS / DCCS

Increase in volunteer tutors – new JP service Increase in programs run Development of a business case for consideration by Committee / Council - Tim

7

Agreed Outcomes Suggested actions Suggested reporting mechanism

Suggested reporting timeframe


1.3.1 That promote quality of life for older adults and people with disabilities.

Explore partnerships opportunities – meetings with relevant stakeholders Promotion by Committee members

Through CCC Monthly Reports Report submitted

As relevant As relevant


Number of programs offered / supported Every Generation Festival U3A and CLX programs supported – U3A and CLX have programs confirmed

1.3.2 That support and promote social inclusion with focus on intergenerational activities.





Number of programs offered / supported - School Holiday Program, Ongoing booking for St John’s volunteers.

1.3.3 Which encourage youth empowerment, creativity and sense of community.





Number of programs offered / supported – St John’s Juniors will be conducting regular meetings and training at the Centre

1.4 Support collaborative community projects being mindful of opportunities for Indigenous and Multicultural inclusion.





Number of programs offered / supported

8

Agreed Outcomes Suggested actions Suggested reporting mechanism

Suggested reporting timeframe


1.5 Support projects and activities that promote and foster the arts and culture within our community.





Number of programs offered / supported

Generate $20,000 of income via Lease Fees

Develop a Marketing Strategy and implement actions Development and implementation of a Cancellation Policy Promotion by Committee members Promotion of wi-fi access (based on outcomes of 1.3 above)

Through the Financial Breakdown Statement included on the Hire Agreement Report submitted

Quarterly – February, May, August, November February 2016 As relevant

MCS CCC Coordinator / MCS Committee Members

Performance against agreed target – Income currently 15% up Policy in place and articulated to hirers

Attract 6,000 visitors in 2015/16

Develop a Marketing Strategy and implement actions

Monthly Attendance shown in CCC report Attendance Statistics table / graphs

Monthly Quarterly – February, May, August, November

CCC Coordinator MCS

Performance against agreed target(s) – Attendance for first 6 months of 15/16 is 2,916 – 132 higher than any other 6 month period. January 2016 attendance highest on record.

Reporting to Council Development of a Highlights / Achievements document Agenda and minutes available to all EM’s.

Highlights / Achievements document Meeting Agenda / minutes

Quarterly – February, May, August, November Monthly

CCC Coordinator / MCS CCC Coordinator / MCS

Council is aware of Centre performance against agreed outcomes and any emerging issues that are deemed to be relevant

9

Ensure that the Terms of Reference reflect the Committees linkages to Councils Community Plan

Community Development Strategy Workshops/Review Terms of Reference

Feb/March/April 2016

DCCS

Terms of Reference Provide good direction to the Committee. The Committee has input into the Community Development Strategy.

Proposed Reporting Schedule for agreed projects / activities / outcomes in 2016 CCC Report Finance Report YTD Attendance CVDO Volunteer Plan Marketing Plan Wi-Fi Access January February Introductions March April May June July August September October November December

10


Report No: 10.2 Subject: Terms of Reference Report From: Director of Corporate and Community Services

Purpose: This report aims to finalise the review of the Chaffey Community Centre Committee terms of reference.

Recommendation: That the Committee recommends to Council that the updated Chaffey Community Centre Committee terms of reference be ratified and a further review to be undertaken in January 2017. Council also acknowledges the existing appointment of the following members until November 2016.

• Cr Peter Hunter – Presiding Member • Cr Allan Maddocks – Committee Member • Brendon Morrell – Committee Member • Scerina Rasheed – Committee Member • Gale Hansen – Committee Member • Danyon DeBuell – Committee Member • Daphni Polymiadis – Committee Member

___________________________________________________________________________________________________________

Background: At the Council meeting in January 2015, the Chaffey Community Centre Committee Terms of Reference were adopted. The existing Committee members were appointed in November 2014; however a formal motion needs to be captured. This report will suffice until the appointment process is undertaken again in November 2016. The Committee Terms of Reference are due for review in January 2016. At the February meeting of the Committee, a discussion about the current terms of reference occurred through an information report. The attached Terms of Reference highlights areas that have been amended based on the discussion at February’s meeting. Staff wish to discuss any further minor amendments or points of clarification so that a new Terms of Reference can be ratified through Council. Relevant Legislation: Nil Community Plan Reference: 1.2 Foster inclusive, open communication and information sharing.

11


1.3.5 Work with relevant stakeholders to support the provision of alternative learning options.

1.3.7 Through consultation ensure older community members, people with disabilities and carers are aware of existing services and facilities.

1.3.9 Support and promote social inclusion with a focus on intergenerational activities.

1.4.1 Support collaborative community projects being mindful of opportunities for indigenous and multicultural inclusion.

1.4.2 Support projects that promote and foster the arts and culture within our community.

1.4.4 Work with community groups to assist them to attract and retain volunteers including supporting initiates to lower the age profile of volunteers, so that they can continue to respond to changing community needs.

Risk/OH&S Impact: Nil Changes to Risk profile - LGAMLS notification required: Nil Financial Impact: Nil Asset Management Impact: Nil Sustainability Impact: Nil Author: Adrian Pipe - Manager of Community Services Date: 2 February 2016

12

Chaffey Community Centre Terms of Reference

1. OBJECTIVES OF THE COMMITTEE

The Committee is established under Section 41 of the Local Government Act 1999 concluding (date to be determined through the CCC Review process) or unless otherwise amended by Council.

The aim of the Committee is to adhere to and work within the Renmark Paringa Council’s Community Plan Emerging Priorities. Following are the five (5) strategic directions of the Chaffey Community Centre: 1.1 Establish (& Build) the Chaffey Community Centre as a Volunteer Hub to

work with community groups to identify and address their volunteering needs

1.2 Promote the Chaffey Community Centre as a referral service to members of our community

1.3 Work with relevant stakeholders to support the provision of alternative learning options: 1.3.1 That promote quality of life for older adults and people with

disabilities 1.3.2 That support and promote social inclusion with focus on

intergenerational activities 1.3.3 Which encourage youth empowerment, creativity and sense of

community 1.4 Support collaborative community projects being mindful of

opportunities for Indigenous and Multicultural inclusion 1.5 Support projects and activities that promote and foster the arts and

culture within our community 2 RESPONSIBILITIES OF THE COMMITTEE

The Committee is responsible for: 2.1 Reviewing actions of the Chaffey Community Centre and provide

support / advice as to ongoing improvements 2.2 Identifying potential projects aligned to Community Development

Strategy deliverables (and options for financial support) to be further explored by staff / committee / council

2.22.3 Having an awareness and input into the development and progression of Councils Community Development Strategy including reporting on achievements

2.32.4 Reviewing and interrogating grant options with particular reference to resource allocations and alignment with the Renmark Paringa Community Plan.

2.42.5 Discussing and having an awareness of operational issues within budget allocations as identified

13

2.52.6 Mapping, reviewing and evaluating long term plans relevant to the Chaffey Community Centre.

2.62.7 Making recommendations / reporting to Renmark Paringa Council. 2.8 Provision of accurate and timely advice as requested 2.72.9 Input and observation of the Commiittees workplan to ensure that future

planning of items reflect projects, deliverables and discussions relating to responsibilities.

3 STATUS OF THE COMMITTEE

The Committee is formed pursuant to Section 41 of the Local Government Act 1999 for the purpose of providing advice and making recommendations to Council on matters within the responsibilities of the Committee.

The Terms of Reference for the Committee will be reviewed on an annual basis and if revised, they will be presented to Council for adoption.

4 MEMBERSHIP OF THE COMMITTEE 4.1 The Membership of the Committee will be appointed by Council. The

Committee shall consist of seven voting members including two elected members of the Renmark Paringa Council.

4.2 The Executive Officer and relevant staff are nominated by the Chief Executive Officer may provide advice to Committee members during the debate and discussion of items to ensure Committee members have suitable and accurate information to aid their decision making.

4.14.3 , two staff (one being the Chaffey Community Centre Coordinator, the other being the Manager of Community Services but both to be non-voting members) and up to five (5) Community Representatives.

4.24.4 Nominations for membership from the Elected Members shall be sought by the Council and where the number of nominations is greater than the number of positions available, a vote by secret ballot shall be undertaken using a preferential voting system.

4.34.5 The Council will elect a Presiding Member (Chairman). The Chairman’s term is for the term of the committee. The outgoing Chairman will be eligible for re-election.

4.4 The Chaffey Community Centre Coordinator will provide, or source, secretarial support for the Committee.

4.54.6 An Elected Member is not precluded from being elected to the Committee by virtue of being an Elected Member of Council.

4.64.7 Community representatives will be selected from expressions of interest and nominations forwarded to council for formal appointment.

Formatted: Font color: Red, English(Australia)

Formatted: Indent: Left: 0 cm

Formatted

14

4.74.8 Tenure on the Committee will be for two (2) years. Elected members, Staff and community positions will end November 2016.

4.84.9 Committee membership will expire if more than three consecutive meetings are missed. This may be varied by a written application to the CEO in exceptional circumstances.

4.94.10 The Mayor is by virtue of his position an ex-officio member of the Committee.

4.104.11 The Council may at its discretion, remove from membership any Member of the Committee and appoint others in their stead.

5 FINANCIAL MATTERS

5.1 The finances of the Committee shall be administered by Council staff on behalf of the Committee.

5.2 Budgeting The annual draft Operating budget plus any capital expenditure or project budget allocations for the next financial year will be prepared by Council staff for consideration by the Committee. Following consideration, the committee may approve recommend to Council to approve such allocations and / or place separate items for further consideration, directly into the development of the Renmark Paringa Draft Annual Business Plan & Budget.

5.3 Financial Reporting Council staff will provide financial reports to the Committee as requested

6 CONDUCT OF MEETINGS

6.1 The meetings of the Committee shall be held in accordance with the Local Government (Procedures and Meetings) Regulations 2000.

6.2 Ordinary meetings of the Committee shall be held at least bi monthly. The day, time and place for such meetings shall be at the discretion of the Committee.

6.3 Quorum 6.3.1 A meeting will commence as soon after the time specified in the

notice of meeting as a quorum is present as is possible. 6.3.2 For the purposes of this Committee, a quorum is four voting

members. 6.3.3 If the number of apologies received by the Presiding Member, or

their delegate if the Presiding Member is absent indicates that a quorum will not be present at a meeting, the Presiding Member, or their delegate as the case may be, will adjourn the meeting to a specified date and time.

Formatted: Outline numbered +Level: 2 + Numbering Style: 1, 2, 3, + Start at: 1 + Alignment: Left +Aligned at: 1.27 cm + Indent at: 2.cm

15

6.3.4 If at the expiration of 30 minutes from the time specified in the notice of meeting as the time of commencement a quorum is not present, the Presiding Member, or their delegate as the case may be, will adjourn the meeting to a specified day and time.

6.3.5 If the meeting is adjourned for a want of quorum, the Presiding Member or their delegate as the case may be, will record in the Minutes the reason for the adjournment, the names of any members present and the date and time to which the meeting is adjourned.

6.4 No Committee Member shall vote or take part in debate who has an interest in any matters before the Committee that would contravene Sections 73, 74 and 75 of the Local Government Act, 1999.

6.5 The Committee shall keep or cause to be kept minutes of all meetings,

which shall include a record of the names of Members present at each meeting and shall within five days forward a copy of the minutes to the Council.

6.6 Minutes of the Committee shall be tabled at the next available general meeting of Council for ratification.

6.7 The Committee shall furnish to Council such information concerning the Committee's proceedings and activities as may be required.

6.8 Committee Members will from time to time be expected to attend training relating to the management and governance of Local Government Committees.

7.0 Duties of the Presiding Officer The duties of the Presiding Officer of the committee are:

7.1 to preside at meetings of the committee

7.2 preserve order at meetings so that the business may be conducted in due form and with propriety

7.3 upon confirmation of the minutes, sign them in the presence of the meeting

7.4 responsibility to the Council for the proper observance of these Terms of Reference

7.5 if requested, to provide advice to the Executive Officer between committee meetings on the implementation of the decisions of the committee

7.6 to act as the principal spokesperson of the committee in consultation with the Executive Officer

Formatted: Indent: Left: 0 cm, Firsline: 0 cm

Formatted: Indent: Left: 1.25 cm,Hanging: 1.25 cm, Tab stops: 2.5 cLeft

Formatted: Outline numbered +Level: 1 + Numbering Style: 1, 2, 3, + Start at: 7 + Alignment: Left +Aligned at: 0 cm + Indent at: 1.27cm, Tab stops: 2.5 cm, Left

Formatted: Font: Not Bold

Formatted: No bullets or numberin

Formatted: Indent: Left: 2.54 cm, No bullets or numbering


Formatted: Indent: Left: 0 cm,Hanging: 2.54 cm, No bullets ornumbering


Formatted: Normal, Justified, Outlinnumbered + Level: 2 + NumberingStyle: 1, 2, 3, … + Start at: 3 +Alignment: Left + Aligned at: 1.27 c+ Indent at: 2.54 cm

16

7.7 each member should have interest, experience and skills commensurate with the functions of the committee. Availability to attend meetings regularly is essential.

7.8 to carry out the ceremonial duties of the committee.

78 8 GENERAL 87.1 The activities of the Committee shall be regulated by such directions as

may be made from time to time by Council and by such Terms of Reference as may be made by the Committee, and ratified by Council.

87.2 The Presiding Member shall be responsible to the Council for the proper observance of these Terms of Reference. However, no member shall be personally liable in respect of any transaction, act or omission of the Committee entered into, done or made in good faith. Committee Members do not enjoy the protection against defamation actions afforded to State and Commonwealth Parliaments and must be careful not to make remarks that could result in an aggrieved person seeking to take action against them.

87.3 In the event of there being any dispute, which cannot be resolved by the Committee, the matter in question is to be referred to the Council for resolution.

87.4 A recommendation by the Committee to amend the Terms of Reference, provided a resolution has been passed by a two-thirds majority of all members constituting the Committee at an ordinary meeting called for that purpose, may be approved by Council.

87.5 Notwithstanding anything in these Terms of Reference, all rights and obligations under:

7.5.1 the Local Government Act 1999 7.5.2 the Local Government (Procedures at Meetings) Regulations 2000, 7.5.3 the Code of Conduct for Elected Members shall be observed.

87.6 Members of the Committee who are not Elected Council Members are not required to complete a Register of Interest Return pursuant to Section 64 of the Local Government Act 1999.

7.7 8.7 Members are expected to: o act within the law at all times; o act in good faith and not for improper or ulterior motives; o act in a reasonable, just and non-discriminatory manner;

o undertake their role with reasonable care and diligence; o conduct their ongoing relationship with each other, fellow Council

Elected Members, Council employees and the public with respect, courtesy and sensitivity;

o use information in a careful and prudent manner.


Formatted: Outline numbered +Level: 1 + Numbering Style: 1, 2, 3, + Start at: 7 + Alignment: Left +Aligned at: 0 cm + Indent at: 0.63

Formatted: Indent: Left: 1.25 cm,Hanging: 1.25 cm, No bullets ornumbering

Formatted: English (U.S.)

17

9.0 REVIEW AND AMENDMENT TO TERMS OF REFERENCE

Council may at any time amend or alter these terms of reference by resolution of the Council. The committee shall at least annually, review these Terms of Reference to ensure that they properly reflect the role and function of the committee.

Approved at the meeting of Council held on: TBC Next Review Date: January 2017

THE RENMARK PARINGA CHAFFEY COMMUNITY CENTRE COMMITTEE Schedule of Committee Members: Name Appointment Status Date appointed

or reappointed Cr Peter Hunter Presiding Member Cr Allan Maddocks Committee Member Danyon DeBuell Committee Member Brendon Morell Committee Member Scerina Rasheed Committee Member Gale Hansen Committee Member Daphni Polymiadis Committee Member

o• Adopted: January 27 2015 Review Date: 12 months from adoption (January 2016)

Formatted

Formatted: Indent: Left: 1.87 cm

18


Report No: 11.1 Subject: Club and Volunteer Development Officer – update From: Club and Volunteer Development Officer

Purpose: To provide the CCC Committee with an update on the work of the Club and Volunteer Development Officer (CVDO) and to highlight future work priorities. Background: The CVDO role commenced in the middle of December 2015. Funding for the position has been sought from The Office for Recreation and Sport (ORS) through the Sports and Recreation Development and Inclusion Program grant and also from a direct contribution from the Renmark Paringa Council which will see funding through to June 2018.

The aims of the CVDO role are; • To support community groups, clubs and associations within the Renmark,

Paringa and Lyrup district to be; o Well managed o Sustainable o Better able to meet their legislative requirements o Be financially stable o Have a strong membership base o Have access to and retain volunteers

• To provide support and assistance with delivering Council’s Volunteer Management Plan

• To be the first point of contact for community groups, clubs and associations wishing to contact Council in order to provide a more consistent / coordinated response.

The funding arrangement allows the CVDO to directly support Community Groups, Clubs and Associations in the Renmark Paringa and Lyrup district or to a user group who provides a service to the district. The types of groups the CVDO is able to support include environmental and heritage, sports and recreation, art and culture, community and social services, special purpose, and church groups to name a few. Strategic Plan: There are key strategies set by the ORS (STARCLUB Field Officer Program - Strategic Plan 2015-2018) the CVDO role will need to achieve, as well as key performance areas set by the RPC. A 90 day strategic plan for the CVDO position was formulated as a matter of priority to outline the actions and desired outcomes for the key objective areas. Refer to the included table at the end of this report for the particulars. A further 6 month action plan covering April through September is currently being developed for the CVDO role.

19


Database: A database of local Community Groups, Clubs and Associations has been compiled using available resources (including SA Community, Facebook, Riverland Link, Google and the RPC Seniors Directory). The database currently stands at 116 user groups that the CVDO has contact information for. It was important to establish a tiering structure for these user groups as to the level of support the CVDO could offer. Refer to table below.

Tier Support Opportunities

1 Supply Information Direct to Resources

Minor Support

2 Access to Training/Workshops Mentoring

Moderate Support

Supply Information Direct to Resources

3

Support with Documentation Access to Specialists Financial Incentives

Access to Training/Workshops Mentoring

Substantial Support Supply Information Direct to Resources

The user groups from the database have been contacted, firstly in January with an introduction email/letter and also further emails through February and March. The emails contain relevant CVDO information including upcoming training/workshops and links to support tools. Along with email/mail outs the CVDO is also using the RPC E-newsletter and Facebook page to keep the community updated, as well communication through the relevant media outlets as the need arises. Survey: An information survey was developed to allow Community Groups, Clubs and Associations the ability to give direct feedback as to the types and amount of support they are in need of, to help the CVDO formulate future training methods and content. A total of 28 responses were recorded. Data from the survey is currently being compiled and evaluated. Feedback on volunteer support requirements will be collated and compared to Council’s Volunteer Management Plan in order to achieve outcomes in both areas. Training/Workshop: The first CVDO workshop was held at the Chaffey Community Centre on 23 February. The workshop was an opportunity for Community Groups, Clubs and Associations to meet the CVDO and hear more information regarding the role. The training component of the session centred on the ORS STARCLUB model, a program to help user groups to a path of successful club management. A total of 14 participants came to the session.

20


The ORS will be holding a funding and information session to be held in conjunction with the RPC Grants information Session on the 23 March at the Renmark Paringa Community & Civic Centre. Further Training sessions and Workshops are currently being diarised and specialists/resources sought. These sessions are centered around the feedback from the survey and from direct communication with the user groups in the Renmark, Paringa and Lyrup areas and will look to include volunteering-attracting/retaining, governance, child safe, communication/marketing and liquor licensing. CVDO Development:

• Compulsory induction at the ORS completed. • STARCLUB workshop at the ORS completed • First Aid Certificate Completed • Sport, Recreation & Club Development Staff Training Program in progress. • Child Safe Training to be completed – booked for 15 March

There has been a very positive response to the CVDO role and a good level of engagement has been achieved. The profile of the role is increasing significantly and will continue to do so through planned promotions and word of mouth. It has been pleasing that clubs and groups that thought the role wouldn’t be able to provide any assistance, have been pleasantly surprised at the range of tools and resources available to support them and how relevant / transferable many of these resources are. Relevant Legislation: Nil Community Plan Reference: 1.1 Provide high quality sporting, recreational and leisure facilities and services. 1.2 Foster inclusive, open communication and information sharing. 1.3.5 Work with relevant stakeholders to support the provision of alternative

learning options. 1.3.7 Through consultation ensure older community members, people with

disabilities and carers are aware of existing services and facilities. 1.3.9 Support and promote social inclusion with a focus on intergenerational

activities. 1.4.1 Support collaborative community projects being mindful of opportunities

for indigenous and multicultural inclusion. 1.4.2 Support projects that promote and foster the arts and culture within our

community. 1.4.4 Work with community groups to assist them to attract and retain volunteers

including supporting initiates to lower the age profile of volunteers, so that they can continue to respond to changing community needs.

21


Risk/OH&S Impact: Nil Changes to Risk profile - LGAMLS notification required: Nil Financial Impact: Nil Asset Management Impact: Nil Sustainability Impact: Nil Author: Karlie Rice - Club and Volunteer Development Officer Date: 3 March 2016

22

Key Objective Areas Target Date Progress

Ongoing In progress.

17th Dec & 28th JanNewsletter December,

January, February -Completed. March - In Progress.

5th & 15th Feb

23rd Feb Completed.

90 Day Action PlanClub and Volunteer Development Officer

Who's involved / Partner

3 Month Period January - February - March 2016

Mail Out

Develop Understanding of

Issues / Relationship Building

Newsletter

Group Email

Actions Delivery / Outcome

Karlie/ RPC - Jonathon

Karlie/ RPC- Communication's/ORS-Justin & Damian

Greater Understanding and Response to Current Issues

Karlie / RPC - Communication's

With First Workshop, Introduction

Article

1. Key Aspects of Role

Link to - STARCLUB/ Strategic Plan & Grant Offer

Attend Meetings

Facebook

Media Release

Meet'n'Greet

15th Jan, 15th Feb & 11th March

2. First Workshop Details

Work in partnership with clubs and associations in the region to grow an active recreation community.

Use a variety of strategies to promote the STARCLUB brand and increase community awareness of the program and its value.

Provide access to the latest industry resources and information.

Publicise program achievements that demonstrate growth in sport and recreation participation.

Provide networking opportunities to link clubs and associations with relevant stakeholders and programs.

Radio/ Newspaper February-Completed. March-In Progress.

Mail Out/Email January, February x2 Completed. March In Progress. Survey January,

February reminder Completed. Facebook January, February Completed. March In

Progress.

23







8th Feb Completed.

9th Feb Completed.

Organisations RPC Personnel LG Personnel

Office for Recreation & Sport

Jonathon (Environmental)

Andrew Haigh (BBC)

Volunteering SA/NTTim (Council

Leases)Sue Schultz (LWC)

Recreation South Australia Inc.

Sport SA

Office For Consumer & Business Affairs

Sports Community

Conservation Council SA

Regional Indigenous Sport Development

Officer

Karlie/

Karlie/ ORS-Justin & Damian


Support Network and Support Tools

Develop Key Stakeholder Relationships

OrganisationsRPC

PersonnelLG

Personnel

STARCLUB Training Complete

Develop Key Support Network-

Attend Office for Recreation & Sport Induction

ORS Induction Complete

8th Jan

Increase stakeholders capacity to identify and initiate strategies that respond to regional sport and recreational challenges.

Grant Offer Condition- Attendance at SFO Conferences

Grant Offer Condition- Minimum quarterly contact

Grant Offer Condition- Actively seek partnership opportunities for 2016-2017

Attend ORS / STARCLUB Workshop

Identified and Established

All identified organisations, RPC personel and LG Personnel contacted. January

Completed. February Completed. March In Progress.

24







Workshop 1-Completed.

Venue:14 Attendees.

Catering:6 Non STARCLUB Groups.

Workshop 2-In progress.

Venue:Date to be moved to early April.

Catering:Replaced with ORS Funding workshop and RPC Grant Information session 23 March.

In progress.

March Also CCC Report - March Completed.

Ongoing

Ongoing

Ongoing

March February Completed.

March In progress.

Feb - July In progress.

Ongoing - MonthlyRecord Number of Enquiries

Record Number New/ Updated Registrations

Report Written

Thurs, 17th Mar

Training / Workshops

Meet'n'Greet / STARCLUB Training

CCC

Tea, Coffee, Biscuits

Volunteers- How to Attract & Retain

CCC

Tea, Coffee, Biscuits

Karlie

Number of Attendees

Tuesday, 23rd Feb

Council Report

STARCLUB Registrations

Out of District Enquiries

Office for Recreation & Sport-

Karlie/ ORS- Justin/Damian

Feedback/ResponseIncrease stakeholders capacity to identify and initiate strategies that respond to

regional sport and recreational challenges.

Number of Attendees / Number of new Registrations to STARCLUB

Support clubs to achieve benchmarks related to club management.

Promote the STARCLUB Development Program as a valued tool for sporting organisations that fosters positive environments, effective management and assists

them in achieving their objectives.

Council

Liase with User Groups Around Their Lease

Record and Direct Enquiries Karlie/ RPC- Tim

Volunteer Management and Recruitment

Support Network and Support Tools Karlie/ RPC

Development of Contact Database

Provide networking opportunities to link clubs and associations with relevant stakeholders and programs.

Identify outcomes and associated key performance indicators that council partners aim to achieve through their investment in the program.


Karlie/ RPC- Jonathon/ ORS-Justin & Damian / Volunteering SA/NT

Reporting

Feedback / Response

Child Safe Training

First Aid

Sport, Recreation and Club Development Staff Training Program

Personal Development

Karlie/ Sports Community

Karlie/ RPC- HR- Michelle

Karlie/ RPC- HR- Michelle/ RPC- AdrianCertified

Certified

Webinar

In progress.

Initial Database January Completed. Updating Database In Progress.

In progress.

Tier Structure/ Qualify/Grade

First Contact Point for Groups, Clubs and Associations

Record and Direct Enquiries Karlie

Community Database Karlie 15th Jan

Inform program partners of tangible achievements by reporting measurable outcomes.

Publicise program achievements that demonstrate growth in sport and recreation participation.

Grant Offer Condition- STARCLUB reporting

Provide essential resources, expertise, information and training to sporting organisations that benefit them and contribute to measurable outcomes.

Develop and provide measurable outcomes with stakeholders that contribute to the achievement of their plans and goals.

25

Chaffey Community Centre Committee Meeting Report 10 March 2016

Report No: 11.2 Subject: Volunteer Development Plan - update From: Manager of Community Services

Purpose: To provide the CCC Committee with an update on progress and achievements of the Volunteer Development Plan. Background: Committee members will recall that the CCC was officially launched as Council’s “Volunteer Hub” at a grand opening on Wednesday, October 7 at 2.00pm. From that date / time, the CCC became the first port of call for anyone interested in volunteering for Council. The relevant application forms and information were developed prior to the launch and are now available for interested volunteers.

Since the opening, Council staff have continued to work on items identified in the original Volunteer Development Plan. With the commencement of the Club and Volunteer Development Officer (CVDO) role and the outcomes planned in the volunteer development area (see separate report), it was necessary to determine where the two projects overlapped and then allocate responsibility for delivery. Attached is an update of the Plan showing complete items, progress made and proposed timeframes and the responsible officer for outstanding tasks.

In total, 18 of the 31 actions have been achieved (nearly 60%) while the remaining 13 actions are either nearing completion (only awaiting a few pieces of information), are ongoing / recurrent, or have been programmed for completion this calendar year.

In October 2015, Council’s Volunteer Management practices were audited and deemed to comply with the relevant standards. This was a significant achievement given the Council had failed (significantly) the same audit only 12 months prior. Further work will also be undertaken to fine tune and improve the Volunteer Hub as part of Council’s commitment to continuous improvement and implementing Volunteer Management best practices principles. Relevant Legislation: National Volunteer Standards, Volunteer Protection Act. Community Plan Reference: 1.2 Foster inclusive, open communication and information sharing. 1.3.5 Work with relevant stakeholders to support the provision of alternative


disabilities and carers are aware of existing services and facilities.

27

Chaffey Community Centre Committee Meeting Report 10 March 2016

1.3.9 Support and promote social inclusion with a focus on intergenerational

activities. 1.4.1 Support collaborative community projects being mindful of opportunities

for indigenous and multicultural inclusion. 1.4.2 Support projects that promote and foster the arts and culture within our

community. 1.4.4 Work with community groups to assist them to attract and retain

volunteers including supporting initiates to lower the age profile of volunteers, so that they can continue to respond to changing community needs.

Risk/OH&S Impact: Nil Changes to Risk profile - LGAMLS notification required: Nil Financial Impact: Nil Asset Management Impact: Nil Sustainability Impact: Nil Author: Adrian Pipe – Manager of Community Services Date: 3 March 2016

28

Volunteer Development Plan Purpose: Use the National Standards as a framework to;

• increase volunteer satisfaction, • increase customer satisfaction with the services delivered by volunteers, • deliver more successful volunteer recruitment and retention, • improve compliance and credibility to Renmark Paringa Council and • reduce the Council’s exposure to risk.

Actions Responsible Due Date Key participants and Progress

KPI / Measure of Success

General 0.1 Review current best practice in similar sized LGA’s and determine strategic significance provided by volunteers for RPC

MCS Completed - Dec 14

CCC Coordinator / ODO / VIC / LAP

Analysis completed.

0.2 Define who is considered to be a Volunteer within Council

MCS Completed August 2015

MLS – Victor Di Maria Defined as Council volunteers working at the CCC, VIC or Library.

Groups / Committees / Sites identified

1. Policy and Procedures 1.1 Review and update Volunteer Policy.

MCS Completed September 15

CCC Coordinator / VIC / LAP / Committees

Policy updated and adopted

1.2 Develop relevant procedures / processes for items such as applications to become a volunteer, Police Checks, etc

Poppy, Renata & Maxine

Completed September 2015


Procedures / processes developed and adopted

1.3 Develop Volunteer MCS Completed CCC Coordinator / Code of Conduct developed &

29

Code of Conduct September 2015

VIC / LAP / Committees New Code of Conduct developed and endorsed

adopted

1.4 Produce Volunteer Manual including all appropriate policies and procedures and forms

MCS Completed October 2016

CCC Coordinator / VIC / LAP / Committees Ongoing review process

Volunteer manual developed & adopted

2. Management Responsibilities 2.1 Undertake internal analysis of each RPC - Volunteer Program Area

MCS and site / program coordinators


CCC Coordinator / VIC / LAP / Committees Data collected and collated as part of development of Hub documentation and procedures

Analysis completed

2.2 Undertake and update Risk Assessments for each location / program area

HR Officer / Site Coordinators


Committees Risk Assessments completed, signed off and saved in SkyTrust

Assessments scheduled and completed

2.3 Improve Volunteer communications Refer to Better impact

MCS By June 2016 Volunteers CCC Coordinator / VIC / LAP / Committees

Relevant information is disseminated to Volunteers. Good communications exists between volunteers, sections and areas.

2.4 Establish a Council Volunteer Management Committee

MCS By July 2016 CCC Coordinator / VIC / LAP / Committees / HRO To be reviewed to determine value /

Committee established Key staff and Committee reps involved Volunteer reps involved

30

purpose of committee 2.5 Twice yearly whole of Council Volunteer meetings

Poppy & site coordinators

Investigate options for May 16

Volunteers / Area Coordinators

Meetings conducted

2.6 Relevant staff and community leaders trained in Volunteer Management

CVDO Ongoing CCC Coordinator / VIC / LAP / Committees Promotion of the Volunteering SA/NT support network and provision of suitable training as available.

Training sessions conducted. Improved confidence to work with and supervise volunteers

3. Recruitment, Retention and Orientation 3.1 Develop an agreed process for engagement (intake) of volunteers

HR Officer / MCS


CCC Coordinator / VIC / LAP / Committees CCC First port of call for registration. Sites can provide forms and information

Process developed and promoted

3.2 Develop formal Volunteer Agreement / Acceptance Form

Poppy Renata, Maxine


CCC Coordinator / VIC / LAP / Committees Form developed and

Form developed and adopted

3.3 Develop an agreed Induction and Orientation process and documents with sign off

HR Officer Completed September 2015

CCC Coordinator / VIC / LAP / Committees Completed prior to September 2 re-induction workshop

Process and documents developed All new volunteers sign off

3.4 Investigate the CCC as the central location for all recruitment and general

MCS March 15 CCC Coordinator Agreed - completed

Investigation undertaken and recommendation made

31

induction 3.5 Explore options for a Volunteer brochure

Poppy & Clara Completed October 2016

CCC Coordinator / VIC / LAP / Committees / Volunteers Completed – review / update as required

Recommendation made based on investigation

4. Work and Workplace 4.1 Role Statements to be developed and adopted by all Volunteer areas and ensure Volunteers have a copy

Site / program coordinators


CCC Coordinator / VIC / LAP / Committees Completed

Role statements developed – based on activity

4.2 Sign in / Sign out (or Timesheet) to be implemented across all areas

Site / program coordinators


Volunteers Forms completed and distributed

Implemented by Area Coordinator / Supervisor

4.3 Volunteer details up to date – particularly for medical and Next of Kin

Site / Program Coordinators / Admin Assist

May 2016 Volunteers The majority of details have been updated. Awaiting a few stragglers.

Details provided

5. Training and Development 5.1 Staff / community leaders to undertake Role Description Writing training

CVDO TBA – in consultation with Volunteering SA/NT


Training sessions conducted. Improved confidence to write Role Descriptions

5.2 Staff trained in Volunteer Database

MCS August 2016 CCC Coordinator / Clara site coordinators

Training conducted

5.3 Provide a refresher Induction and WHS training

HR Officer Completed September 2

Volunteers Refresher session(s) conducted and signed off

32

for existing Volunteers and get sign off

2015

5.4 Provide Risk Management training for Volunteers and Community leaders

HR Officer TBC – subject to trainer


Training sessions conducted. Improved ability to identify and control risks and hazards

5.5 Training records to be developed / kept

Clara / Site Coordinators

May 2016 CCC Coordinator / VIC / LAP / Committees Training matrix / requirements completed in September 2015. Training records compiled for majority of volunteers but a few remain outstanding

Training records entered on the database

5.6 Conduct formal recognition with International Day of Volunteers (Xmas) and National Volunteers Week functions

Poppy / Renata / Maxine / EO

May 15 Dec 15 May 16 Dec 16


Functions held Certificates / gifts / merchandise where appropriate

6. Service delivery 6.1 Explore opportunities to actively involve volunteers in the design and review of service delivery standards, processes and procedures

MCS / ODO September 16

Volunteers CCC Coordinator / VIC / LAP / Committees

Recommendations made based on investigation. Engagement processes developed and adopted

7. Documentation and Records 7.1 Investigate the Better Impact Volunteer

HR Officer / MCS

Completed June 15

CCC Coordinator / VIC / LAP / IT

Recommendation made based on investigation

33

Management Software Better Impact software purchased.

7.2 Personal information update / creation of the Volunteer database

CCC coordinator & Admin Assist

Completed October 15

Data in a spreadsheet and awaiting final information prior to uploading to Bedtter Impact.

Database created and data entered

7.3 Ensure all necessary data is captured at Induction and added to database

CCC Coordinator Admin Assist

Ongoing CCC Coordinator / VIC / LAP / Committees

Database updated

8. Continuous Improvement 8.1 Develop and promote an agreed process for Volunteers and customers to provide feedback and suggestions

MCS / ODO September 2016

CCC Coordinator / VIC / LAP VIC and CCC have regular volunteer meeting / catch up sessions where feedback is obtained. Need to formalize process.

Process developed and promoted. Clear communication exists between Volunteers / sections and areas.

34


Report No 11.3 Subject: Chaffey Community Centre – Report for February 2016 From: Manager of Community Services

Purpose: To provide a monthly update for February 2016 on the activities of the Chaffey Community Centre. Background: February Attendance Total: 427

SERVICE PROVIDERS Officer Clients Total Community Bridging Service 7 9 16 Finding Workable Solutions 2 7 9 Migrant Resource Centre SA 7 30 37 Relationships Australia 3 6 9 WISE Employment Ltd 1 4 5 Job Prospects 8 54 62

Total Service Providers/Clients 28 110 138 PROGRAMS / TRAINING Presenter/Tutor Attendees Total CLX – Information Session 5 4 9 CLX – Study Sessions 1 2 3 CVDO – Mentoring workshop 2 14 16 U3A – Creative Writing 2 16 18 U3A – Creative Drawing 5 30 35 AA Meetings 10 19 29 110 GENERAL ACTIVITIES Presenter Attendees Total Craft Group 3 3 Computer Usage (public) 21 21 Christadelphians Meeting (1xmonth) 2 30 32 CCC Committee Meeting 11 11 Council Staff (visits) 12 12 JP Services – Tony Peak 1 1

35


Workmen (Alex -Vintek & Paul Mitchell) 4 4 Visitors (general enquiries) 61 61 145 VOLUNTEERS AT THE CCC Volunteers & Volunteers Meeting 34 34

TOTAL VISITORS TO THE CCC 427 TOTAL VOLUNTEER HOURS 122.5 • Centre attendance in February – The total visitors for February (427) is the

second highest February attendance that has been recorded. It brings the total attendance for 2016 to 759 – this is also the highest attendance recorded in the first 2 months of a calendar year (previous highest was 737 in 2014). It also brings the total Centre attendance in the 2015/16 financial year to 3,675 – this is 154 higher than at the same point in any other financial year. The Centre is currently averaging 459 visitors per month – 40 visitors per month higher than any other period.

• Centre Coordination – In the absence of the CCC Coordinator, Clara

Mele has taken on significant extra responsibilities and tasks to keep the Centre running smoothly. Clara has really stepped up in a very difficult time and her invaluable contribution is both acknowledged and highly appreciated.

• Club and Volunteer Development Officer – Karlie Rice commenced

working from the CCC in late January. As noted in Karlie’s report (see separate report and attachment), training session have commenced as well as a steady number of visitors seeking support which have help boost attendance and patronage at the Centre.

• Programs and activities – U3A commenced Creative Writing and Creative Drawing classes in February. A Yeast Cooking program is set to commence in early March. CLX conducted a student Information Session and also commenced their weekly study support program.

• JP Services at the CCC – The service commenced at the Chaffey

Community Centre on February 2 between 12pm and 2pm. Promotion of the service continues through Council’s e-newsletter and facebook. Service providers are also being advised and encouraged to inform their clients. A list of dates is being prepared for when the JP will be at the CCC and the Library and this will be circulated to other Council sites and local services.

• St Johns – There have been a few teething issues with getting St John’s

settled into the building but junior training sessions commenced on Thursday 3 March. Preparations for Adult sessions are being finalised.

36


Chaffey Community Centre Steering Committee – The first meeting for 2016 was held on February 11. The next meeting is planned for Thursday 10 March 2016. Relevant Legislation: Nil Community Plan Reference: 1.2 Foster inclusive, open communication and information sharing. 1.3.5 Work with relevant stakeholders to support the provision of alternative


disabilities and carers are aware of existing services and facilities. 1.3.9 Support and promote social inclusion with a focus on intergenerational

activities. 1.4.2 Support projects that promote and foster the arts and culture within our

community. 1.4.4 Work with community groups to assist them to attract and retain

volunteers including supporting initiates to lower the age profile of volunteers, so that they can continue to respond to changing community needs.

Risk/OH&S Impact: Nil Changes to Risk profile - LGAMLS notification required: Nil Financial Impact: Nil Asset Management Impact: Nil Sustainability Impact: Nil Author: Adrian Pipe – Manager of Community Services Date: 2 March 2016

37

to committee members - renmark paringa council - welcome · agenda – chaffey community centre...

Documents