Upper Plenty Community Advisory Group (UPCAG)
Minutes of Meeting Held 8th November, 2010
Present: Rose King, Hayley Day, Alison Holmberg, Deirdre Payne, Kate Lawrence
Apologies: Chris Ogilvie, Gillian Anderson
Meeting opened: 9.30am
Minutes of Previous Meeting
Minutes of 8th October 2010 passed with below amendments:
(1) Item 2 – Spelling of Name for James Nelson amended to James Nelsson.
(2) Item 3 – Spelling of Name for Bill Carter amended to Bill Carta.
(3) Item10 – Amended to read: Deirdre Payne had ordered 10 packs to stock the Shack on behalf of the CAG and Rose King had ordered 3 packs on behalf of The Shack Committee of Management.
Minutes moved Rose King, Seconded by Alison Holmberg
Business Arising
Skirmish – Hayley Day advised that the event had been held on Saturday 23rd October 2010 with 20 men participating on the day. All participants advised the day had been very enjoyable and we very grateful of the opportunity to be involved in the event. As funds were not exhausted for this event, a second event may be organized for February 2011 for those who did not get a chance to participate this time. Hayley Day to do the amendment to grant letter required. Bill Carta attended event as the required Wellbeing worker and also advised the event had been successful and very enjoyable.
Landcare – Rose King advised that the Upper Merri Plenty Landcare group may be in the process of disbanding however it was hoped they would still donate the funds for the creek spraying. Rose to liaise with Melinda Hobson in relation to same. Rose King & Hayley Day will also be meeting with James Nelsson and Scott Gilchrist from Mitchell Shire on Thursday 11th November 2010 at 9am in relation to the spraying of the creek area. James Nelsson is still to provide a plant list to the CAG.
Website – Tony Wakefield has now registered our new website, upperplenty.com and has done so for one year at this stage. The cost of same was $88.41. Reimbursement of this fee was made to Tony from the Admin Monies being held at Council on behalf of the CAG.
Trade Table – Our first ‘Trade Table’ was run at the Octoberfest on 8th Oct 2010 and the income made was $18.65. These monies are being held by the treasurer inconjunction with past Raffle monies. The total amount now held in the Raffle/Trade Table fund is $61.65.
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Australia Day Ambassador – Kevin Butler has been assigned to Upper Plenty for this event. Rose to process the necessary itinerary. Breakfast will be from 9am on the 26th January 2010. Rose to invite Mitchell Shire Councillors, Kevin Mulroney, Trevor Tobias & Sue Marstaeller with Kevin Mulroney being asked to officiate on the day. Rose to also invite Len Lord, Bush Poet to attend and recite some poetry and Ann Gasko to attend and sing the National Anthem. Deirdre to organize to borrow the Upper Plenty Primary School portable PA system if needed.
Grants Update
Volunteer Small Grants – Rose King advised that the Application has been acknowledged as received, awaiting consideration.
MCRAG CRF Monies – Hayley Day to submit official Grant Application to the next MCRAG meeting for $4500 from Stage 2 CRF monies, grant has so far only been approved in principal.
Mens Grant Monies – Hayley advised the invoice has been forwarded to VBRRA for the Mens Grant monies for Monthly Community Events and is awaiting $5600 to be deposited to The Shack Committee bank account who will be auspicing same.
Treasurer’s Report – see attached.
Community Events – A motion was made for the monthly barbecues for 2011 to be held in February, March, April, September, October, November & December. A break will be taken over the winter months.
The Shack Committee will still hold the Annual Bonfire night over Winter.
A roster is to be put in place in 2011 for people to assist in the running and organizing of these events, the February 2011 barbecue will be a ‘no frills’ affair and the roster will commence from March 2011. Motion passed by Alison and Seconded by Rose.
MCRAG Report – Alison advised that the information about the Free Emergency Telephone for the community halls is not yet available by is being followed up.
Reedy Creek CAG Christmas Party is to be held on Sunday 12th December 2010, all welcome.
CRP final documents were required by VBRRA and have been done and submitted.
MCRAG has secured a grant from FRRR for $30,000 which will be put together with other monies already set aside for a MCRAG worker. Details of where this worker will be housed and how they will be engaged are ongoing.
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Project Control Group –
Balustrade – It has been decided by a majority email vote that there will not be any Balustrade around the new undercover area. Rose to advise Nick Haslinghouse of this decision.
Paving/Flooring – A paving idea was submitted via email and is thought to be a good idea – final decision to be made later. Alison to put up Butchers Paper at the Christmas Party for Expressions of Interest from local people/families to have personalized pavers included in the undercover area floor.
Playground – Deirdre Payne advised that she has had four (4) contractors interested in quoting. All have attended and taken required measurements etc. and will supply in due course. Rose King advised that Chris & Gordon Ogilvie will be removing the existing cyclone fencing in the next few weeks.
Signs – Hayley advised that it was discussed at the Project Monitoring Group meeting that a sign is required to be placed on all projects acknowledging partners in the projects ie. VBRRA, Mitchell Shire etc. These signs will be supplied by VBRRA upon request from Nick Haslinghouse. Hayley has requested this sign be erected prior to the Christmas party so residents can see something is happening.
Skylights – Both Kitchen and Storeroom of the Shack are to have skylights installed during the renovations.
Kitchen – It has been suggested that the Kitchen area be opened up further, this is to be discussed with Nick Haslinghouse at the next Project Management Meeting.
PV Panels – still being investigated.
Noticeboard – All details for this have now been finalized. Nick Haslinghouse to follow through with this.
New Business
Resignation of Nicole Kanderovskis/Secretary – Email of resignation submitted to CAG.
Election of new Secretary – Motion moved that Hayley Day would continue to take minutes temporarily, until another Secretary/Minutes Person can be found. Passed Unanimously.
Election of New Committee Member – Rose King moved that Mary Hullin be considered as a committee member in 2011. All were in agreeance with this. Passed Unanimously
Tupperware Packs – Motion moved that some items from the Tupperware Packs would be used as a Raffle for the Christmas Party.
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Tupperware Packs (Cont) – Deirdre Payne has agreed to co-ordinate Christmas Party Raffles. Donations for prizes to be sort from Day’s Motorcycles, Sticks & Stones, Woolworths, Italian Restaurant in Wallan.
2011 CAG Meeting Times – Motion moved that the first CAG meeting for 2011 would be held on Monday 7th February 2011 at 9.30am. Further dates for 2011 would be set at that meeting. Passed Unanimously
Christmas Party 2010 Advertising – Motion moved that the brochure would be put in Stokes Fruit Store, Sticks & Stones, Laminated and put on Shack Noticeboard, included in Upper Plenty School Newsletter and emailed to all people on the Stay Connected list.
November 2010 Barbecue – Alison Holmberg & Hayley Day to co-ordinate this event. Alison to supply sausages, coleslaw and breadrolls. Rose to supply burger patties and sauces, Hayley to supply cheese and onions.
CRP – Kate Lawrence advised she and Jacqui Simms have been working through all Community Recovery Plans to produce a document to show what has been achieved and what is still to be done. The final draft to circulated via email to all CAG members for proofing and a user friendly version of same to be created to have available for residents at the Christmas Party.
Community Planning – Kate Lawrence briefed the CAG on a process being investigated as a type of succession plan for the CAG. This process would include the broader community and would be supported by Council but driven by residents/community. One community is to be chosen to be the pilot of this process – are we interested? The plan is envisaged to be run in March 2011. The document that would result from the running of this program would then be a tool for the community to take to Council to have the issued identified dealt with.
Christmas Break Up for CAG Members – Motion moved for CAG members to have a Christmas Break Up Lunch. Passed Unanimously. The lunch would be held on Friday 26th November 2010 at 12 noon. Proposed Venue to be The Growling Frog Golf Course in Mernda, Alison Holmberg to book and confirm. Kelisha Dalton, Jacqui Simms & Jo Van Dort to be invited as guests, Kate Lawrence has already advised she is unable to attend. The luncheon to be funded from Admin Monies held at Council.
Next CAG Meeting: Friday 10th December 2010 at 9.30am
Meeting Closed: 11.15am
