UPCAG Minutes of Meeting Held 26th August, 2011.
Present: Rose King, Hayley Day, Alison Holmberg, Chris Ogilvie, Deirdre Payne
Apologies:
Meeting opened: 6.45 pm
Minutes of Previous Meeting
Minutes of 6th May, 2011 passed. Moved Deirdre Payne, Seconded by Chris Ogilvie
Business Arising
2011 Event Dates
Annual Film Night – Hayley advised that the date currently set for this was a Sunday night which would probably not be any good for families, so new date was needed to be decided on. Discussed by Committee and it was decided to include the Film Night as part of the November 4th Community Night. Pizzas will be provided prior to film showing. Lollies etc. would be sold at intermission.
Grants – Australia Day & Christmas.
Rose King advised that both the grants for Australia Day and Christmas which had been applied for through the Mitchell Shire Council had been successful. We have received $250 for Australia Day 2012 and $1000 for the 2011 Christmas Party.
Ambassador – Australia Day Breakfast 2012
Rose King also advised that we were able to secure an Ambassador for the Australia Day Breakfast if the committee thought it a good idea. It was decided by unanimous decision that an Ambassador would not be necessary as the local councillors and other locals were capable of running the event and it being a success as was last year.
Christmas Party 2011
The committee set the date for this years Christmas Party to be Friday 2nd December 2011. Hayley Day will book the same people to cater as was used last year, which was a Roast Smorgasbord.
Official Hall Re-Opening
The Committee discussed dates for the re-opening of the hall after all refurbishment tasks had been completed and it was decided that Saturday 3rd March 2012 would be the nominated date. Hayley Day and Alison Holmberg to liaise with Kim Fawcus from VBRRA and Reedy Creek representatives to establish protocol for this event and who must be invited. It was also agreed that an invitation would be extended to Christine Nixon.
Upper Plenty Community Day
It has been decided to hold a Community Day at the Shack to help residents and businesses in the area to connect and get together. This event will also serve as a soft opening of the refurbishments.
The date set for this event is Sunday 20th November 2011 and is to include the following activities:
Plant Giveaways to Upper Plenty Residents
Bushfire Roses to be given away via Trivia Questionnaire on the area.
Bushfire Roses to be available for purchase
Free Sausage Sizzle
Live Music
Face Painting for Kids
Local businesses will be invited to hold stalls/tables to advertise goods and services as well as local community organizations such as CFA, Scouts, Landcare etc. will be invited to partake.
It was also suggested that School Tours of the Upper Plenty School could be a good idea as there has been much renovation and addition to the original school over the past couple of years.
Treasurer’s Report
Report tabled by Hayley Day. Accepted. Rose King. Seconded, Alison Holmberg.
Report attached. Note: The report is not published on the web, a copy can be emailed on request from the website editor (look bottom right for address).
MCRAG Report
Alison Holmberg advised that Jacqui Simms has now been appointed as Executive Office of MCRAG to assist all communities with funding applications and other matters. The funds to pay for Jacqui have come from grants and FRRR has also provided funds to make up any shortfall in grant monies.
Alison also advised that Ellen McComish who is the Finance Office for Bushfire at the Mitchell Shire Council has had her tenure extended for a further three (3) months.
MCRAG also still in discussions about transition and in the process of obtaining DGR status.
Alison advised that there is $16 Million still available from the Bushfire Fund for medium and long term issues. The community has been asked to put in grant applications and there has also been a public forum about this recently in Broadford.
Hayley advised she will endeavor to get some monies from these funds for Lawn/Garden Maintenance around the Shack for the next twelve month to two year period. Hayley also advised that there may be an avenue available with these funds to get additional memorial funds should Upper Plenty want to have a separate memorial and need more funds than is currently held for the community at the Mitchell Shire Council.
PROJECT CONTROL GROUP
PV Panels – Rose King still investigating this with Nick & Neil from Mitchell Shire Council. Rose advised there is some shading on the roof during winter but there is good sun coverage in summer.
Lighting – Hayley presented a Down light obtained from Middy’s Lighting for perusal of the committee. Chris Ogilvie advised that she had information for a better type of light and at more competitive prices as she had just done much investigation into same for her new house. Chris to give Rose King supplier details etc. for passing on to Mitchell Shire Council Project Managers. Hayley to return down light sample to Middy’s.
Paving – The committee thought at this stage the undercover area would be plain concrete slab with engraved paver edging. There was some discussion about coloured concrete or spray topping of the concrete. Hayley Day to make enquiries as to best way to go with well known and trusted concreter. It was also suggested that perhaps Nick & Neil could obtain some samples of concrete colours etc.
Floor Coverings for Kitchen/Storeroom – Hayley and Alison advised that they had done extensive searching of possible lino colours and styles and Carpet Court Kilmore had the product that they had decided on. Nick & Neil to get quote from Carpet Court.
Window Coverings – The committee decided unanimously that pull down blinds with metal chains in Brunswick Green would be the way to go. Rose to look into total block out options.
Painting – The committee agreed that the ceiling should be painted White.
CREEK PROJECT
Melbourne Water/Bridges – still on wish list but nothing further to report at this stage.
Paths/walkways/mulch – Rose advised that Rob Johnson would be spreading the remainder of the mulch for us free of charge.
Removal of Old Fences – Rose advised that she would also ask Rob Johnson to remove the remainder of the cement fence posts when doing the mulch.
UPPS Planting Day – Rose King advised that the Upper Plenty Primary School has organized a planting day for Friday 23rd September 2011. Plants will be supplied by UPCAG and these have been paid for out of the $10,000 revegetation grant received from the Mitchell Shire Council. Deirdre Payne to check with the school about getting more adult volunteers to assist on the day.
Interpretive Signage for Creek – Rose King tabled an example of interpretive signage supplied by James Nillson. The Committee approved same.
SHACK COMMITTTEE
Bunnings BBQ – Rose King advised that the Shack Committee has organized to do another Bunnings Sausage Sizzle as a fundraising event. The date set is Sunday 13th November 2011. All volunteers welcome.
Toilets – Rose King advised that she has had a meeting with David Price of the Mitchell Shire Council re the toilet cleaning. Hayley Day advised that she has billed the council for the last period and is awaiting payment. Hayley also advised that she has put in a request for an increase in remuneration for same and we are awaiting the outcome of this.
NEW BUSINESS
Community Day – Sunday 20th November 2011 – “Home is Where the Hall is”.
Rose King also tabled information received from Regional Arts Victoria about their program “Home is Where the Hall Is” to be run throughout November. It was thought that this organization would be able to assist us with advertising of our event and postcards of the hall for giveaways.
Purchase of Bushfire Roses – Deirdre Payne tabled information on last year and this years bushfire roses and it was discussed how many of these should be purchased for the Community Day. The committee decided that 24 roses would be order to cater for both give a ways and for people to purchase.
Mechanics Institute Tour – Rose King advised that the Mechanics Institute organization do yearly tours and it was proposed that ‘The Upper Plenty Mechanics Institute may be included in next year’s tour.
Rubbish Bins – Hayley Day brought up the need for more rubbish bins with lids for the yard area of the shack. It is believed that once the renovations and playground at the Shack are completed it will get even more use from after school parents and children which will further increase the need for rubbish bins to keep the area clean and tidy. This to be investigated and discussed at the next Project Control Group meeting.
Red Mail Box – Hayley Day mentioned how good it would be to have a Red Mail Box at The Shack. Committee members though this would be a good idea. Hayley Day to investigate what would be required to organize or apply for this and to report back at next meeting.
Next CAG Meeting: To Be Advised
Meeting Closed: 10.20 pm
