VHDPA Annual General Meeting

Transcription

1 Village of Hall and District Progress Association Inc. ~ VHDPA VHDPA Inc. PO Box 43 Hall ACT President: Gavin Mansfield. VHDPA Annual General Meeting Meeting date Location Committee Members Attendees Apologies 7:00pm Wednesday, 16 August 2017 Hall Pavilion Mansfield, Hazlehurst, Barnes, Philp, Richardson, Morris, Crocker, Robson, Huckstepp, Wilford Howard 1. Minutes of previous meeting. 1.1 Minutes of annual general meeting - 16 August Correspondence 2.1 nil 3. Presidents report Treasurers report. 4.1 Tabling of financial statements

2 5. Appointment of Auditor. 5.1 John Howlett retained as VHDPA auditor 6. Sub-group reports Museum Mens Shed Rural Fringe Pavilion Community Fire Unit Collectors Club 7. Election of Officer Bearers 7.1 Nominations for: President - Vice President- Secretary - Treasurer - Committee members Jo Hall Peter Howard Barry H uckstepp John Starr 8. General business. 8.1 Next Meeting. AGM August to be advised VHDPA Sect. Brenton Philp

3 Village of Hall and District Progress Association Inc. ~ VHDPA VHDPA!nc. PO Box "3 Hail ACr President: David Hazlehurst.. VHDPA Annual General Meeting Minutes. Meeting date Meeting number Locatlon Committee Members Attendees Apologies i 8:00pm Tuesday, 16 August 2016 l I Hall Pavilion Barnes, Philp, Mansfield. Richardson, Robson, Huckstepp, Hazlehurst, I Howard, Crocker.J _. _ Jo Hall, Morris, David Fussell, Porteous, Wedrat, Berent; Reynolds I 1. Minutes of previous meeting. ; 1.1 i Minutes of annual general meeting - 20 August 2015, ~_ :!f..9~ard Eroposs._ Rob5~n_ second. accepted 2. Correspondence 2.1 nil ~ Presidents report 3.1 School site lease signed, Finances strong. Reference to Wallaroo Spring Range Group in report. Barry Huckstcpp reperescnts WSRG on the VHDPA committee and has been to 2 to 3 mectingsof thc WSRG. Agreed to clarizy engagement over next year.

4 I Statement that the website is somewhat neglected. Committee reminded that an investment and effective way of communicating, Prominence of minutes and agendas, fringe material, integrated into webpages, etc.. New committee to consider. Report tabled and noted. 4. Treasurers report. 4.1 ' Tabling of financial statements. I Conservation of funds noted as licence agreements settled, and role as oommunity organisation to spend funds in support of community activities. Income affected by no Hall Ba11, consider next financial year, Gas and water Pavilion and Cottage low this FY noted - Treasurer to follow up, Alistair propose, Howard second. Report tabled and 1l0_ted_" 5. Appointment of Auditor. s.i -, jolm Howlett retained as VIIDP A auditor. Propose Richardson, Huckstepp second, 6. Sub-group reports. 6,1 Museum Verbal report. Very successful year, active volunteers. financial grants from ACt Heritage, National Library and Department of Veterans Affairs (ANZAC grants). ACT Heritage and National Library continue this year. Strategic planning processes. Structure, active operational areas - collections management, visitors, etc.. Rediscovering Ginninderra exhibition. Increasing group visits, Primary Schools as part of year two excursions, Peace garden established around Hollingsworth tree in school grounds. School licence enables forward planning and establish footprint in Hall. i Financially good position. Started statistics about volunteer time, [lumber of visitors, donations, sales of publications. : University of Canberra museum practice and conservation study centre asked Museum to take on an intern - third year student interned for 3'd project.

5 I I Thanks to Men's sh;;i for support to the museum Men's Shed Report tabled and noted. Rural Fringe Report tabled and noted. Pavilion Development of booking system noted, as well as responding to noise concerns of neighbouring residents. I Report tabled and noted Community Fire Unit ACT ESA report noted. Collectors Club Financials noted.. - Jenkins moved, Howard second. 7. Election of Officer Bearers Nominations fur. 7.1 President - Gavin Mansfield Vice President - David Hazlehurst Secretary - Brenton Philp Treasurer- Cally Hannah Committee members - Bob Richardson - Alan Jenkins. - Tony Morris (the) - Leigh Crocker - Peter Howard - Barry Huckstepp - Phil Robson Public Officer - Rod Barnes Hazlehurst, Morris and BIl1'IleS 3 years noted with appreciation. Nominations for number of'postticcs. Ali agreed. Financial delegations: Outgoing treasurer: Rodney Barnes, Incoming treasurer: Cally Hannah Gavin Mansfield, Cally Hannah and Rodney Barnes are to contact the Commonwealth Bank to action the following: - Gavin_Man~[lcLd,_C,!!ll Hannah and Rodney Barnes to be the authorised signatories w.,ith full _

6 ----- authority for the following accounts; Cheque account 8SB Account Number Term Deposit BSB Account Number All previous signatories arc voided Two signatures required for the term deposit One signature required for the cheque account. 8. General business. 8.1 Nil. Next Meeting. AGM August to be advised VHDPA Sect. Brenton Philp /;:///, ~~/. Ii vvvjr{j! Gavin Mansfield Public Officer (

7 Presidents Report - August 2016 to August Outlined below are some of the activities of the Committee of the VHDPA over the past year. I thank Brenton Philp as outgoing secretary which is the role that in my view often encompasses the most amount of thankless work. I also wish to thank David Hazlehurst as Vice President, Rod Barnes for rescuing the Treasurer's role midyear, and all ofthe members ofthe committee. Without those willing to freely offer their time and energy then there is no Committee. It really is as simple as that. It was noted at the commencement of the year in August 2016 how much time and effort securing tenure over the school site and the pavilion had taken in the previous years and with those items approaching completion attention could shift to some other things. There was still however work to be done ensuring the new arrangements were bedded down and appropriately funded. Other items identified at that early stage included: Implementing a process to manage the wide ranging and ad hoc requests for financial assistance whilst recognising that the association was not considered a grants/donation body. Operating with less demand on committee members' time by having less than monthly committee meetings in preference to achieving more by . Empowering people, beyond the committee and including members of the community, with key projects they want to pursue with VHDPA resources. Raise awareness ofthe VHDPA generally and increase membership. On 14 September 2016 Barry Huckstep attended a meeting on behalf of the VHDPA of other resident associations at Yass Valley council. Meegan Fitzharris - MLA (Ginninderra) attended our meeting on 21 September 2016 where the following issues were discussed: Stormwater infrastructure in the village and Wallaroo road. No public transport in Hall. Possible locations for a bike track for kids. Looming security of tenure at the school site and pavilion but still a need for long term plans. The CSIRO Ginninderra development - planning processes and ongoing review. Use of local reps and parliamentary committees to pursue advocacy for the Hall Village and District. Discussions were had with the Campervan and Motorhome Council of Australia potentially using some land (near the polocrosse fields) as a flow over for campervans, etc from EPIC. However, funding for a suitable waste dump was not able to be sourced and discussions ceased. A form and process for assessing requests for grants was produced, approved and made publicly available. Requests for grants or financial assistance before the committee included: National Sheep Dog Association request for waiver of fees for the

8 At the request of the Hall Axemens Club, provision of lighting to the old pony club shed used weekly by the club and also the collector's club. Printing of flyers for the Hall Street Party. Shortfall, if any, offunds required for a bike track. Waiver of cottage hire fees for St Michael & All Angels (for which a $250 donation back to the association was made) Upgrade of internet speed to the Cottage for the seniors computer program and later further upgrade to NBN plan. October saw the ACT election, the Street Party and Hall Ball. Also in October was the full implementation of formalised security response procedures in relation to public hire of the pavilion. Unfortunately on rare occasions, hirers get out of control leaving adjacent residents in a state of anxiety, stress and genuine fear culminating in the theft and demolition of a local resident's car. In November, three representatives ofthe CSIRO's proposed development of the Ginninderra site attended our committee meeting to provide an update on their plans for development of that site and to ensure opportunities for ongoing engagement. The men's shed reported their continued growth and consistent turn outs with recent speakers including from Beyond Blue, cotter dam expansion, construction of airports across south pacific, and experiences in Nepal. The Community Fire Unit advised of their expectation for new radios and ID cards on their way. Speed limits along Victoria Street were regularised - an extraordinary lengthy and bureaucratic process. An upgrade to signage relevant to Hall along the Barton Highway has also been committed to. Arising from the Scottish Highlands themed Hall Ball, a unique tartan was developed for the Hall Village and District and subsequently internationally registered. We look forward to the proliferation of our very own tartan patterned skirts, vests, ties, scarfs, etc, etc. In March 2017 the annual twilight concert was again successfully held. By May 2017, the wooden bleachers on the oval had received attention from the maintenance fairies (in the shape of Barry Huckstep, Peter Howard and Tony Morris) which I directly observed increased the comfort of many spectators to Bushrangers matches. Attending our meeting in May 2017 was the Operations Manager North Canberra - Transport Canberra and City Services, to field questions and concerns about plans for a bike track in the park adjacent to the Victoria Street bridge. As a result a formal community consultation process was instigated that will now run into the next Committee's term. Another issue arising in May 2017 was the Committee's expression of interest to Minister Harris in relation to the nature reserve and area known as Kinlyside. As leaseholders, John Starr and Matt Bolton attended our meeting where it was assured that any Committee involvement would be in consultation with them. 2.

9 In July 2017 we received a formal response from Minister Fitzharris regarding the stormwater and drainage issues that will require further follow up and effort from subsequent committees to achieve improvement ofthis significant infrastructure issue. Attending our meeting in July 2017 were representatives of Transport Canberra to discuss the potential for public transport in Canberra. There will be a major restructuring of the ACT bus network in October of this year and that there is no way of Hall being included in that at this stage. There will be another significant restructure in 2018 and there will be ACT wide public consultation as part of the planning process in early Currently that process will be Hall's only opportunity to be heard for consideration for inclusion in the ACT public transport network. However, Hall may be included in the flexible bus network that could see services commencing to residents of Hall over 70 years of age as soon as this calendar year. Other new issues arising late in the year that will be early agenda items for the new committee include: A proposal for the Committee to create and adopt a code of conduct, or terms of reference, or revise its objects and charter; and An opening of discussions with the Territory by the Hall Bushrangers Rugby Club in relation to usage ofthe Hall oval area. School site The future of the school site remains a perennial issue for the Committee and the community. There remains a lack of engagement by the Territory for any sort of capital maintenance or long term plan for the site. The inevitable deterioration of the buildings and structures will one day see them cordoned off and the government will be compelled to deal with it whatever way it sees fit at that time. There are many aspects to the appropriate short and long term management ofthe site that quite frankly are greater than the relatively few individuals on any given years Committee to solely manage. It is in my view a genuine concern that without community initiative, the school site will not remain a space available to the community indefinitely. Phil Robson The coming year for the Committee will be noticeably different without the presence of Phil Robson who has been a tireless member of the committee and community whilst without doubt being one of the most affable, pleasant and all round likeable chaps that I have had the pleasure of knowing. His genuine commitment to not only the preservation but also the proliferation of our local history is unparalleled. He is a true inspiration to volunteers. Thank you Phil. Looking forward to 2018 where, as always, there are opportunities for residents and members to come together and be involved in their community at every level. Gavin Mansfield. 3.

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11 SCHOOL MUSEUM The Laurie Copping Heritage Centre Annual General Meeting 2017 Honorary Curator's Report On reviewing our activities for the Financial Year again I'm astounded how the Museum Team have been able to achieve everything we have in this 12 month period. This is despite some of our team suffering serious illnesses but still battling on. Below is a summary of just some of the activities and achievements for the year and this does not include the ongoing work of keeping the Museum clean and tidy, the Peace Garden looking beautiful, despite the rabbits, and everything operational, except for the floor in the Conservation Room that collapsed!!! GARAGE SALE A Garage Sale was again held this year as part of the Garage Sale Trail Day but for all the work required in planning and in setting it up, little benefit came was received and it was decided not to have one in TWILIGHT CONCERT The theme for this year's twilight concert was 'On Screen - On Stage'. Canberra Brass Ensemble presented a number of show tunes with the addition of a vocalist. Again many thanks to Barnett - Lilley & Associates who sponsored the event and David Kilby as the Master of Ceremonies. There was a good crowd in attendance and the funds collected from donations and the raffle help the Museum continue to operate. UNIVERSITY OF CANBERRA Alison Wain, the Convenor ofuc's course on Conservation, Museum and Heritage chose the Museum as the venue for the first year students annual workshop where they spent the day accessing some of the artefacts, researching their history and uses, drawing and photographing as part of their projects. Museum Volunteers were on hand to provide background information and make the day enjoyable for the visitors. WEBSITE: Continued work by Alastair Crombie who has been adding a lot of material relating to the Discovering Ginninderra Exhibition and gaining information from descendant families who have been generous in providing information and photographs. GRANTS: An ACT Heritage Grant this year has enabled the digitisation of the many hundreds of the historic photos featured in the Gillespie Collection. This work will continue in the new financial year as the Lyall also took many hundreds of photos of indigenous sites in the

12 Northern Territory and Western Australia in the 1960's and 1970's. These images are important reference material for research of indigenous heritage. An ACT Heritage Grant application has been submitted for the round to construct special storage furniture to house the many storyboards that have been created over the years for past exhibitions. These storage units will enable the storyboards to be appropriately stored and easily accessible for viewing. DISASTER MANAGEMENT PLAN Kim Morris from Art & Archival prepared and presented a full report and conducted a day's workshop on the Disaster Management Plan for the Museum. His recommendations will be implemented in forthcoming 12 months. SCHOOL SITE Weare into the middle of the period of the Licence to Occupy the school site and ongoing discussions with the Hall Progress Association to renew the licence for a further term are on the agenda in the next 12 months. EXHIBITIONS 'Stones that Speak' and 'Old Days - Old Ways' were the special exhibitions mounted this year as our contribution to the Canberra & Region Heritage Festival. These exhibitions were opened by Mick Gentleman, the Minister for Heritage. As an added attraction this year an Antiques and Art Appraisal table also attracted a lot of interest. The 'Stones that Speak' display which was a great effort by Ken Heffernan with Eleanor Wilkinson and Nicola Donnelly featuring a portion of Lyall Gillespie's indigenous collection has proven to be very popular. GILLESPIE COLLECTION Work continues on this extensive collection and will do for a few years to come. Thanks again to the team of Ken with Eleanor and Nicola. VISITORS Large groups of year 2 pupils from local schools have been enjoying their trips to the Museum. Co-ordinated by Mardie Troth, the Museum Volunteers present the children with stories and explanations of the old artefacts that were used in the old days. There is also the opportunity to 'attend' the old Hall School where they are instructed by our resident School Inspector Allen Mawer and his assistant in the ways of school life over 100 years ago. As well as school groups, other visitors, both individuals and groups, continue to enjoy the displays and morning teas. Several groups and individuals have made return visits. The group visits with morning tea are becoming increasingly popular. PUBLICATIONS AND PROMOTION This area of the Museum's activities has been a focus this year with a lot of work carried out to promote the Museum and its activities.

13 Thanks to Allen Mawer for his diligent work on rewriting the publication "The History of Hall School' which needed updating since the last edition was way out of date. Special thanks must also go to Vicki Coleman who designed and produced the artwork not only for this book but also for all the fliers and posters for the various events held this year and the production of a new attractive Museum brochure. Thanks to Judy Roberts who has been the 'Friends' Co-ordinator and also been responsible for the keeping the world informed with her monthly colourful Friends ENewsletter and ~ information sent on the Museum's wider mailing list. Mardie Troth has been the conduit with all the local schools to encourage them to visit to demonstrate that the Museum's collection is relevant to the curriculum for a number of academic primary years. She has also prepared documentation to assist the volunteers in relevant and interesting information with the children. The Facebook page is developing but needs some more work to encourage more "Friends". We are sharing Facebook posts with the Yass Historical Society and the Queanbeyan Museum which enables the distribution of heritage information on our particular districts very widely. FUND RAISING I mentioned the Twilight Concert and the exhibitions at the Heritage Festival and also visitors who drop in donations but I think Heather's Trading Table must be mentioned as a separate enterprise. I would like to acknowledge Heather's hard work in the preparation of her goods, the presentation of these goods as well as others from the team that make the wonderful products and her determination as a sales representative. No one usually gets out of the Museum without buying something from Heather's table. This annual income is a significant component in the Museum's annual budget! Finally, thanks to all the volunteers who have supported me over the years as Honorary Curator.. The Museum is not a one person show and it needs a happy and cohesive team to operate successfully and you have all contributed to the success of the Museum and will continue to do so. After all, we don't want to lose this wonderful place of history with its Nationally Significant collections and the fun we have on Thursdays! Phil Robson Honorary Curator 10 August 2017

14 Rural Fringe Report August 2017 This last year has seen the committed and skilled Rural Fringe volunteers punctually produce another 6 fine editions, now in 700 copies (up from 660) and delivered free to all households in the 2618 postcode. An online copy is made available on the Village of Hall and District Progress Association website. Volunteers include layout artists Gail Condy and Andrew Purdam, special feature writer Victoria Karabin, proof-reader Kevin Stone, roving reporter and sub-editor Bob Richardson and editor and accounts manager Jo HalL A highlight for this year was the first ever event run by the Rural Fringe. A community party 'Out of the Ashes' was held with Gold Creek Station in November 2016 to celebrate the rebuilding of the function centre after a terrible fire destroyed this local business. It was subsidised by both the Rural Fringe and Gold Creek Station with well over a hundred community members enjoying a fabulous evening. The accounts are in good shape, with an opening balance of $10, and a closing balance of $10, Income totalled $15,394.84, including revenue from advertisers ($12,154.00), Interest (84 cents) and ticket sales for the Gold Creek Station function ($3,240.00). Expenditure was $14, This was in printing costs ($7,312.80), postage and delivery ($1,052.00), Adobe software subscriptions ($647.76) and the Gold Creek Station function costs ($5,859.49). The accounts are reconciled and with the auditor John Howlett. With deep thanks to the advertisers for their support and the expertise, commitment and hours put in by the Rural Fringe volunteers.

15 HALL MEN'S SHED Minutes of Annual General Meeting 10.30am 15th June 2017 Present Geoff Finger, Rob Durie, Bob Forsyth, Alf Wilford, Kingsley Southwell, Steve Nixon, Phil Stroh, Bob Richardson, Garth Chamberlain, Doug Anstess, Paul Larsen, Lionel Smith, Graham Moss, Dennis Thorncraft, Eric Detheridge, Jed Bartlett, Barry Corrigan, Pedro Corrigan, Doug Crawford, Brian Banyard, Darrell Minion, James Beatty, Rod Roberts, Alan Boyd, John Gerstenberg, Sonny Priotta, The meeting commenced at am. The Chair, Alan Boyd welcomed members present to the sixth AGM of the Hall Men's Shed Agenda Item 1 Apologies Pete~ Howard, Rex Wiseman, Mike Ashford, Greg Flowers, Tony Morris, David Rendell, Allan Nothnagel, John Wiseman. Agenda Item 2 Minutes of the 2016 General Meeting The Chair summarised the minutes of the 2016 AGM a copy of which had been distributed to all members. Moved by Geoff Finger and Seconded by Paul Larsen that the minutes from last year be accepted. Agreed by the meeting. Agenda Item 3 Matters arising from minutes of the 2016 General Meeting Again it was agreed that we would not renew our AMSA membership as it would offer us no advantage as we have insurance covered by the Hall Progress Association affiliation. Agenda Item 4 Foreman's report This report was circulated to the members that have access to prior to the meeting and a hard copy was available on the day. The Foreman summarised the contents ofthe report. The Foreman noted that whilst the requirement to wear name badges was slipping somewhat with members forgetting to place them back on the board when leaving to avoid them being misplaced. Occasional talks by members and other talks at the Thursday mornings teas have been well received as was the visit to inspect Ron Hartshorne's machinery collection. Member numbers have remained around 40 with some leaving but being replaced with new members. The Foreman recommended that the charge for the BBQ remain at $5 but that the charge for the Thursday morning tea be set at $2. Page 1 of 3

16 Acceptance of the Foreman's report and the proposed charges for the BBQ and morning tea was moved by Doug Anstess, seconded by Garth Chamberlain and agreed to by the meeting. Agenda Item /2017 Financial Report The following financial report details were presented in the Foreman's Report. Bank Balance at 1 st June 2016 Plus Deposits Bank Balance at 1 st June 2017 Petty Cash Box 1 st June 2017 Consumables Box 1 st June 2017 Total $ 3, $ 2, $5, $ $ $6, The Foreman advised that the finances for the Mens Shed are travelling satisfactorily. Moved by Bob Richardson and seconded by Eric Detheridge that the financial report be accepted. Agreed by the meeting. Agenda Item 6 Election of Management Group The following members were proposed to fill Management Group positions. Foreman: Treasurer: Secretary: Catering Officer: Equipment Officer: Alan Boyd Graham Moss Garth Chamberlain Eric Detheridge John Gerstenberg (returned for the 5th time) (nominated on the day) (returned for the z= time) (nominated on the day) (life time position) Moved by Paul Larsen and seconded by Bob Richardson that these nominations be accepted. Agreed by the meeting. Agenda Item 7 Other Business Tools Register. John Gerstenberg stated that there was the need to have a tool register so that better control could be maintained as we seem to have some missing items. Proposed that John Gerstenberg, Bob Forsyth and Bob Richardson undertake this task. Moved Paul Larsen, seconded Bob Richardson that this group be formed and a tool register be prepared. Agreed by the meeting. Honour Board: Bob Richardson moved that an honour board be prepared and put on display recording the names of the persons who held the position of Mens Shed President. Seconded by Lionel Smith and agreed by the meeting. Christmas Celebration. Kingsley Southwell kindly offered to utilise the "Brooklands" railway station for the Christmas Celebration which was booked in for Thursday 7 December Page 2 of 3

17 Speakers at Meetings: Agreed that we will continue having occasional speakers at meetings as we have done over the last year including both our members and invited speakers. The Foreman suggested that we could have members give an informal talk about their life experience with the member just being selected on the day. This approach was accepted by the meeting. Mens Shed Membership List: There was discussion on whether fully detailed membership lists should be available to members or whether it is best to omit addresses. General view was that addresses should be omitted to lists that will be available to all members. Undertaking Trips: Last year we did one trip, along with members of the Murrumbateman Mens Shed, to view Ron Hartshomes machinery collection and this was well attended. Opportunities for occasional trips will be considered over the next year. Computer Capability: Graham Moss noted that when doing presentations we need the computer to access Power Point. Rod Roberts noted that there was one in the computer room that could be brought out for presentations. He also noted that we expect to go on to the NBN in next few weeks and hope then to have a hub that is available to the Museum and the Mens Shed. School Site Lease: Bob Richardson noted that the site lease is coming up for Government renewal. Agenda Item 8 Close of Business There being no further business Alan Boyd closed the meeting at 11.lSam. Page 3 of 3

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19 HALL PAVILION & COTTAGE 2016/17 REPORT The year has seen consistent use of our community facilities. The pavilion was used on 242 separate occasions which included 10 Hall Market days, 11 weddings, a large number of children's and adult birthday parties, family reunions, dances, christenings, Christmas parties, Pilates, Yoga, other activities and as a venue for the National Sheep Dog Trials. Due to the large number of enquiries for a smaller venue the committee has commenced hiring the Community cottage for activities for a maximum of 30 people. It was used on 85 individual occasions for activities like craft, meditation, yoga and children's birthday parties. The management team was very busy meeting requests for viewings, responding to hirers' enquiries, recording booking information, conducting follow up inspections and carrying out general maintenance of the facility and its furnishings. Thanks go to Kathy Brown, Phil and Yvonne Robson, Rod Barnes and Margaret Morris for their constant and diligent efforts and support throughout the year. Thanks to the VHDPA, an on-line booking system for the Pavilion was commissioned on 1 July This has greatly reduced the management team volunteer workload as well as providing a convenient and efficient service to the hirer. Our hire fees were reviewed and increased during the year and stricter controls on evening finishing times, internal and outside noise are reinforced with hirers at key collection. The year ahead is promising as our booking calendar is almost full to the end of December, with many advanced bookings for the coming year, The Pavilion and Cottage are substantial revenue earners to fund the ongoing activities of the VHDPA. Tony Morris Pavilion Committee Member.

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