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Griffith Pioneer Park Museum Committee | 25 August 2015 1

AGENDA

GRIFFITH PIONEER PARK MUSEUM COMMITTEE TO BE HELD IN PIONEER PARK MUSEUM ON

TUESDAY, 25 AUGUST 2015 AT 1:30 PM

1 Apologies

2 Confirmation of Minutes

3 Business Arising

4 Declarations of Interest

5 Items of Business

CL01 p6 Todd Exhibition Shed Update

CL02 p9 Promotions and Advertising

CL03 p12 GPPM Visitation Statistics for the period 20 July to 16 August 2015

CL04 p15 Memorandum of Understanding - Griffith Italian Museum and Cultural Centre Inc and Griffith City Council

CL05 p21 Business & Administration Coordinator Update – 24 August 2015

CL06 p23 Griffith Pioneer Park Museum Financial Report

6 p32 Outstanding Action Report

7 General Business

8 Next Meeting

DISTRIBUTION LIST

Councillor John Dal Broi (Chair), Councillor Patricia Cox, Councillor Dino Zappacosta, Mike Neville (Councillor - Alternate), Christine Stead (Councillor - Alternate), Allan Bennett (Community Rep), Charlie Bishop (Community Rep), Carmel La Rocca (Community Rep), Gordon McCaw (Community Rep), June McGrane (Community Rep), Derek Motion (Community Rep), Frank Perosin (Community Rep), Rhonda Romagnolo (Community Rep), Doreen Stephens (Community Rep), Vacant Position (Community Rep)

Director Sustainable Development, Neil Southorn; Manager Tourism and Economic Development, Greg Lawrence; Business and Administration Coordinator, Jenny O’Donnell; Pioneer Park Curator, (Vacant), Pioneer Park Technical Officer; Javier Terrazas

Quorum = 7

If you are unable to attend this meeting please notify the Minute Secretary prior to commencement of the meeting by email or by telephoning Council on 69628100.


MINUTES

GRIFFITH PIONEER PARK MUSEUM COMMITTEE HELD IN THE MYALL PARK HALL, PIONEER PARK MUSEUM ON

TUESDAY, 28 JULY 2015 COMMENCING AT 1:30 PM

PRESENT

Councillor Pat Cox (in the Chair), Councillor Mike Neville (Alternate), Gordon McCaw (Community), Frank Perosin (Stakeholder – Italian Museum), Charlie Bishop (Community), Rhonda Romagnolo (Stakeholder – Italian Museum), Doreen Stephens (Community), Allan Bennett (Community) and Carmel La Rocca (Community). Quorum = 7

STAFF

Director Sustainable Development, Neil Southorn; Pioneer Park Business & Administration Coordinator, Jennifer O’Donnell-Priest; Pioneer Park Technical Coordinator, Javier Terrazas.

1 APOLOGIES

RECOMMENDED on the motion of Allan Bennett and Doreen Stephens that apologies be accepted from Councillor John Dal Broi, Councillor Dino Zappacosta, Derek Motion (Community), Manager Tourism and Economic Development, Greg Lawrence and June McGrane (Community).

2 CONFIRMATION OF MINUTES

RECOMMENDED on the motion Charlie Bishop and Rhonda Romagnolo that the minutes of the previous meeting held on 26 May 2015 having first been circulated amongst members be confirmed.

3 BUSINESS ARISING

There was no business arising. To be dealt with in Items of Business.

4 DECLARATIONS OF INTEREST

There were no significant non-pecuniary interests declared

5 ITEMS OF BUSINESS

CL01 BUSINESS & ADMINISTRATION COORDINATOR UPDATE

5.1 Business & Administration Coordinator Update Mrs O’Donnell-Priest summarised the items on the report. The following business items were discussed:

Minutes of Pioneer Park Museum Committee 28 July 2015


5.1.1 Australia Day Mr Bennett expressed a strong concern that the Australia Day Citizenship & Awards Ceremony was not going to be held at Griffith Pioneer Park for 2016. The Committee debated further with a request to Council to consider Pioneer Park Museum as the most suitable venue to hold the ceremony. RECOMMENDED on the motion of Allan Bennett and Charlie Bishop that Council determine that the Australia Day Citizenship and Awards Ceremony be held at Griffith Pioneer Park Museum considering the 2016 Centennial Celebrations. 5.1.2 Staff Update It was asked whether the Curator interviews had been held. Mr Southorn advised that applications were of a good standard and that the interviews would be held in the upcoming week. 5.1.3 Sewer Update Mr Southorn spoke to the sewer upgrade with discussion on the proposed stages of the project i.e. Stage 1 – Backpackers, Stage 2 – Griffith Pioneer Park Museum Cottage, Stage 3 – Griffith Pioneer Park Museum. 5.1.4 Pioneer Park Spring Fair The Committee discussed whether it was feasible to hold the Spring Fair and it was understood that the Show Society were to hold their own Spring Fair or something similar. Ms O’Donnell-Priest to investigate. CL02 TODD COLLECTION AND EXHIBITION SHED UPDATE

Mr Southorn summarised the shed project to date and budget outcomes. The Committee discussed the scope of works required and the current budget. It was agreed that the project needed to be downscaled with a standard shed to be built. The Committee debated pros and cons to different design aspects. It was stated that it was likely to be of plain design with adequate features. It was requested that the costing be brought to the next meeting. CL03 ADVERTISING AND PROMOTIONS

The Committee reviewed the advertising and promotions report. Councillor Cox enquired whether there was still a Civic Guide situated at the Airport. Ms O’Donnell-Priest to investigate. Mr Bishop suggested that consideration should be given in advertising in the Caravan and Motorhome Association (CMHA) publication. Mr Bennett agreed that this is a targeted and popular market. CL04 CHANGE TO MEETING FREQUENCY

Discussion took place on the proposal to change the meeting frequency of Pioneer Park Museum Committee meetings to a bimonthly meeting (i.e. every two months). It was noted that the continuity of decisions and integrity of the Committee needed to be taken into account. With this in mind the Committee agreed to have a formal meeting every two months and an informal the other off month. This would give opportunity to engage volunteers in informal meetings with the Committee and staff.



RECOMMENDED on the motion of Gordon McCaw and Allan Bennett that the Pioneer Park Museum Committee change the frequency of the formal meetings to bimonthly with an informal meeting to be held in the alternate month and the Terms of Reference to be updated accordingly. SENIOR MANAGEMENT TEAM COMMENT:

With respect to the Committee recommendation for informal meetings to be held in the alternate month, it is interpreted that all members of the Committee and all volunteers associated with Pioneer Park will be invited to attend. There will be no agendas prepared for these informal meetings nor minutes taken. Any recommendations as a consequence of discussions at the informal meetings will be the subject of consideration at the next bimonthly meeting.

CL05 VISITATION STATISTICS 29.06.2015 – 19.07.2015

The Committee noted and discussed the visitation statistics. RECOMMENDED on the motion of Councillor Neville and Rhonda Romagnolo that the Committee noted the report.

6 OUTSTANDING ACTION REPORT

The Outstanding Action report was reviewed and updated with the following: 12/04/13 – PA System – Finalised and to be removed from report. 23/04/13 – Conservation Management Area (Todd Collection) – report next meeting. 27/08/13 – MOU Italian Museum & Griffith City Council - Advice received and Draft MOU to be reviewed by Frank Person, Cr Pat Cox and Jenny O'Donnell. Expected finalisation next meeting. 22/10/13 – Fire Safety Concerns – Ongoing operational item that is being progressively addressed – Finalised and to be removed from report. 24/02/15 – 2016 Centenary Sculpture Symposium – Greg Lawrence and Jennifer O’Donnell involved in the organising group and will advise when things progress. 24/03/15 – Australia Day Proposal Ideas – Committee recommendation to seek Council’s endorsement to hold the event at Griffith Pioneer Park Museum in 2016. 26/05/15 – Lawn Mower – Mr Terrazas currently seeking quotes for mower.

7 GENERAL BUSINESS

7.1 Use of the Italian Museum for Functions Councillor Cox tabled correspondence from the Italian Museum and Cultural Centre Incorporated with a request to be advised of any intended functions to be held inside the Italian Museum. Request was noted. PS. This has now been added to the Memorandum of Understanding. 7.2 Griffith Pioneer Park Museum Car Park Mrs Romagnolo requested that someone advise Council to attend to the carpark to prepare for the Salami Festival to be held on 30 August 2015. 7.3 Solar Panels – Italian Museum Mrs Romagnolo requested that the solar panels situated on the Italian Museum be cleaned



and therefore increase efficiency. Mr Terrazas advised that he was waiting on a few required jobs identified before hiring a cherry picker to undertake this type of work. Mr Terrazas advised that there had been no decline in energy being produced.

8 NEXT MEETING

The next meeting of the Pioneer Park Museum Committee is to be held on 25 August 2015 at 1.30 pm. There being no further business the meeting terminated at 3.10 pm.

Confirmed: ..........................................

CHAIRPERSON


Griffith City Council COMMITTEE REPORT CLAUSE CL01 TITLE Todd Exhibition Shed Update FROM Jenny O'Donnell, Business and Administration Coordinator GPPM TRIM REF 15/46588

SUMMARY

Suppliers were asked to submit quotations for the supply and erection of one quality steel 26m x 16m shed to house the Todd collection; utilise as a conservation management area and multipurpose zone. Four of these suppliers were selected as suitable contractors with subsequent assessment and evaluation undertaken by a panel comprising of Griffith City Council staff. The objective of the evaluation process was to identify the best value offer(s). Best value was decided by a comprehensive evaluation of quotations that took into account costs, relevant risks, and benefits over the whole life cycle of the product/s or service/s being sourced. The purpose of this report is to seek endorsement from the Pioneer Park Museum Committee on the panel’s recommendation of entering into negotiations to establish a contract.

RECOMMENDATION

(a) The Committee accept the panel’s recommendation to accept the quote from ___________________ and enter into negotiations to establish a contract to supply and erect a 16 m x 26 m shed at Griffith Pioneer Park Museum

(b) The Committee agree to commit a further $15k in funds from the Reserve Account for utilisation of work on the Todd Collection and Exhibition Shed

(c) Director of Sustainable Development, Neil Southorn be authorised to sign any relevant contract documents as delegated authority.

REPORT

Ian Keith Todd made a bequest to Pioneer Park Museum including a number of horse-drawn and motorised vehicles and the sum of $50,000 to house the various items.

The horse drawn vehicles are: the Micky Cush Coach (replica); tip dray; piano wagon (minus shaft); farm lorry; sulky a; sulky b; sulky c; sulky d; sulky e and a drop front Phaeton. The motorised vehicles are: Rugby Truck; Rugby Tourer; Dodge, plus Ms Dedman’s donation of a Rugby Ute. Currently, the museum has acquired and is housing all of these vehicles within its facility under the cover of existing sheds.

The construction of a suitable shed has been a long and challenging project to deliver mainly due to staff, resource and funding issues. The Pioneer Park Museum Committee previously agreed to complement the bequest so that the Museum could better utilise the building and therefore achieve an investment return and recommended matching funding with the bequest amount which was subsequently approved by Council. This allowed for $100,000 to

CL01 Todd Exhibition Shed Update


be utilised for the building. Previous quotes and staff estimations of work to be carried out however put the value of the shed over budget by nearly double.

Staff have worked hard refining requirements and specifications but with material price increases and general inflation, this has still left a short fall on the very reduced quotation specifications.

At its Ordinary Meeting of Council held on 23 June 2015, the following resolution was documented:

15/177 (b) approved amendments list

(iii) The additional capital maintenance vote for Pioneer Park Museum be increased from $30,000 as exhibited in the draft budget to $40,000 for the purpose of delivering the Todd building project.

Although the increased capital maintenance budget is advantageous for the Todd Building, it is to note that there are several other documented maintenance projects that require funding this financial year e.g. the removal or restoration of the Baptist Church as well as ongoing necessary maintenance to other buildings. Therefore it would be prudent to limit the allocation of expenditure from this budget for the Todd Building as not to exceed $20,000.

A recommended strategy would be for the Committee to commit to allocation of a further $15,000 from the Reserve Account as a contingency to ensure completion of the building. It is proposed that when the building is completed that the area be also utilised for events and hire. Pioneer Park Museum has historically made a good return on hiring out their facility but there is a restriction on the number of public that can be accommodated (seating capacity of 80 in main function area; Myall Park Hall). The acquisition of marquees and other shade structures has been investigated previously but the initial financial outlay, maintenance and erection and pack up has made this proposal redundant as it is uneconomical.

However, the new building will be large enough to house the collection and with manoeuvring of displays allow for a large capacity of people to occupy the space. The display can be placed to the edges and in fact create an old style/vintage ambience that would lend itself to exclusive hire. This will allow a return of the Committee’s investment which can ultimately be put back into the Todd building and therefore future growth of the Museum. This would also fit in with a further future strategy to enhance the green space of the Museum and promote Pioneer Park as a superlative wedding venue.

A sponsorship strategy is proposed to encourage local businesses to support the project through reduced or at cost products. This will be a corresponding budget strategy and cannot be factored in at this stage. So as not to delay the project any further, if the Committee are in agreeance of the recommendation, the preferred contractor can be appointed with commencement of work as soon as practicable.

LINK TO STRATEGIC PLAN

This item links to Council’s Strategic Plan item L2 - Provide, maintain and monitor safe assets, facilities and services.

This item links to Council’s Strategic Plan item L3 - Develop partnerships to grow health and educational services and facilities.

This item links to Council’s Strategic Plan item L4 - Plan and provide a suitable range of sporting, recreation and cultural facilities.

CL01 Todd Exhibition Shed Update


ATTACHMENTS

(a) Quote received from Griffith Steel Sheds (confidential)

(b) Proposed quoted design (confidential)


Griffith City Council COMMITTEE REPORT CLAUSE CL02 TITLE Promotions and Advertising FROM Jenny O'Donnell, Business and Administration Coordinator GPPM TRIM REF 15/55340

SUMMARY

Advertising and promotions is an ongoing process through a variety of mediums and the purpose of this report is, as a courtesy, to inform the Committee of advertisements and promotions involving the last four weeks.

RECOMMENDATION

The Committee note the report.

REPORT

GRIFFITH PIONEER PARK MUSEUM WEBSITE STATS

This is the last month report from 20 July to 20 August for GPPM.

During this time:

152 users

168 sessions (16 people have returned to the site, 86% new users)

567 page views (GPPM pages have been viewed)

CL02 Promotions and Advertising


MARKETING REPORT

The 2015-2017 Visit Griffith Guide has just been released (18 August 2015) and as previously displayed, GPPM took a 1/4 page advertisement. The Museum was also included on the following pages:

* Listing on the Gardens, Galleries & Museum's page, with additional image and copy.

* One of the Top 10 Things To Do in Griffith, at Number 2 - explore Scenic Hill, GPPM and walk at hermit's Cave and Lookout.

* Little Italy, again GPPM and the Italian Museum is listed in the copy.

The Festival of Gardens program is due out next week, GPPM has a 1/6 page listing.

GRIFFITH PIONEER PARK BROCHURE

Business Administration Coordinator (BAC) and Communications Officer are still working on the Museum map/illustration. Business Administration Coordinator (BAC) finetuning content and diagram. Consideration is still being given to professional printing but requires further investigation to determine cost benefit. In the interim, BAC has updated existing brochure to incorporate information regarding the indigenous scar trees and minor reformatting to hopefully read better.

CL02 Promotions and Advertising


TRIPADVISOR COMMENTS

Only one comment has been left in the last 4 weeks on TripAdvisor. One couple on visitiing the Museum advised that they came because of the TripAdvisor positive commentary.

ATTACHMENTS

Nil


Griffith City Council COMMITTEE REPORT CLAUSE CL03 TITLE GPPM Visitation Statistics for the period 20 July to 16 August 2015 FROM Jenny O'Donnell, Business and Administration Coordinator GPPM TRIM REF 15/55425

SUMMARY

There have been a reduced number of visitors in the past three weeks. This may be due to the colder/wet weather that we have been experiencing. It is to note that there are a few upcoming events which should see a good increase in numbers.

RECOMMENDATION

The Committee note the visitation report for the period 20 July to 16 August 2015

REPORT

WEEKLY STATISTICS – 27/07/15 - 2/08/15

ACTUALS

1 ADULTS 15

ADULTS 17

2 CONCESSION 21

CONCESSION 21

3 CHILD/STUDENT 2 CHILD/STUDENT 2

4 FAMILY TICKET 1 USER GROUP STAT 0

5 GROUP/S NO 3

TOTAL NUMBERS 40

Actual Group: 1 NB: Numbers counted in for WHS purposes

Adults 150.00

Closed 30 July due to power outage

Concession 168.00

Child/Student 12.00

Family 30.00

Hire

Entry 360.00

Sales 49.50

CL03 GPPM Visitation Statistics for the period 20 July to 16 August 2015


Total 409.50

WEEKLY STATISTICS – 3/8/15 - 9/08/15

ACTUALS

1 ADULTS 11

ADULTS 11

2 CONCESSION 24

CONCESSION 24



5 GROUP/S NO 0

TOTAL NUMBERS 35


Adults 110.00

Concession 192.00

Child/Student

Family

Hire 80.00

Entry 302.00

Sales inc Donat 78.00

Total 460.00

WEEKLY STATISTICS – 10.08.15 – 16.08.15

ACTUALS

1 ADULTS 18

ADULTS 18

2 CONCESSION 28

CONCESSION 28



5 GROUP/S NO 0

TOTAL NUMBERS 60


Adults 180.00

Concession 224.00

CL03 GPPM Visitation Statistics for the period 20 July to 16 August 2015


Child/Student 66.00

Family

Hire

Entry 470.00

Sales 64.85

Total 534.85

Total for period $1,604.55

ATTACHMENTS

Nil


Griffith City Council COMMITTEE REPORT CLAUSE CL04 TITLE Memorandum of Understanding - Griffith Italian Museum and Cultural

Centre Inc and Griffith City Council FROM Jenny O'Donnell, Business and Administration Coordinator GPPM TRIM REF 15/55583

SUMMARY

The original Memorandum of Understanding has been reviewed, debated and discussed between the Griffith Italian Museum Committee and Griffith Pioneer Park Museum Committee. The MoU has been redrafted and presented at the Italian Museum Committee meeting that was to be held on Thursday 20 August 2015 and is now presented to the GPPM Committee for final approval before being submitted for signing by the Executives of the Griffith Italian Museum and Cultural Centre Inc. and Griffith City Council.

RECOMMENDATION

(a) The Griffith Pioneer Park Museum Committee endorses the Memorandum of Understanding between the Griffith Italian Museum and Cultural Centre Inc. and Griffith City Council.

(b) The MOU be authorised by the Griffith Italian Museum and Cultural Centre Inc. and Griffith City Council executives prior to 27 August 2015.

REPORT

The MOU has been reviewed extensively, legal advice sought and clarification of content has been achieved. A clause has been included regarding notification of proposed functions to be held in the Italian Museum. At the time of writing this report the Business & Administration Coordinator has been notified of the Italian Museum Committee executive’s endorsement. The changes and further amendments to the MOU have been marked in red for the GPPM Committees reference. Once endorsed the corrected version will be forwarded for signature.

ATTACHMENTS

(a) Memorandum of Understanding - Griffith Italian Museum and Cultural Centre and Griffith City Council

16

CL04 Attachment (a) Memorandum of Understanding - Griffith Italian Museum and Cultural Centre and Griffith City Council



Griffith City Council COMMITTEE REPORT CLAUSE CL05 TITLE Business & Administration Coordinator Update – 24 August 2015 FROM Jenny O'Donnell, Business and Administration Coordinator GPPM TRIM REF 15/55597

SUMMARY

The purpose of this report is to expedite meeting process by addressing updates from Business Arising, General Business and consequently keep the Outstanding Action Report up to date. In compiling the report it is anticipated that Committee members can be confident that the up-to-date information on items are conveyed. If items that are listed on the Outstanding Action Report are not covered in this update, it indicates no further information has been received. Staff will verbally update the item if there has been progress since the compilation of the Agenda.

RECOMMENDATION

The Committee note the report.

REPORT

1. Australia Day

The Griffith Pioneer Park Museum Committee has recommended that Council determine that the Australia Day Citizenship & Awards Ceremony be held at Griffith Pioneer Park Museum considering the 2016 Centennial Celebrations. Griffith Pioneer Park Museum Minutes form a part of the business paper for Council’s Ordinary meeting to be held tonight.

2. Staff Update

The part time position of a Curator has been filled with an appointment pending acceptance and completion of paperwork.

3. Sewer Update

No further update to be given at this stage.

4. Pioneer Wall

Greg Lawrence and Jenny O’Donnell-Priest are staff members on the 2016 Centenary Working (Staff) Group and discussions have been held with other members in regards to the Pioneer Wall. It has been suggested that continued discussion be had with this Group and with Council’s urban design team to come up with suitable location and style of memorial. It has been noted that Pioneer families have already been recorded and are available from the library.

CL05 Business & Administration Coordinator Update – 24 August 2015


5. Pioneer Park Spring Fair

Jenny O’Donnell-Priest has emailed the Griffith Show Society in regards to the advertised ‘mini show’ that they are having on the same weekend but has had no response. Jenny has since contacted Yvette McKenzie (President of the Griffith Show Society) directly and she has confirmed that although it is not the Show Society putting on the ‘Griffith Fair’ that it was being planned for the same weekend. It is advised that Mr Facin has proposed and advertised show rides, stalls and exhibitions etc and will be holding it at the Griffith Show Grounds on the long weekend in October.

6. MoU Italian Museum & Cultural Committee and Griffith City Council

The MoU has been redrafted and given to Frank Perosin to present at the Italian Museum Committee meeting that was to be held on Monday 17 August. A clause has been included regarding notification of proposed functions to be held in the Italian Museum. At the time of writing this report the Business & Administration Coordinator has emailed the Italian Museum Committee executives to prompt a response. It is proposed that once the Italian Museum Committee has endorsed then it will be presented to Griffith Pioneer Park Museum Committee for endorsement prior to being signed by Council and Italian Committee executives.

7. Griffith Pioneer Park Museum Car Park

The carpark has been prepared and marked out and is in good condition for the Salami Festival.

LINK TO STRATEGIC PLAN

This item links to Council’s Strategic Plan item L7 - Promote, celebrate and build on our cultural diversity cosmopolitan identity.

ATTACHMENTS

Nil


Griffith City Council COMMITTEE REPORT CLAUSE CL06 TITLE Griffith Pioneer Park Museum Financial Report FROM Jenny O'Donnell, Business and Administration Coordinator GPPM TRIM REF 15/55601

SUMMARY

The July Financial Reports are attached for the information of the Committee

RECOMMENDATION

(a) The Committee note the information in the report

REPORT

The July Financial Reports including Capital and Operating Results are attached hereon for the Committee’s consideration.

ATTACHMENTS

(a) July Operating Report Summary 24

(b) Monthly Report - July Operating Report Detail 25

(c) Monthly Management Report - Capital 26

(d) Monthly Management Report - Capital Result 27

CL06 Attachment (a) July Operating Report Summary


CL06 Attachment (b) Monthly Report - July Operating Report Detail


CL06 Attachment (c) Monthly Management Report - Capital


CL06 Attachment (d) Monthly Management Report - Capital Result



Griffith City Council OUTSTANDING ACTION REPORT TITLE Outstanding Action Report TRIM REF 15/55641

RECOMMENDATION

The report be noted by Council.

ATTACHMENTS

(a) Action Report - Griffith Pioneer Park Museum - 25 August 2015 33

6 Attachment (a) Action Report - Griffith Pioneer Park Museum - 25 August 2015


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