Agenda of Yass Soldiers Memorial Hall Committee Meeting

Yass Soldiers Memorial Hall Advisory Committee

NOTICE OF MEETING

A meeting of the Yass Soldiers Memorial Hall Advisory Committee will be held in Council Chambers

209 Comur Street, Yass, on Thursday 14 July 2022, commencing at 3.00pm

AGENDA

Page No.

Acknowledgement of Country

1. Apologies

2. Declarations of Interests

3. Confirmation of Minutes

Minutes of Yass Soldiers Memorial Hall Committee Meeting held on 7 October 2021

4. Staff Reports

4.1 Election of a Chair................................................................................................................ 9

4.2 Code of Conduct, Committee Guidelines & Media Policies.................................................... 10

4.3 Meeting Dates & Times....................................................................................................... 11

4.4 Strategic Projects & Priorities.............................................................................................. 12

5. Next Meeting

Committee Membership: Crs J Abbey, K Turner, C Pothan, S Neuhaus, A Hennell, J Davidson, J Scanes, S Jitts, A McCarthy

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Minutes of the

Yass Soldiers Memorial Hall Committee Meeting

Thursday 7 October 2021

2.30pm

Council Chambers
209 Comur Street, Yass

Table of Contents

1. Apologies. 2

2. Declarations of Interest. 2

3. Confirmation of Minutes. 2

3(a). Notes from Meeting – 4 February 2021. 2

5. Status Reports – Memorial Hall Dilapidation Report. 3

5.1 Memorial Hall Dilapidation Report – EMERGENCY SAFETY WORKS. 3

5.3 CREATIVE CAPITAL GRANT OPPORTUNITIES. 4

5.4 OTHER FUNDING OPPORTUNITIES. 4

6. Next Meeting. 5

Present

Committee present:

Cr G Frost (Chair), Cr K Turner, N Turner, J Ward, A Cameron, A McCarthy, J Scanes, S Neuhaus,

Also in attendance:

J Dudgell (Director), C Berry (GM), T Stevens, H Ranyard, P Hodge, Yass Valley Council.

A Holmes, P Crisp, G Reid, J Davidson.

1. Apologies

Nil

2. Declarations of Interest

Cr Frost noted a non-pecuniary declaration of interest as he is President of Yass FM.

N Turner declared he was a member of the RSL who had lodged a submission for accommodation in the Yass Memorial Hall.

A McCarthy declared he was a member of the Yass Historical Society, Yass Music Club and Yass Rotary, although he was attending as an independent representative.

3. Confirmation of Minutes

COMMITTEE DECISION

That the minutes of the Yass Soldiers Memorial Hall Committee Meeting held on 26 November 2020, be taken as read and confirmed.

(McCarthy/Scanes)

Carried

3(a). Notes from Meeting – 4 February 2021

Notes of the Yass Soldiers Memorial Hall Committee meeting held on 4 February 2021 and correspondence be noted and distributed to members.

4. INWARDS CORRESPONDENCE

Letters of support for the EOI to be submitted for the Creative Capital Grant, due 3 November 2021, received from:

· Alfred McCarthy - Rotary

· Peter Crisp – Yass Music Club

· George Reid

· Yass Repertory

· Edward Storey

COMMITTEE DECISION

That the notes of the Yass Soldiers Memorial Hall Committee Meeting held on 4 February 2021, and correspondence received be noted.

(Scanes/Cameron)

Carried

5. Status Reports – Memorial Hall Dilapidation Report

5.1 Memorial Hall Dilapidation Report – EMERGENCY SAFETY WORKS

SUMMARY

To provide the Committee with the Special Purpose Inspection Dilapidation Report as prepared by Peak Consulting. The Report is attached as Attachments A & B.

James Dugdell (Director) provided a briefing to the Committee on the Yass Soldiers Memorial Hall Dilapidation Report. This report looked at fire safety, electrical, roof, building structure, sub-floor and BCA compliance.

Summary of remedial works needing to be addressed:

Roof defects	$416,000.00
Window defects	$130,416.00
Brick cracking	$59,136.00
Balcony waterproofing	$13,860.00
Floor repairs	$27,256.00
Electrical	$145,860.00
Plumbing, drainage & sewerage	16,262.00
Asbestos	$65,049.00
Fire safety	$114,048.00
Plastering & painting	$44,370.00
Timber flooring	$29,568.00
TOTAL COST	$1,061,825.00

A critical safety statement identified the recalled electrical RCD’s which make the building unsafe. These are immediate works and are currently being addressed by Yass Valley Council, commencing on the week beginning 11 October 2021. The will enable continued use of the Memorial Hall.

The Committee were made aware that the roof, electrical and fire safety would be priority if the Major Creative Capital Grant funding application was unsuccessful and alternative sources of funding were to be applied for.

COMMITTEE DECISION

That the report be noted and the decision recorded.

(Scanes/Cameron)

Carried

5.2 RELOCATION OF HISTORICAL SOCIETY ARCHIVES

Before any roof works can begin, the Yass Historical Society Archives will need to be relocated out of the Memorial Hall.

The committee discussed possible options but at this stage there was no forthcoming alternative location. Further investigation and communication will be required with the Yass Historical Society with developments in the future.

ACTION:

That Council to liaise with Yass Historical Society regarding timeframes when and as they become available depending on funding and safety aspects.

5.3 CREATIVE CAPITAL PROGRAM GRANT OPPORTUNITIES

A Creative Capital Program grant opportunity of up to $5 Million is available which would be able to fund the repair and upgrade of the Yass Soldiers Memorial Hall. An EOI would need to be submitted by 3 November 2021.

The committee decision was to apply for the full amount up to $5 Million dollars with the inclusion of a detailed plan for any refurbishment/redevelopment to support the submission. As a Tier 1 Council specified in the guideline no monetary co-contribution is required.

RECOMMENDATION TO COUNCIL

That an EOI be lodged with NSW Government, under the Creative Capital Program, to cover the cost of refurbishment and redevelopment of the Yass Soldiers Memorial Hall, noting the EOI closes on 3 November 2021.

(Turner/McCarthy)

Carried

5.4 OTHER FUNDING OPPORTUNITIES

A secondary, smaller grant is available for $250,000 which could be applied for if the EOI for the Creative Capital Program Grant was unsuccessful. It may be possible that other funding opportunities may present to do repairs in separate stages as funds permit.

RECOMMENDATION TO COUNCIL

That Council apply for other grant funding opportunities should the major funding EOI through the Creative Capital Program application be unsuccessful.

5.5 WORKING GROUP

The Committee could assist Council and to consider how we go about building the EOI and more importantly assist with the information and support required to complete and invitation to submit a Creative Capital Grants application should the EOI progress to the next round.

The Committee listed a number of community groups which could be consulted to offer support for the EOI and the grant application if successful in being invited to partake in lodging an application. Discussions around which groups could possibly provide co-contributions (cash or in kind) to enhance opportunities in securing the grant.

Current user groups and potential user groups should form part of the consultation group. The future use of the building also needs to be considered, including new users that could provide future sources of income.

The Committee also needs to consider the scope of the grant and overall works. What should be included in the grant application and what other items would we like in addition to fixing the building fabric.

Initial list of groups which could for part of a working group for consultation with the community in development of a future grant application/s.

Yass Arts	Rotary Yass
Yass Repertory	Apex Club
Yass Writers Group	Onerwal Local Aboriginal Land Council
View Club	Yass CWA
Irish Festival Committee	Yass U3A Group
Yass Historical Society	Yass High School
Street Beat Dance	Yass Primary Schools
Yass RSL Sub Branch	Current members of YSMH S355 Committee
Yass Can Assist	Yass FM 100.3

COMMITTEE DECISION

That a working group be established, with current and potential users of the Yass Soldiers Memorial Hall, to support the Council with its Creative Capital Program grant EOI and possible Grant Application.

(McCarthy/Cameron)

Carried

5.6 YASS SOLDIERS WAR MEMORIAL HALL S355 COMMITTEE

The current S355 Committee members encourage local community groups to submit letters of support for the EOI and grant application process. These letters should detail what purpose the group would use the Yass Soldiers Memorial Hall for, and the specific requirements that each group would like in the building to enable improved use of the hall facility. It would be beneficial to gather this support from current and potential users of the Memorial Hall.

COMMITTEE DECISION

That the existing Committee encourage interested community groups to submit letters of support for Council’s Creative Capital Program grant EOI.

(Scanes/McCarthy)

Carried

6. Next Meeting

Nil.

Working Group to meet as and when required pending Council resolution.

The meeting closed at 4.05pm.

SUMMARY

RECOMMENDATION

Financial IMPLICATIONS

POlicy & Legislation

REPORT

SUMMARY

RECOMMENDATION

Financial IMPLICATIONS

POlicy & Legislation

REPORT

SUMMARY

RECOMMENDATION

Financial IMPLICATIONS

POlicy & Legislation

REPORT

SUMMARY

RECOMMENDATION

Financial IMPLICATIONS

POlicy & Legislation

REPORT