Agenda - Shire of Kojonup

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Agenda - Shire of Kojonup
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
2
SHIRE OF KOJONUP
AGENDA FOR THE KODJA PLACE ADVISORY COMMITTEE MEETING
TO BE HELD ON 5 MAY 2016
TABLE OF CONTENTS
1
DECLARATION OF OPENING AND ANNOUNCEMENT OF GUESTS
3
2
ATTENDANCE & APOLOGIES
3
3
PRESIDING MEMBER
4
4
PUBLIC QUESTION TIME
4
5
SUMMARY OF RESPONSE TO PREVIOUS QUESTIONS TAKEN ON NOTICE
4
6
APPLICATIONS FOR LEAVE OF ABSENCE
4
7
CONFIRMATION OF MINUTES
4
8
ANNOUNCEMENTS BY THE PRESIDING MEMBER WITHOUT DISCUSSION
5
9
PETITIONS, DEPUTATIONS & PRESENTATIONS
5
10
DECLARATIONS OF INTEREST
5
11
BUSINESS ARISING
6
11.1
STRATEGIC PLANNING
6
11.2
PROPOSED UPGRADE OF THE KODJA PLACE PRECINCT
15
11.3
ROYALTIES FOR REGIONS - REGIONAL VISITOR CENTRE SUSTAINABILITY GRANT
15
11.4
NOONGAR ELDER ORAL HISTORY PROJECT
16
11.5
MOSAiC UPDATE
23
11.6
ROSE MAZE UPDATE
26
12
ITEMS
27
12.1
CHAIRMAN - KAC UPDATE
27
12.2
MANAGER – THE KODJA PLACE PRECINCT UPDATE
27
12.3
CEO UPDATE
27
13
MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN
28
14
NEW BUSINESS
28
15
NEXT MEETING
28
16
CLOSURE
28
17
ATTACHMENTS (SEPARATE)
28
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
3
AGENDA
1
DECLARATION OF OPENING AND ANNOUNCEMENT OF GUESTS
At the Council meeting held 22 October 2015 the following persons were elected by absolute
majority as members of the Kodja Place Advisory Committee:

Kojonup Community Growth Association (formerly KTA) Ian Malane – Delegate Jill
House – Proxy

KAC – Craig McVee - Delegate

KPCF Inc. – Will Harvey – Delegate

Rose Maze – Cathy Wright – Delegate

Story place/Gallery – Margaret Robertson – Delegate

Council – Shire President and Cr Sexton are Delegates

Kojonup Tourist Railway – Ned Radford - Delegate

Council Officers – CEO and Manager Community Development & Tourism

Community - Barbara Hobbs and Wendy Thorne - Delegates
2
ATTENDANCE & APOLOGIES
MEMBERS
Cr Ronnie Fleay
Cr Robert Sexton
Mr Rick Mitchell-Collins
Zahra Shirazee
Mr Ian Malane
Mr Craig McVee
Mrs Barbara Hobbs
Margaret Robertson
Mrs Cathy Wright
Mr Ned Radford
Cassandra Fletcher
Wendy Thorn
APOLOGIES
Shire President
Deputy Shire President
Chief Executive Officer
Manager Community Development & Tourism
Kojonup Community Growth Association
Kojonup Aboriginal Corporation
Community Representative
Kodj Gallery/Storyplace Coordinator
Rose Maze Representative/Kodja Place Community Fund Inc.
Kojonup Tourist Railway
Visitor Services Coordinator
Community Representative
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
3
4
PRESIDING MEMBER
Cr Fleay was declared elected unopposed to the position of Presiding Member at the Kodja
Place Advisory Committee meeting held 19 November 2015 for a term of 2 years.
4
PUBLIC QUESTION TIME
5
SUMMARY OF RESPONSE TO PREVIOUS QUESTIONS TAKEN ON NOTICE
Nil
6
APPLICATIONS FOR LEAVE OF ABSENCE
7
CONFIRMATION OF MINUTES
KODJA PLACE ADVISORY COMMITTEE MEETING 19 January 2016
COMMITTEE DECISION
/16
Moved
, seconded
that the Minutes of the Kodja Place Advisory
Committee Meeting held on 25 February 2016 be confirmed as a true record.
CARRIED/LOST
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
8
ANNOUNCEMENTS by the Presiding Member without discussion
9
PETITIONS, DEPUTATIONS & PRESENTATIONS
10
DECLARATIONS OF INTEREST
5
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
11
BUSINESS ARISING
11.1
STRATEGIC PLANNING
6
Council at its meeting held 16 September 2014 adopted the Kodja Place Strategic Plan 2014
and achieving the Strategic Goals of the adopt Plan forms the main focus of the Council and
the Kodja Place Advisory Committee (KPAC).
Listed below is an update on the status and progress for each goal.
Key Result Areas up to November 2015 as follows:
Action
Improved
Strategic
Planning
Increase Noongar
presence and
involvement
including
traineeships /
employment
opportunities
Status/Resourcing Requirements
Draft Strategic Plan adopted at Council
Meeting held 16 September 2014 following
extensive deliberations by KPAC.
The new arrangement with Jack Cox which
has been in place since July has been working
well and feedback from Jack continues to be
positive. Although there are 3 set tour times
Monday to Friday, Jack under his own
volition, has been undertaking additional
tours for visitors arriving outside of these
times including some weekends. Since the
change, more visitors to Kodja Place have
experienced Jack’s Tours which has helped to
increase exposure for his business as well as
provide positive feedback on the experience
Kodja Place offers.
The agreements by Max Employment for four
positions under the work for the dole scheme
was signed in December and we have been
waiting on referrals by the agency for
potential candidates to be interviewed. A
workshop for participating organisations was
held in Albany, 5th February to discuss the
new scheme. A common issue raised was the
lack of information and contact to employers
which Max Solutions was being addressed
with the future employment of field officers.
The scheme had also been amended to allow
those registered with either employment
agency to participate in the program, with one
agency acting as the lead. The lead agency for
Kojonup is Max Employment.
A meeting was scheduled 19 February with
Max Employment to meet with 4 potential
participants. Unfortunately none of the
participants arranged by Max showed, with
Peggy Michael, invited by the Manager the
only attendee. Peggy will commence at Kodja
Time Frame
Completed
July-November 2015
December 2015/
February 2016
February 2016
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
Extensive
Cost/Benefit
Analysis between
existing and
potential uses
Place under the new scheme Monday, 22 Feb
and will be undertaking 15 hours per week
over a 6 month period. Peggy is also
interested in the concept of setting up her own
indigenous catering/food business and will
work with Zahra to investigate this further.
GSIT has received some funds and has offered
to undertake a free healthy computer program
targeting women together with Relationship
Australia’s regular Monday meetings to be
held at KP. Originally planned to start at the
end of November and running for 4 sessions
over 4 weeks. However, due to the short lead
in time and the risk of low participation, it has
been decided to defer this program until early
2016.
The Great Southern Institute of Technology’s
2 day weekly work ready training (Cert 1)
which commenced in July at Kodja Place
(Tuesdays) and at the Noongar Community
Centre (Wednesdays) ended in September
with only 3 students completing the course.
Unfortunately due to the low participation
rate, GSIT is unlikely to support a similar
work ready course in the near future unless we
can guarantee higher participants.
Zahra Shirazee has been mentoring Colin
Clinch who has since developed message
sticks for sale at Kodja Place as well as
undertaken his first radio interview during the
GS Wildflower Bloom Festival launch. Colin
has become a regular attendee at Kodja Place
is continuing to focus on building his
confidence as well as develop his computer
and work skills by volunteering in the visitor
centre and Kodja Place. After discussion with
Colin, we are working towards developing his
skills in order to be a future mentor for other
Noongar participants.
Relationships Australia has moved their
weekly Monday meetings with the Noongar
Elders and community to Kodja Place. This
has greatly increased the local Noongar
presence at Kodja Place with a good turn out
each week.
Business Plan developed.
July-September
2015
April – ongoing
2015
December 2015
Completed
7
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
Increase resource
allocations such
as IT upgrade in
order to remain
current and
interactive
Margaret Robertson and Manager of
Corporate Services progressing same
following extensive consultation with multi
media experts and Museum WA contacts as
needs analysis will impact on Financial
Review and access to external funds in order
to achieve desired outcomes.
A major IT and telecommunication upgrades
were implemented in December which has
already seen a major reduction in time and
workload for staff and volunteers who
previously did not have easy access to
scanning, photocopying or printing without
having to access the Shire offices.
Kojonup was successful in our grant
application for Round One of TWA’s Visitor
Centres Sustainability funding program which
was announced in January. Acquittal of the
grant has been extended to 31 December 2016
KP’s grant application did include the IT
upgrade but due to the lengthy delay, it was
not feasible to await the outcome of the
application and some works have been
undertaken. A request to TWA to vary the
grant will need to be made.
The EOI for inclusion in WAITOC’s grant
program was not successful based on the
decision by WAITOC that KP is already in the
international marketplace and that their focus
was on building new product. This does not
exclude KP to participate in joint marketing
activities undertaken by ASW who will be
implementing the marketing component of the
government funding.
Forward
Senior Management Team identifying and
maintenance and prioritising future program which forms part
capital works
of Long Term Financial Plan for
programs
KPAC/Council consideration.
Reinvigorate
During the transition and stocktake, it became
Marketing,
apparent that all brochure stocks were very
Promotion,
low and required urgent reprint in the new
Events
financial year. This may limit our ability to
Management & get the right marketing mix. However,
Planning,
priority should be given to ensure that staffing
accessioning,
and promotional resources are in place to
displays etc.
service and handle visitor needs and
additional increase in visitor numbers.
Have been continuing with strategic
promotions and working cooperatively with
local and key tourism and media organisations
to ensure KP continues to have market
Ongoing with bi
monthly updates
provided to
CEO/KPAC
December 2015
May 2015 -January
2016
LTFP Workshop
conducted 17 March
2015
Ongoing
Ongoing
8
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
exposure. KP to appear in ASW’s 2016
Holiday Planner and Seniors 2016 WA
Holiday Guide. KP also featured in a Seniors
2016 calendar with print run of 62,000 copies
distributed Australia-wide and in March will
have representation at the Perth Caravan &
Camping Show on both the Hidden Treasures
and Australia’s South West stand.
Met with the web provider about accessing the
Kojonup Visitor Centre website. The site is
very out of date which provides an adverse
message and image for the centre. Original
plans was to temporarily take down the site
with visitors redirected to the Kodja Place
website. However, was advised that a new
website (not live) had already been set up and
just waiting to be populated with our
information. Hanna Robinson and Manager
CDT to determine how to resolve the current
situation to get our information back up to
date.
Margaret Robertson and team progressing
accessioning/displays as part of IT/Multi
Media upgrade.
Training, skills
Will form part of Workforce Planning
development and undertaken
by
Council
including
succession
requirements of volunteers.
planning
Undertaken as part of the Shire’s
Organisational Review, additional staff
resources have been reallocated to TKPP.
Food handling training has been arranged for
volunteers and consignees as part of meeting
compliance with catering and sale of local
food products within KP retail shop.
Hanna coordinating a workshop focusing on
basic social media for businesses.
An in-house training program to upskill
KP/KVC volunteers in computer skills will be
developed. This has become important due to
the new systems being implement at Kodja
Place.
Initial training on synergy on receipting daily
KP sales has been undertaken by Cassy
Fletcher and Nina Hart. This process will be
documented and added to daily operational
procedures so that key volunteers can be
trained on the process.
Clearly
Forms part of Council’s IT Upgrade, Risk,
established
Compliance/Financial Review.
processes,
systems,
December 2015 –
February 2016
Ongoing
May 2015 – ongoing
18 November 2015
February 2016 ongoing
Ongoing
9
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
procedures that
eliminate
duplication
Council IT Upgrade commenced 8 February
2015 and includes Depot, Springhaven and
Kodja Place.
Risk Assessment for Kodja Place was
completed in June 2015. Workplace safety
inspection was undertaken this month with
minor issues of tagging & testing of
appliances to be rectified.
Online booking of Transwa tickets have
increased with approximately 80% of tickets
booked online. As volunteers become more
confident with the process we will cease
manual ticketing (although it will always be
available as a backup in case of system
failure).
Effective
Council, CEO, Manager CDT and Advisory
governance
Committee to engage with stakeholders
including volunteers to ensure there is no
misunderstanding of the need for change and
how change will occur. Important to
emphasise that change is an opportunity to
improve not a threat!
Information session for KTA Volunteers and
Council members was held at Kodja place to
explain the changeover from KTA to Shire
and to provide the opportunity to answer any
questions or concerns about the transitional
process.
New consignee agreements are being drafted
and under the new arrangement should see
current consignment stock reduced to around
10% of retail stock. This will not reduce
locally produced product being available,
which is still very much encouraged,
however, KP will now order and purchase the
product which in turn will help reduce the
need for extensive and onerus manual record
keeping and speed up the processing of
accounts.
A further meeting of KTA Executive with
Shire President and CEO was held to discuss
financial concerns.
Meeting of KPCF Inc and Sub Committee
formed to review Constitution /Rules of
Association.
Human Resource Although new volunteers have commenced
(HR)
this has been countered by the loss of a few
Management
older volunteers due to health, family and
holiday commitments and the introduction of
having at least 2 people (staff and/or
volunteers) during opening hours. CDO and
Ongoing
20 May 2015
Ongoing
October ongoing
10
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
Communication
with Media
Manager CDT positions have been providing
the shortfall in the visitor centre until
additional staff are sourced and trained. Now
that the Cassy Fletcher has transferred across
to the Visitor Services position, the CDO
position will be advertised.
Nina Hart continues to be employed on a
casual basis to assist with administrative
duties and the backlog of retail sales
recording.
Previously staffing the roster requirements
were stretched during most of December and
over the January holiday period with many
volunteers going away for holidays or to
spend time with family. Unfortunately this
coincided with the peak tourist season which
had meant the Manager, CDO and casual
Administrative office filling in the shortfall.
Due the lack of staff KP had to turn away
group bookings in December/January from
Adams Coachlines and Villa Carlotta.
There has been an improvement in roster
requirements for February and March
although still not at optimum. Main shortfall
is still weekend staffing.
Template is prepared by the CEO and
Manager CDT then circulated to KPAC for
feedback at the next meeting to ensure
ethos/purpose/policies captured whenever
The Kodja Place is mentioned.
December 2015
December ongoing
March 2016
11
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
Strategic Goal
To enhance and
improve the cultural
experience for all
visitors
Greater Noongar
presence
Management
restructure
Actions (how will the Goal be achieved)
 Upgrade multimedia
 Update and enhance selected display
elements
 Commence works on completing displays
in Storyplace i.e. Workshop/Farm Office
 EstablishMOSAiC database to assist with
content development
 Develop Intranet site content – (Stage 1)
 Improve signage out of town
 Obtain funding for traineeships
 Mentoring by internal/external parties
 Engagement
 Long term programs/employment





Form advisory Committee
Agreement on way forward
New agreements
Compliance
Engage Manager for business
o Individuals
o Company
12
Responsibility
CEO, Kodj
Gallery/Story Place
Coordinator
Status
Margaret Robertson progressing and providing updates at KPAC
Meetings. Key progress includes: some multi-media upgrade is well
advanced; curatorial audit final draft completed and awaiting
endorsement. MOSAiC database has been purchased and work has
commence to implement; draft intranet site map completed &
awaiting feedback as part of curatorial audit; intranet content
development has commenced, but much remains to be done;
preliminary quote for intranet site build has been obtained.
CEO/KAC/MTKPP
Rick and Craig have held discussions with Workplace/Employment
Agencies regarding level of assistance available for Tourism and
Hospitality Traineeships at The Kodja Place. Zahra and Craig
progressing. Zahra has met with Max Employment in July who have
offered additional resources under the work for the dole scheme. In
November received the Agreements from Max Employment for 4
positions which has being signed and awaiting on potential
participants to interview. A meeting was scheduled with Max
Employment 19 Feb to meet 4 candidates
Shire President exploring cultural awareness and education
opportunities within Kojonup sporting clubs etc. Minister Tuck
Waldron supportive of concept. Workshop confirmed for 22 April
2015 at Sports Complex.
CEO appointed Craig McVee “Noongar Cultural & Education
Officer” to recognise role distinction between Manager Works &
Services and to ensure Craig is allocated sufficient time to undertake
new role without worry of Shire works program which can be
coordinated by 2IC – Robert Balloch.
Zahra continues to provide one on one mentoring to Colin Clinch with
the aim that he will be able to mentor and guide others in the future.
Refer HR Management above.
Council /CEO/
KPAC
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
Marketing of events





Risk Management
Plan
Strategic
Alliances/Partnerships
Engage younger
people

Upgrade IT including “What’s on” page
updates within Kodja Place website
Smartphone app
Uniform signage/branding
Current marketing plan/strategy
Event planning and promotion
Manager TKPP,
ICT Coordinator,
Community
Services
Identify risks
Building maintenance/renewal
Staff/volunteers
Manager of
Corporate
Services + Senior
Project Officer
Partnering with other providers
 Aligning with local providers

Youth Council, Facebook, high school,
competition for community regarding
what their areas are to improve
CEO, Manager
TKPP, Advisory
Committee
Manager TKPP +
Community
Services
13
Margaret Robertson and her team coordinating update of ‘What’s
on‘page, but more work required; may need Visitor Centre to coordinate Events section of ‘What’s On’. Fairly frequent submission of
articles to Kojonup News. Smart Phone, Highway signage in
conjunction with IT Upgrade and updates provided at KPAC
Meetings.
Council via Corporate Services progressing installation of a
microwave radio network link to Kodja Place, Works Depot &
Springhaven with Council.
Fair Value Assessment of all Council Buildings recently undertaken
by Griffin Consultants. Report to Council – May 2015.
Structural Integrity Report on mud walls undertaken and awaiting
advice.
Risk Management Workshops and Assessment has been undertaken
by Senior Project Officer with KPAC/Volunteers and a number of high
risk areas have been identified to Council for priority remedial action.
Undertaken a copyright workshop/training to update and develop
procedures to ensure compliance – August 2015
Food Handing Workshops arranged for volunteers and consignees to
meet health and regulatory compliance – November 2015
Council has undertaken discussions with GSDC on possible funding
avenues. Senior Management Team undertaking comprehensive
Financial Analysis to ascertain (where possible) the extent of activities
presently being undertaken, cost/benefit, compliance and
sustainability.
On-going.
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
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RECOMMENDATION
That the CEO’s update on Key Result Areas and the Strategic Plan Goals be received.
COMMITTEE DECISION
/16
Moved
, seconded
CARRIED/LOST
/
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
11.2
15
PROPOSED UPGRADE OF THE KODJA PLACE PRECINCT
Last week Marg Robertson was contacted by Gibson’s Brett Tompkins asking if there was any
news on the funding application for the Master Plan. Marg replied that the Shire may not hear
any news for a while yet, but undertook to ask at the 5 May KPAC meeting whether anyone on
the committee has further information.
Marg to seek KPAC’s direction on the timing etc to undertake the following KPAC/Kodja Place
tasks set out in the draft Scope of Work for the Master Plan:





11.3
Provide Gibson Group with further background information about The Kodja Place
precinct
Provide agreed (pending) visitor data (Gibson have outlined the data they hope to
receive; I think the ball is now in our court to identify asap what we can provide and to
ask Gibson whether that would be adequate)
Revise a draft Vision statement for The Kodja Place precinct in advance of Gibson
Group’s site visit (see p.1 of The Kodja Place Strategic Plan, as well as Sue-GrahamTaylor’s suggestions at pp. 16 in the Curatorial Audit)
Consult with the Kojonup community and other stakeholders about the strengths,
weaknesses and opportunities of The Kodja Place precinct, and compile responses for
consideration by the consultant (revise SWOT table in the KP Strategic Plan)
Plan and organise the 3-day site visit by Gibson Group.
ROYALTIES FOR REGIONS - REGIONAL VISITOR CENTRE SUSTAINABILITY
GRANT
Marg Robertson to provide a brief outline of the Kodj Gallery projects that will be undertaken
as part of the grant - the mural listening post and kodj cabinet interpretation.
Mural listening post: audio engineer Kim Lofts will record a sound track of Craig McVee
welcoming visitors to the gallery and telling the story of the mural and interpreting the animal
tracks and changing colours along the floor. Kim will produce a high-quality audio for visitors
to hear via museum-standard earphones at a specially designed 2-3 person seat located in front
of the mural (the audio will not be broadcast). An A4 info-graphic will also be located at the
seat to enhance the interpretation. The seat will be moveable so that the gallery can be cleared
during events and to maximise standing room when tour groups are gathered in front of the
mural. Visitors who take a tour with Jack will listen to Jack speak about the mural; if they also
wish to access Craig’s story via the earphones, then they can do so after the tour.
Kodj interpretation: One or two modest-sized graphic panels will be suspended at the kodj
(axe) cabinet display to interpret the multiple uses of the kodj and convey some local kodj stories.
While we have ideas of potential content, consultation with the Noongar community will be the
key step in determining the selection of graphics and stories.
For your information, the image below shows a kodj that was recently displayed at the National
Museum of Australia in Canberra. The exhibition featured rare, early Aboriginal objects from
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
16
the British Museum, and this kodj was collected from the Menang people of King George Sound
by Alexander Collie in 1831-1833.
As you can see, the handle is strikingly similar to the one on display at KP, which is on indefinite
loan from the WA Museum. The head construction of the Menang kodj looks similar but is
rounded or clumped, whereas the head of the KP kodj appears quite flat. A likely explanation
for this difference is contained in the WA Museum’s 2001 Conservation Report on our KP kodj,
which states:
“Resinous compound has ‘cold flowed’ and flattened on one side ... Although there has been
‘cold-flowing’ of the resinous compound this is similar to other Kodj axes in the WAM
collection.”
11.4
NOONGAR ELDER ORAL HISTORY PROJECT
Craig McVee and Marg Robertson to report on liaison with Philippa Rogers of the WA Museum
and Sue Graham-Taylor regarding the Noongar Elder Oral History Project.
The 25 February 2016 meeting of KPAC was presented with the detailed proposal that Craig
and Marg submitted to the WA Museum a fortnight prior, which included background
information, proposed interview topics and a list of 25 proposed interviewees, including many
former Kojonup residents.
On 18 March 2016, Sue Graham-Taylor sent an email and budget proposal (see Attachment 1)
to the WA Museum (Philippa Rogers) for the engagement of her services as the oral historian:
Hi Philippa
I attach my quotation for the Kojonup Noongar Oral History Project, prepared with the help of
Margaret Robertson. As you are aware oral history projects are complex and this one has extra
levels of complexity. Margaret's assistance will continue to be invaluable.
The quotation does not cover fees to be paid to individual interviewees or those costs associated
with videoing the interviews. I have provided a break down of the total cost for 25 interviewees
as well as an indication of the cost per recorded hour, assuming 90 minutes per interview.
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
17
Please let me know if you have any questions. I look forward to hearing from you.
Kind Regards
Sue
Dr Sue Graham-Taylor
Historian/Curator
On 22 April 2016, Philippa sent the following email:
Hi Margaret and Sue
Just thought I should keep in touch about what is going on here.
I have prepared a paper which is going through our system for approval for us to support this
project. It certainly has in principle support through the levels but as yet the amount of $$ has
not been approved. Not that anyone has challenged it! As you may have seen the administration
side of the New Museum Project is at a busy time. Apart from the opening of the Harry Butler
Research Centre at Welshpool last week, we are in the progress of final contract negotiations
with the preferred architect and builder, public art EOI and the EOI for exhibition designers
have all recently closed.
I will be in Kalgoorlie next week but when I come back I’m hoping it might be timely to push for
a decision, especially with winter coming on.
Sorry to hold you all up at this stage but I hope we can have good news early in May.
Regards
Philippa
Philippa Rogers
Exhibition Team Leader
New Museum Project
Western Australian Museum
Craig and Marg would be grateful for an Advisory Committee discussion about the
project, including:
 Feedback in response to the above correspondence and Sue’s budget proposal
(Attachment 1)
 The dilemma of oral histories vs video interviews:
and/or? (note Philippa’s question about also videoing local Noongar Elder
interviews)
 in-depth life history vs documentary-style product drawn from site visits to farms,
reserves, special sites etc?
 Whether KPAC endorses Marg’s ongoing support role for this project, in relation
to the WA Museum, Sue Graham-Taylor and KAC
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
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Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
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Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
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Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
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Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
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Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
11.5
23
MOSAiC UPDATE
Barbara Hobbs to speak to the following report on her MOSAiC work:
Since the last meeting I have continued to work on the setting-up of the data base. I have
received assistance and encouragement from Clare-Francis Craig from the WA Museum and my
sister Elizabeth, a museum curator and researcher, who both gave me advice on the
Classifications, which required some further adjustments. Margaret and Craig are assessing this
work now and it will then be entered into the system. As I have worked I have written the basis
of a Procedure Manual. With some further work this will soon be ready to tidy up for some trial
runs. As I start the accessioning I’ll use the manual as a ‘guide’ to ensure it is appropriate for
volunteers in the future. I am grateful for the decision to postpone the MOSAiC training
workshop from May until August 30th as this gives us time to ensure all is ready for our
volunteers to begin work straight away.
Below, Margaret and I have set out a brief update on MOSAiC related expenditure to date, as
well as a preliminary draft budget for 2016-2017, which we hope to discuss with Zahra in the
very near future.
MOSAiC budget
Below is an overview of 2015-2016 expenditure to date for the MOSAiC project:
In the 2015-2016 Shire budget a total of $15 487 was allocated to the MOSAiC database.
According to the Shire’s accounts, MOSAiC expenditure to date (27/04/2016) = $12 036.
According to Barb’s approximate figures, this amount covers hardware, software and installation
($4469), Barbara’s wages for the set-up of the database ($3498), initial development of the ‘KP
MOSAiC Procedure Manual’ ($1087), Barb’s attendance at a MOSAiC training workshop
($396), and a 50% deposit on the August 2016 MOSAiC training workshop for volunteers
($1034). Note that the Shire has posted ($2155) of Marg Robertson’s fee’s against this account,
which wasn’t envisaged in Barb’s original MOSAiC budget.
The account balance is therefore $15 487 - $12 036 = $3451. Below is an expenditure budget
for 1 May – 30 June 2016:
Finish database set-up: 15 hrs @ $30 (Barb H)
Further develop the Procedure Manual: 8 hrs @ $30 (Barb H)
Prepare display objects for accessioning, including photographs of
each object for entry in database, checking lender paperwork (and
follow-up as needed), documenting location of each object etc:
10 hrs @ $30 (Barb H)
Accessioning documents: 20 hr @ $30 (Barb H)
Upgrading existing database collection of photos (5000+):
10 hrs @ $25 (Wendy T)
Total
450
240
300
600
250
1840
The proposed expenditure of $1840 through to 30 June leaves a balance of $1611. Barb and
Marg will discuss with Zahra the best way to treat these funds. In particular, it would be best if
a volunteers’ workstation could be co-located with Barb’s in the curatorial office/meeting room,
so that Barb can train, troubleshoot and support volunteers, and there is efficient access to all the
display documentation etc in the storage cupboards. A good solution to office and meeting room
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
24
requirements should be achieved through the forthcoming master planning process, but in the
meantime we have to do the best we can with the available space.
According to Garry at Pre-emptive Strike, it would be cheaper to set-up the volunteer
workstation to login to the MOSAiC server, but this invokes a security risk so he would
recommend another ‘client’ computer (i.e. the status of Barb’s computer), which would cost
approximately $1100 with monitor/keyboard. Alternatively, perhaps there is a spare computer
available within the Shire which could be installed for this purpose.
Note that there is an outstanding purchase order of $1127 to cover the remaining 50% cost of
the IS Technology training workshop, which has been shifted from a date in May (2015-2016
budget period) to August (2016-2017 budget period).
MOSAiC database: preliminary budget 2016-2017 (Barb and Marg hope to discuss this
preliminary budget with Zahra in the very near future)
Expenditure item
Cost details
Shire budget
Continue upgrade of existing photo 90 hours: $25/hr =
database (5000+ photos): cull as $2250 (Wendy T)
needed, check metadata, Photoshop
images as needed and index, ready for
accessioning by volunteers.
2250
Write/develop ‘The Kodja Place
MOSAiC Procedure Manual’, test
manual with volunteers, and print
multiple copies. Hannah will assist
with screen shots of MOSAiC
templates and layout of final
document.
1040
12 hours @ $50 =
$600 (Barb H)
12 hours @ $30
=$360 (Hannah R)
Printing - $80
Accession
objects,
oral Barb Hobbs: 100hrs
histories/interviews (on minidiscs and @ $50/hr
tapes), documents and some photos
(particularly ones difficult to give to
volunteers). Volunteers will write
summaries
of
the
oral
histories/transcripts, which Barb will
accession. Documents etc will be
simultaneously assessed for intranet
stories/topics.
Photo accessioning
largely handled by volunteers. Barb’s
100 hours will include time with
volunteers, helping them to improve
skills etc.
5000
In kind /
voluntary
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
Expenditure item
Cost details
Shire budget
Accession books in Town & People 8 hrs @ $50 (Barb
display library & storage cupboards.
H)
Sort and accession maps and display 8 hrs @ $50 (Barb
plans etc
H)
Accession videos: review contents of Wendy Thorn: 15
KP video display collection, prepare hours @ $25
content summaries.
IS
Technology
(Sally
Anne
Whittington)
–
remaining 50% of
workshop fee
375
1127
Workshop refreshments: morning & IGA/Kojonup
afternoon tea only
Bakery
40
Guesstimate – cost
to be investigated.
Kim Lofts, audio
engineer, may be
available.
Laminate a set of display plans for Approx 15 x A1
Kodj Gallery & Storyplace. Will also plans @ $12/sheet
request digital set from Arbor Vitae.
to laminate
500
Database support (12 support calls IS Technology
for 12 months)
88
Annual web-host fee for existing KP Creatie Solutions
photo database (continue paying this (Alan Dodds)
annual fee until all photos have been
transferred to MOSAiC)
75
Prepare digital archive of oral
histories/interviews on minidiscs and
audio tapes. Seek grant funding to
assist.
In kind /
voluntary
400
400
Yet to resolve best way to review and
accession large collection of unedited
video footage currently stored by
Wendy T. Content summaries could
be done by Wendy as she edits new
display videos?
MOSAiC training workshop for
volunteers in Kojonup (August 2016),
including
travel and accommodation (1
day, 2 nights). Purchase order
issued.
25
180
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
Expenditure item
Cost details
Stationery, including printer paper
and toner cartridge
In kind /
voluntary
130
TOTAL
11.6
Shire budget
26
10
805
800
ROSE MAZE UPDATE
Cathy Wright to provide an update on the Rose Maze, including maintenance of the attraction.
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
12
ITEMS
12.1
CHAIRMAN - KAC UPDATE
Craig McVee to provide update on KAC activities.
12.2
MANAGER – THE KODJA PLACE PRECINCT UPDATE
Zahra Shirazee to give an update on The Kodja Place Precinct.
12.3
CEO UPDATE
Rick Mitchell-Collins to give a general update.
27
Shire of Kojonup – Kodja Place Advisory Committee – Agenda – 5 May 2016
13
MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN
Nil
14
NEW BUSINESS
(of an urgent nature, introduced by a decision of the meeting).
Nil
15
NEXT MEETING
Thursday,
16
2016 in Reception Room commencing at 7:00pm
CLOSURE
There being no further business to discuss, the Presiding Member, thanked the members for
their attendance and declared the meeting closed at pm.
17
ATTACHMENTS (SEPARATE)
Nil
28