SHIRE OF KOJONUP...2015/04/23 · Shire of Kojonup Kodja Place Advisory Committee Minutes – 23rd...

SHIRE OF KOJONUP

Kodja Place Advisory Committee Minutes

23rd April 2015

Shire of Kojonup Kodja Place Advisory Committee Minutes – 23rd April 2015 2

SHIRE OF KOJONUP

MINUTES FOR THE KODJA PLACE ADVISORY COMMITTEE MEETING

HELD ON 23rd APRIL 2015

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 4

9 PETITIONS, DEPUTATIONS & PRESENTATIONS 4

10 DECLARATIONS OF INTEREST 5

11 BUSINESS ARISING 6

11.1 STRATEGIC PLANNING 6

11.2 KODJ GALLERY AND STORYPLACE – CURATORIAL AUDIT 11

11.3 MULTI MEDIA - REPAIRS AND UPGRADE 27

11.4 OTHER CONTENT DEVELOPMENT 27

11.5 MOSAIC UPDATE 28

12 ITEMS 36

12.1 SOLO’S CAMPERVAN RALLY 12 - 19 OCTOBER 2015 36

12.2 OUTLINE OF NOONGAR ENGAGEMENT 36

12.3 MANAGER – THE KODJA PLACE PRECINCT UPDATE 37

12.4 CEO UPDATE 39

12.5 ROSE MAZE 39

13 MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN 40

14 NEW BUSINESS 40

15 NEXT MEETING 40

16 CLOSURE 40

17 ATTACHMENTS (SEPARATE) 40


M I N U T E S

1 DECLARATION OF OPENING AND ANNOUNCEMENT OF GUESTS

At the Council meeting held 19th November 2013 the following persons were elected by

absolute majority as members of the Kodja Place Advisory Committee:

Kojonup Tourist Association – Delegate Glenys Russell, proxy John Benn

Kojonup Aboriginal Corporation – Delegate Craig McVee

Kodja Place Community Fund Inc. – Delegate William Harvey, Proxy Roger Bilney

Rose Maze – Delegate Cathy Wright, Proxy Katie O’Halloran

Story place – Delegate Barbara Hobbs, Proxy Wendy Thorn

Shire – Cr Fleay and the Chief Executive Officer, Proxy Cr Sexton

The Presiding Member welcomed members, proxies and guests to the meeting and declared the

meeting opened at 7.08pm.

2 ATTENDANCE & APOLOGIES

Members

Cr Ronnie Fleay Presiding Member

Mr Rick Mitchell-Collins Chief Executive Officer

Ms Glenys Russell Kojonup Tourist Association Delegate

Mr Craig McVee Kojonup Aboriginal Corporation

Mr William Harvey Kodja Place Community Fund Inc. Delegate

Mrs Cathy Wright Rose Maze Delegate

Mrs Barbara Hobbs Story Place Delegate (Entered at 8.15pm)

Margaret Robertson Kodj Gallery/Storyplace Coordinator

Wendy Thorn Rose Maze Book/Storyplace Team Member

Zahra Shirazee Manager – The Kodja Place Precinct

Hannah Watkin ICT/Community Services Officer

Cr John Benn Observer & Proxy KTA

Cr Jill Mathwin Observer (Entered at 7.50pm)

APOLOGIES

Cr Robert Sexton Deputy Shire President


3 PRESIDING MEMBER

Cr Fleay was declared elected unopposed to the position of Presiding Member at the

Kodja Place Advisory Committee meeting held 20th February 2014 for a term of 2 years.

4 PUBLIC QUESTION TIME

Nil

5 SUMMARY OF RESPONSE TO PREVIOUS QUESTIONS TAKEN ON NOTICE

Nil

6 APPLICATIONS FOR LEAVE OF ABSENCE

Nil

7 CONFIRMATION OF MINUTES

KODJA PLACE ADVISORY COMMITTEE MEETING held 19th February 2015

COMMITTEE DECISION

KP3/15 Moved Cr Fleay, seconded Glenys Russell that the Minutes of the Kodja

Place Advisory Committee Meeting held on 19th February 2015 be

confirmed as a true record.

CARRIED

8 ANNOUNCEMENTS by the Presiding Member without discussion

Cultural Awareness Workshop – Rob Miniter - Wednesday 22 April 2015 at Kojonup

Sports Complex commencing at 6.00pm.

Shire President reported that the Workshop was very valuable for those who

attended and Craig McVee’s input was fantastic with very honest discussion.

Unfortunately, the Kojonup Football Club was not represented and it may have

been that the Committee were not advised in time by the Club Secretary.

Thankfully the Workshop was the start of the process not the end and through the

continued efforts of Robbie Miniter (Wirrpanda Foundation) and Craig McVee

(Noongar Cultural & Education Officer) the cultural awareness program can be

formalised to progress a greater understanding, awareness and appreciation of the

cultural differences between Noongar and Wadjela’s.

9 PETITIONS, DEPUTATIONS & PRESENTATIONS

Nil


10 DECLARATIONS OF INTEREST

Nil


11 BUSINESS ARISING

11.1 STRATEGIC PLANNING

Council at its meeting held 16 September 2014 adopted the Kodja Place Strategic Plan

2014 and commends the Advisory Committee and officers on their efforts.

Achieving the Strategic Goals of the adopted Plan will now form the main focus of

Council and the Kodja Place Advisory Committee (KPAC) as listed below which now

includes a Status Column to ensure responsibility and progress for each goal is known.

Key Result Areas up to February 2015 as follows:

Action Status/Resourcing Requirements Time Frame

Improved Strategic

Planning

Draft Strategic Plan adopted at Council Meeting held

16 September 2014 following extensive deliberations

by KPAC.

Completed

Increase Noongar

presence and

involvement including

traineeships /

employment

opportunities

No formal agreement exists as to KAC involvement

or Jack’s Tours. Needs to be rectified as a priority!

Craig McVee and CEO have met with

Traineeship/Employment Consultants regarding

Tourism & Hospitality traineeships and awaiting

information. New Manager to progress upon

appointment with CEO & Mr McVee.

Zahra Shirazee has met with various members of the

Noongar community and along with Craig McVee is

working with GSIT to introduce work ready training

to be held at TKPP by May 2015.

March –

October 2015

May 2015

Extensive

Cost/Benefit Analysis

between existing and

potential uses

Business Plan developed. Completed

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.

Ongoing with bi

monthly

updates

provided to

CEO/KPAC

Forward maintenance

and capital works

programs

Senior Management Team identifying and

prioritising future program which forms part of Long

Term Financial Plan for KPAC/Council

consideration.

LTFP

Workshop

conducted 17

March 2015

Reinvigorate

Marketing, Promotion,

Events Management

& Planning,

accessioning, displays

etc.

Manager – The Kodja Place Precinct upon

appointment will address Marketing, Promotion and

Events Management & Planning.

Margaret Robertson and team progressing

accessioning/displays as part of IT/Multi Media

upgrade.

March 2015

onwards

Ongoing

Training, skills Will form part of Workforce Planning undertaken by Proposed May


development and

succession planning

Council including requirements of volunteers. 2015

Clearly established

processes, systems,

procedures that

eliminate duplication

Forms part of Council’s IT Upgrade, Risk,

Compliance/Financial Review.

Council IT Upgrade commenced 8 February 2015

and includes Depot, Springhaven and Kodja Place.

No later than

May 2015

Effective governance Council, CEO, new Manager and Advisory

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!

Legal Advisors – McLeods will progress

Licence/Lease agreements and retain integrity of

Community Fund Inc. via Advisory Committee once

written agreement reached between Council and

KPCF Inc.

Ongoing

Meeting held

with KPCF Inc.

and Council to

progress

ideas/options

Human Resource

(HR) Management

Interviews conducted and Manager appointed

Craig McVee appointed “Noongar Cultural &

Education Officer” by CEO.

Hannah Watkin appointed Community Services

Officer as Job Sharing arrangement with Joanne

Macri by CEO a minimum of 2 days per week.

Joanne Macri resigned 10 April 2015and CEO will

advertise for Community Development Officer

position who will be situated at The Kodja Place.

Jan –Feb 2015

December 2014

February 2015

April/May 2015

Communication with

Media

Template is prepared by the CEO and new Manager

then circulated to KPAC for feedback to ensure

ethos/purpose/policies captured whenever The Kodja

Place is mentioned.

May 2015


Strategic Goal Actions (how will the Goal be achieved) Responsibility Status

To enhance and improve

the cultural experience for

all visitors

Upgrade multimedia

Update and enhance selected display elements

Commence works on completing displays in Storyplace i.e. Workshop/Farm Office

Photo database - keywords

Develop Intranet site content – (Stage 1)

Improve signage out of town

CEO, Kodj

Gallery/Story

Place

Coordinator

Margaret Robertson progressing and providing updates

at KPAC Meetings.

Greater Noongar

presence

Obtain funding for traineeships

Mentoring by internal/external parties

Engagement

Long term programs/employment

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.

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 recently 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.

Management restructure Form advisory Committee

Agreement on way forward

New agreements

Compliance

Engage Manager for business o Individuals o Company

Council /CEO/

KPAC

Refer HR Management above.


Marketing of events 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

Margaret Robertson, and her team coordinating website, 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.

Risk Management

Plan

- Identify risks o Building maintenance/renewal o Staff/volunteers

Manager of

Corporate

Services + Senior

Project Officer

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 to be undertaken by

Senior Project Officer with KPAC/Volunteers.

Strategic

Alliances/Partnerships

Partnering with other providers

Aligning with local providers

CEO, Manager

TKPP, Advisory

Committee

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.

Engage younger

people

Youth Council, Facebook, high school,

competition for community regarding what their

areas are to improve

Manager TKPP +

Community

Services

On-going.


COMMITTEE DECISION / RECOMMENDATION

KP4/15 Moved Zahra Shirazee, seconded Wendy Thorn that the CEO’s update on Key

Result Areas and the Strategic Plan Goals be received.

CARRIED


11.2 KODJ GALLERY AND STORYPLACE – CURATORIAL AUDIT

Margaret Robertson to report on:

Overview of Sue Graham-Taylor’s task (see below)

7:50pm Cr Jill Mathwin entered the meeting during the discussion of the Curatorial Audit.

8:15pm Mrs Barbara Hobbs entered the meeting during the discussion of the Curatorial Audit.

COMMITTEE DECISION

KP5/15 Moved Craig McVee, seconded Will Harvey that the Kodja Place Precinct

Interpretative Review: Curatorial Audit Brief for Dr Sue Graham-Taylor’s

engagement as attached be endorsed and referred to Council for adoption.

CARRIED











Virtual tour via a link to Dropbox

To be sent to members via separate email from Margaret given IT issues at the

meeting.

Meeting schedule for Sue Graham-Taylor’s visit & role of KP Advisory Committee

(see below)

Margaret requested that Council by way of a Purchase Order cover hospitality costs

associated with next week’s visit by Sue Graham-Taylor, including the following:

Noongar Elders lunch at The Kodja Place to review displays, Wednesday 29 April

(in preparation for meeting with Sue Graham-Taylor)

Noongar Elders visit to KP to meet with Sue Graham-Taylor over morning tea –

Tuesday 5 May

Kodja Place Advisory Committee morning tea with Sue Graham Taylor –

Wednesday 6 May

Community workshop light lunch with Sue Graham Taylor and WA Museum – 7

May (approx 28-30 people x $10-12/head)

Some community members are kindly donating home-baked goods, but other food and

beverage items will need to be purchased from Country Kitchen, Kojonup IGA and

possibly the Kojonup Bakery. The total for all items should be around $500-600. The

major item is the community workshop light lunch. Please consider this amount in

light of all the hours of voluntary work that Rosie Hewson is contributing to organise

the community workshops.

The WA Museum is picking up the costs associated with the late afternoon session of

the community workshop. CEO to arrange as essential that catering is provided.

Throughout the discussions it became apparent to members that the full intent of

Kodja Place had not been realised and the various themes that were at play, for

example:

The introduction of fences into the landscape and how this was depicted in

Craig’s Mural and along the walls and floor of the Gallery.

The change in floor colouring which depicted the transition of European

settlement and encroachment into nature and change in soil types as land was

cleared for agriculture.

The disappearance of animal footprints and new species introduced by the

Europeans.

There were so many layers to be built on within Kodja Place including an

understanding and appreciation by visitors and locals alike requiring improved

signage, clearer pathways and stories throughout the Gallery and Story Place utilising

a number of media.

Questions that required answers by Sue Graham-Taylor included:

“ONE STORY MANY VOICES” about WHAT?


Margaret challenged the Committee by presenting a summary of themes (topics) and

messages interpreted at The Kodja Place including the written thoughts of Penny

Young regarding the Rose Maze, Gallery, Storyplace and associated displays to

ascertain if individually and collectively we captured the same intent of each display

and whether the comments made by Kojonup residents were indicative of Rural

Australia and not merely Kojonup specific as we all had similar stories to tell.

The task ahead is not reliant on the recommendation of one person such as Sue

Graham-Taylor but it is a journey that needs to be undertaken in order to reach a

common consensus of the way forward and ongoing resources required to achieve the

desired outcomes.





Joint community workshop with Sue Graham-Taylor & WA Museum

Margaret urged members to encourage as many community members as possible to

attend the upcoming Sue Graham-Taylor and WA Museum workshops.

Noongar community involvement

Preparatory discussion for Sue’s visit


11.3 MULTI MEDIA - REPAIRS AND UPGRADE

show & tell session re new touchscreen:

screen the ‘What About Water” video (8 min)

The Committee thoroughly enjoyed the video content and were anxious for the

remaining 3 themes “Building from the bush”, “Why we are here” and “First

European Farmers” to be completed.

screen artwork for touchscreen videos

Wendy’s attract loop

The Committee were again impressed by the content and encouraged another

half second delay between photos in order to fully absorb each photo.

Update on new microphone (Wendy Thorn)

Wendy advised that new digital technology was being phased in over the next 2 years

at which time a new microphone would be purchased. Renew via Zanna Pritchard

were prepared to contribute $500 towards the cost of upgrade at the appropriate time

which is fantastic.

Update on other multi-media matters

The work is progressing with Bruce at Mental Media thanks to the terrific support of

our Multi Media Team members.

11.4 OTHER CONTENT DEVELOPMENT

Barbara Hobbs and Wendy Thorn reported on:

Don Hair interview

Dr King interview (pending)

Other Peter Harrison/Barb/Graham videos


11.5 MOSAIC UPDATE

(Barbara Hobbs)

Mosaic Collections Data Base

A lot of planning and budgeting has taken place since last reporting on the need to accession

the KP collection. Lots of work on my part and two meetings with Anthony Middleton has

resulted in a comprehensive budget plan that spans two financial years – although most is for

the 2015-2016 year. Once approved, we are poised ready to buy a computer which will serve

as the main computer for the database, back up hard drives and the software that includes the

Mosaic Collections database and network licenses which will allow the database to be

available for a limited number of people to work on or research from – using an isolated web

connection.

Wendy has been working on sorting and checking photos so that they can be accessioned well.

I have begun to assess the documents in the Building that will require archival storage. The

budget includes money to purchase archival files for safe storage from the Royal Historical

Society in Perth.

I am also poised to go to the three day workshop in Perth in mid-June to revise my skills on

how to set up the various fields and all areas needed before volunteers can play their part.

Hopefully this will assist me in training others, although a training workshop is planned for

next year.

Because of the vast numbers of photos and the long hours needed to listen to and summarise

the oral histories , there will be a need for volunteers to help, if we want to get the present data

– not to mention new items coming in all the time – on the system.

I would like the Advisory Committee to consider this idea – which I want to leave with you as

a thought bubble. Down the line – when others are called to help in the accessioning process it

would be good to establish a fund to assist them. Apart from the fact that it will cost extra if

they are to have the web link on their computers with a higher data requirement, their time

should be compensated in some way.

Grants are not going to assist these people, so my thought is to establish an account be which

businesses can contribute – asking businesses that are not able to contribute to TKP through in-

kind donations – so that those doing what is chiefly a voluntary job, receive some money for

their efforts. It is a big ask to accession 5,000 photos or to listen to hours of tapes and write

notes on what they are about. So please think about this idea for future discussion.

The budget has allowed for some income to Wendy and myself for the work we are doing and

will be doing – part volunteer part paid. I have not received any written acknowledgement that

the budget is approved, but it is available for you to see if you wish, and we will no doubt be

informed when final costings emerge.

Addressed to:

Anthony Middleton (Shire of Kojonup),

Sally Anne Whittington (ISTechnology),

Greg (Pre-Emptive Strike Computers)

Here is a simple list that explains what we – at The Kodja Place curatorial group, would like to

see in place so that we can do the accessioning as efficiently and quickly as feasible and also to

allow for searching of materials for future display and story purposes.


Please forgive me if you have already received a fairly clear idea of what it is we want from

the Computer that is bought and IS Technology, but I thought it may be handy to put in point

form all the elements that we require so that all three entities will be able to reach the same

conclusions.

Please keep me informed as to your proposals as I need to communicate any changes and

difficulties to the Curatorial group at The Kodja Place.

Computer capable of holding information for many TIFF and jpeg sized photo files, short

videos, longer audios, and documents.

Best Windows level to support MOSAiC Database.

VNP so that we can work MOSAiC online – this is not supplied by IS Technology but

hopefully Greg will know where to get it and install in the system(s) as required.

MOSAiC Collections – Network version stored on the computer - with four licences

(Wendy stated Sally-Anne quoted $2,321 for this) - Wendy – a member of the Curatorial

group feels that getting the four licences at once is a cleaner option, even though it is

unlikely that we use more than two licences in the first 12 months.

Annual Hosting fee of $55.00 to start immediately we have the MOSAiC installed.

The computer would act as a server, and we will need to back it up quite often once we

have set up the basis to start accessioning and searching.

As to where the computer will be stored is a matter for Shire and Gary to discuss.

Obviously I will be spending a lot of time getting fields etc. in place – perhaps Sally-Anne

can tell you if I can do this away from the computer – e.g. at The Kodja Place or not if the

server is in the Shire server room. So the server computer need to be accessible directly

while the fields etc. are being loaded or not / and then once set up, it may be best in a

place where it can easily be backed up – even twice a day in the busiest times. Discussion

between all three entities may shed light on the best option. I am sure Sally-Anne has

experienced various options taken by different organizations and Shires.

Sally-Anne will also be able to tell you if there is an automatic back up for network and

Web systems or if it is something that needs to be done manually.

We also need to know if we have the ability for 3-4 people to be working on it at the same

time – this is likely to be the case only for 6 months of so when people are loading photos

and descriptions and I will be working on other accessioning. Will we need to have our

‘times’ separately, or can we all work at the same time without losing each other’s data – I

assume Networks allow this to happen but I still struggle with backing up and getting

everyone’s contribution.

One would hope that once it is all set up and main accessioning done, more than one

person can be searching at the same time.

I have already written to Sally-Anne re training needs, so discussion there is not needed

here.

Answers to questions to IS Technology – in red - including software information. + letter to IST from Barb Hobbs

----- Original Message ----- From:

"Sally-Anne Whittington" <[email protected]>

To:

"GR & BD Hobbs" <[email protected]> Sent:

Thu, 26 Mar 2015 11:25:51 +0800 Subject:

RE: from barb Hobbs, Kojonup


Hello Barbara, Thank you for your 2 emails plus the attachment “IT requirements to establish a

MOSAiC database at The Kodja Place”. We have read through the IT requirements document, made a couple of comments,

and re-attached this to this email. See the RED text. As regards the questions below, we have inserted our comments within the questions,

also in RED. If any of our answers raise further questions, please do not hesitate to email these to us. My questions are:

Is a server on the Web set up to back up every day without human intervention or does it need to be physically backed up by a person? Regular back-ups are

highly recommended, but how and when is up to yourselves and your IT people.

Will we need to have external drives and how many will we need?

The other option that was suggested was to have the Server in The Kodja Place and have it backed up in the Shire’s large new computer. This sound like a good

strategy.

What are your thoughts of this? Do you think there are too many risks to follow this path or is it feasible or wise?

It will be good to talk to you about the logistics of managing this process – and how often to back up when I see you, but hopefully if you have had the discussion with Greg we can all become a little clearer as to what are the best options. As stated, any strategy is good, provided backups are taken regularly.

One extra comment we need to make is – please ensure the backup process is

checked. We know of situations where the backup process “appeared” to be

working but when it came to the need to restore from the back-ups it has been

discovered that the back-ups either failed or were not kept. In regards to software other than MOSAiC – other questions need answering.

Which Windows level would you recommend on the computer? (I know that recently the Kojonup Historical Society changed to Windows 7 so that the newer Mosaic could work.) Whichever suits the users. MOSAiC will work on

Windows 7 or 8 quite happily. We would suggest considering 8.1 rather than 8.

Will we need to purchase any other software to allow Wendy or other Apple users to use Mosaic on their Apple computer? I believe it is called a Windows interface? Am I correct to say that this would only go on the computers of those with Apple who wish to access the Server? OR – if we have a Web connection, will we need any interface software? Apple computers can run windows

programs such as MOSAiC provided they are installed and run within a Windows

“emulator”. The setting up and operation of the emulator is outside of the scope

provided by IST.

I realise you do not provide the Virtual Private Network, but could you please give us some information as to where we would acquire this software which we gather is essential to the Web component. Sorry, but we cannot provide any

suggestions as we do not operate VPN’s nor have we evaluated VPN’s.

Are there any other software we need on the computer to ensure it can be a suitable server for MOSAiC ? No.


Setting up:

I know you have been able to help people upload the software achieving this through phone calls especially for those in rural areas,

Would you be able to do this with the computer people from Pre-Emptive Strike, or with myself or would you prefer I came to your office with the computer to upload the software needed? All the software required is on the CD

we will send to you. Minimal computer expertise is required for the installation

which comes with full instructions. We will provide telephone / remote support

during the installation but this is very seldom necessary. Training:

In regard to training, is there an opportunity for me, individually - as the person setting up the data files - to have a day to refresh the basics or is it better to join a group on a general basis when your training days are done in groups? We

suggest you attend the “Personalise and Customise” day as a minimum but you

would probably benefit from a refresher by attending the “Retrieval, Reporting &

Exporting” day too or attending the group course when we come to Kojonup.

If you are planning any training days in the Central Great Southern or Great Southern could you let me know. We will keep you informed of all courses that

we run in WA. It is then up to you to choose which you would like to attend. Using the old and the new

Is it possible to have two web sites open at the same time – namely the photo website where the photos are currently stored, and the MOSAiC web site. We need to know this if we hope to copy and paste from the old to the new. I do know that I can cut and paste from the old system You can have the photo

website open next to the MOSAiC system in two separate windows to allow you to

copy and paste from your photo website into the MOSAiC database, (which is

Not a Web site). Apart from a time lag between now and when we can get the hardware and software, there will also be time between acquiring the hardware and software and being ready for volunteers to use it. It is intended to also produce a straightforward procedural manual specifically for the needs of those accessioning the photos. We will have the assistance of another local person who has done similar work elsewhere. Out of curiosity, who is the local person?

Would you have any objection if we were to use graphics of your pages in our simple procedural manual written firstly just for those accessioning the photos? We would ensure copyright is recognised. We don’t have a problem with this

provided this manual is only for the use of The Kodja Place. We will want to have a training day with volunteers closer to the time that they can begin entering data, but that is some months away.

Will they need three days or less if they are also provide with a simple procedural manual? They will only require the “Data Entry & Querying” day and

the “Retrieval, Reporting & Exporting” day. It will be wise for you, plus another

person if possible, to attend the “Personalise and Customise” day that we run in

Perth, as well. Costings

Finally - are the costings on your web site still current for this financial year? Yes.


Are there likely to be increases in cost in the 2015-2016 financial year? There

may be increases in both the desktop program and also the Web presence. These

are yet to be determined.

Regards

Sally-Anne


Stage ONE: Setting up

Action details People involved Who is paid Cost involved Who pays?

Discussion with Anthony Barb and Anthony

Write to IS Technology re details of purchase and get purchase form

Barb

Buy computer and two external drive

Barb and Shire $2,500 Shire

Buy MOSAiC Software Network with 2 licences Plus MOSAiC Web

Barb and Shire IS Technology $1,881.00 $99.00

Shire

Travel to ISTech to install and get started on setting up.

Barb, Sally-Anne Barb Either Barb to Perth One day one person: $132.00 Travel: $200.00

Shire

Assess photographs - cull some, check metadata, photoshop and index.

Wendy Wendy 100hours: $15/hr- $1,500 Volunteer $10/hr- $1,000

Shire

Assess Objects – photos taken and details and whereabouts including paperwork

Barb Barb 60hrs@$15 = $900 Volunteeer; $10/hr=$600

Shire

Archival materials for documents

Royal Historical Society

$300.00 Shire

Assess any books in collection and archive

Barb In kind Volunteer 8hrs@$25= $200

Set up the different fields of Mosaic – Sources, classifications, metadata drop lists, locations, conditions etc. etc.

Barb Barb 4 weeks full time (part time 8 weeks): 20 x6 hours =120hours@$30.00 =$3,600

Shire

Stage One: Setting up

Volunteer contribution $1,800

Shire Contribution Stage One $11,112

mailto:=120hours@$30.00


Stage two – Accessioning

Write Procedure manual and publish

Barb and Hannah Includes trying it out with volunteers Hannah – part of Shire work Barb Publishing cost

Barb: 12 hours@ $25 =$300 Hannah 12 hours @ $30 =$360 +Publishing costs $80

Shire

Buy licenses so that others can used MOSAiCs to enter data

IS Technology 2 extra licences – total three $440.00

Shire

Training 2-3 days – in Kojonup

Sally-Anne Whittington IS Technology $770 Shire

Assess Minidiscs and transcripts - Others to either summarise transcripts for descriptions or listen to discs and summarise

Small payment to a volunteer - once keywords etc. are in place

others 50 hours @$10/hr= $500 Volunteer 50 hours @$15=$750

Shire

Assess films Summary of film contents

Wendy when keywords etc. are in place

Wendy – from other payments if continued

15 hours@$15= $225 Volunteer; 15hrs@$10=$150

Shire

Travel for trainer Sally Anne Whittington IS Technology Travel and accommodation $600

Shire

Accession objects, minidiscs and documents

Barb 80hrs@$20/hr= $1,600 Volunteer 100hr@$5 = $500

Others take on entering data which is then on the server -

others $2.00 per entry – @5,000 Approx $10,000 – other sources

Shire

Subtotal: Accessioning

Volunteers for photo entry Hopefully other sources: $10,500

Volunteer-known: contribution $2,150

Shire Contribution; $4,375 Included:

Shire worker: $360 Printing: $80

Total: Shire contribution: $15,487


+ 1,250 extra volunteer hours.

Ongoing known expenses/year

Web site $55.00 per year.

Shire

2 more years Web host fee to Alan Dodds $75.00


12 ITEMS

12.1 SOLO’S CAMPERVAN RALLY 12 - 19 OCTOBER 2015

Hannah Robinson advised committee that Kojonup’s submission was not successful on the

Solo’s Campervan Rally 12-19 October 2015 however, presently in discussion with Glenis to

package day trips to Kojonup that includes WWI play via pre sold tickets.

Hannah and Zahra coordinating this concept and will provide update at next meeting.

12.2 OUTLINE OF NOONGAR ENGAGEMENT

Craig McVee outlined Noongar engagement undertaken in recent weeks including 2 meetings

involving GSIT (TAFE), Council officers and Robbie Miniter from the Wirrpanda Foundation

to implement a course to assist participants become more job ready including basic computing,

time management, food handling, OSH, Customer Service as a lead up to Tourism/Hospitality

Traineeships, potential Noongar Guides, Conservation and Land Management of places such

as Farrar Reserve, Benn Parade, Quin Quin Reserve and The Spring.

Future links with Black Cockatoo Café (Bush Tucker), Storyplace/Gallery, Earn or Learn

community projects in parks and reserves and cemetery are being considered subject to

partnerships with Job Agencies/Council including open day for NAIDOC Week at The Kodja

Place.


12.3 MANAGER – THE KODJA PLACE PRECINCT UPDATE

Zahra Shirazee provided the following update on The Kodja Place Precinct.

Tourism WA Marketing Forum & Australian Tourism Export Council, 16 & 17th April,

Pan Pacific Hotel, Perth

Attended TWA’s annual international and domestic marketing forum which was opened by

Hon Dr Kim Hames MLA, Deputy Premier; Minister for Tourism. The forum offered the

opportunity for tourism operators and key stakeholders to meet and interact with TWA’s

marketing team; including the market managers from their international offices:

China & Hong Kong

Singapore & Malaysia

USA

United Kingdom

New Zealand

Indonesia

German Speaking Europe

Japan

Australia – Domestic market (Interstate and Intrastate)

Feedback from TWA’s international market indicated a strong interest in indigenous product,

especially within the Australia’s South West region as well as TWA focusing more marketing

dollars towards promoting the ASW region in non-traditional markets such as German

speaking Europe and USA.

The second forum that was held by Australian Tourism Export Council (ATEC) on Friday,

was dedicated to being Export Ready. One of the key industry presenters which included the

Regional Director of PATA, Chris Flynn who was speaking on aviation and tourism trends in

the Asia Pacific Region indicated to me afterwards that he had a personal interest in

indigenous tourism and was keen to learn more about The Kodja Place Precinct and the

strategic direction we were taking in Kojonup. We talked about the possibility that he would

try and take time to visit Kojonup when he was next in Perth.

Sarah Mathews, Destination Marketing Senior Sales Manager APAC, Trip Advisor discussed

the importance and value of destination reviews and networks in inbound tourism and provided

detailed information on how better to understand TripAdvisor, the world’s largest travel site

that generated US$1.3 Trillion of online bookings 2014 and has over 6,000 unique visits to

their site per second or 315 million viewers per month (and growing).

One of the key messages from the forum was: think M-Commerce (which is gaining

momentum), think social, think mobile.

Research shows that 45% use mobile device when in a destination and 37% on what to do;

35% to make reservation which highlights the importance of wireless access.

Noongar Community Relations

In discussion with Craig and the Noongar community, have been working closely with Great

Southern Institute of Technology (Albany/Katanning) who have put together a low cost course

with the focus of getting participants, job ready. The course will be two days per week with

one day at Kodja Place and one day at the Noongar Centre. This is an introductory course to

help encourage and identify potential candidates for future trainees at The Kodja Place.


July – NAIDOC WEEK, 5-12 July

In the planning stages with Craig and the Noongar Community of putting together an Open

Day event at The Kodja Place to commemorate NAIDOC WEEK in July. Will include

traditional bush foods, face painting, dancers, Aboriginal Art, Storytelling etc.

Risk Assessment

Will be working closely with Heather and key staff in coming weeks to undertake a Risk

Assessment of The Kodja Place Precinct.

WA Weekender (Tourism Show – Television)

Have been liaising with the producers and only today received a message that they have set the

date for filming. Our focus will be to promote Kojonup as a day trip destination for the Perth

market, especially for local events. [Since been advised that they will be in Kojonup to film

Monday, 25 May].

ASW Visitor Centre Meeting

Glenys and I attended ASW’s tri-annual meeting today, under an MOU the Visitor Centre has

with ASW. ASW advised a change in format of the meetings with an introduction of town

familiarisation (famil) visits for visitor centre representatives to increase product knowledge

across the region. There is an opportunity for Kojonup to nominate to host a future famil. The

first famil will be focusing on the Bunbury area.

Curatorial Audit / WA Museum

Working closely with Margaret and the committee to assist with the upcoming workshops as

well as the multi-media upgrade.

Special thanks should go to Margaret and Rosie for their tireless work and assistance.

TWA WATEX Familiarisation Visit, Tuesday 25 April

On Tuesday, 21 April, TKPP hosted 10 key Product Agents from the Asian market including,

Indonesia, Malaysia, Singapore, China. They were very impressed with The Kodja Place with

the highlight; Jack’s Tour and the Rose Maze.


12.4 CEO UPDATE

Rick Mitchell-Collins provided a general update on the:

Shire of Kojonup, Organisational Restructure – Community Development Officer

Expressed appreciation to the Kojonup Tourist Association for welcoming and

assisting Zahra at the Visitor Centre. A meeting between Council and KTA would be

conducted early May 2015 formalising transition arrangements as we approach 1 July

2015 changeover.

Rose Maze Gardener

This position has been included as part of a new Council position of Supervisor –

Horticulture which has been advertised and is expected to be filled by the end of May

2015. Thank you to Cathy, Katie and Chris for “plugging the gaps” whilst the position

is vacant.

Rammed Earth Walls

Council will be undertaking a number of trials including demolishing the exterior

wings at the front of The Kodja Place in an attempt to rectify disintegration around

exposed windows. Material salvaged will be securely stored to aid future “patch ups”

thereby retaining where possible existing colour.

Kojonup Community Fund Inc.

Progressing Council Decision 164/14.

12.5 ROSE MAZE

Cathy Wright advised that the Busy Bee had been successful and spreading of mulch

undertaken. Thanks Craig for organising the mulch delivery. A display of Maze roses will be

prepared by Jenny Matthews at the 2015 Kojonup Show to promote the variety and quality

within the Rose Maze. Had a recent visit from Brian Klepzig – Neutrog Fertilizers to trial in

the Maze over the next 12 months plus a 1 for 1 rate on orders. A bucket of the product would

be given as a prize at the Show.


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, 11 June 2015 commencing at 7:00pm

16 CLOSURE

There being no further business to discuss, the Presiding Member, thanked the members for their

attendance and declared the meeting closed at 11.05pm.

17 ATTACHMENTS (SEPARATE)

Nil

_________________________________ ____________________

Presiding Member Date

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