Victoria Blue Light State Council Meeting Minutes – Monday 24th February, 2014 at Northcote Police Station. Meeting opened at: 10.10am Welcome: By the Acting President Belinda ELLIOTT

1. Meeting Opening 1.1 Apologies/ Attendees Present: Belinda ELLIOTT, James RIDSDALE, Graham

BLAIR Treasurer), Karen BURNS (State Co-ordinator), Tim FORSTER, Leanne BRIGHT, Jo Parissis.

Apologies: Steve BRAND, Cathy WILLIAMS, Deb

ROBERTSON & Brooke HALL

Moved:Graham BLAIR Seconded: Leanne BRIGHT CARRIED

1.2 Conflict of Interest None

1.3 Previous Minutes Confirmation of Minutes Moved: Karen BURNS Second: Tim FOSTER

2. Actions Arising from Precious

Minutes DISCUSSION ACTIONS TIMELINES

2.1 Vic Pol Command Relations/ LOU • Letter received from Lucinda Nolan (see below) 24/2/2014 advising the termination of the Letter of Understanding between Blue Light and the Victoria Police.

• Clarification will need to be sought on points 2.1(e), 2.1(f), 3.1(g)

• Discussions around having time to implement these changes.

• Letter needs to be sent back to Lucinda Nolan & Sue Clark advising that letter was received and that actions will be taken as appropriate.

• No more LOU

BE To talk to Sue Clarke re: time to implement changes.

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2.2 Chief Representative Vacancy (Belinda Maternity Leave)

BE will formerly resign as Acting Victoria Blue Light President next month. DR has previously advised interest in filling vacancy on State Council.

BE

17/3/2014

2.3 Victoria Blue Light State Coordinator position

KB put forward a proposal for an employment contract. Matter to be negotiated outside of meeting.

IR

Ongoing

2.4 Blue Light Vehicle • Needs to be replaced by Max Kerwin Mazda shortly. • Is currently at Epping Police Station. • Tim advises that Max Kerwin are quite happy to donate

another car for use provided that it is driven around the Northern Suburbs of Melbourne.

TF Ongoing

2.5 VBLSC meeting times to be ‘on duty’ for 1 whole day as per VPM’s. 3rd Monday of month, 10:00 – 16:00 hrs.

• Due to withdrawal of the LOU it will now be up to the managers discretion.

• Need to determine who will get time to attend meetings.

ALL Ongoing

2.6 CCP Certificates Ceremony details for March

• GB has had certificates printed and just needs to get them signed.

• IR suggested that the Certificates be presented at a Graduation Parade.

• Otherwise a morning tea to be organised for the next meeting on the 17th of March, 2014

Action: JP to find out about Graduation Parade.

2.7 Tatura Blue Light RE: Merge. KB to follow up with Richenda Tomlinson.

KB Ongoing

2.8 IYAM • IYAM has been handed over to TF from CW who is now on maternity leave.

• Minutes etc will now be sent through to Tim. • They have $22,000 in funding • TF will do the evaluation. • Program will finish in April

TF Ongoing

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3. Matters for Discussion 3.1 Ongoing venue location for VBLSC Meetings

• DR to investigate the use of a room at transit. Will depend on the timing etc.

DR March 5th

3.2 AGM date • Date to be chosen dependant on the International Blue Light Conference.

• Need to look for grants to pay for the AGM if possible.

KB Carried Forward

3.3 April VBLSC date 28th April chosen 3.4 Wynbay Kokoda Trip • Presentation from Andrew Stops (Partner at Piper

Alderman) • Andrew believes that VBLSC can allow the Kakoda trip to use

the DGR status. He states that points 2.3 & 2.4 are the important points from the constitution that are relevant to the trip.

• The DGR status is required to allow businesses to make a tax deductable donation.

• BE concerned about the Best Practice Guidelines. • GB concerned about the Kakoda Trip not being of benefit to

Blue Light. • IR wants an indemnity to reduce the risk. • Need to investigate the implications on insurance. • Board has previously said no to this request. Council needs

to see a proposal. Andrew will send this through to GB.

GB to follow up on proposal. JR to send Andrew the Best Practise Guide. ALL Vote at next meeting

Carried Forward

3.5 Ivan Ray (Guest) • Ivan Ray presented himself to State Council. • He has advised that Blue Light needs Corporate Governance

structures to be put into place. • Suggests that Blue Light needs a CEO (himself short term)

and someone else long term. Renumeration to be $250/fortnight to cover expenses. Term to be between 6-12 months.

• Insurance needs to be reviewed to reduce the cost, perhaps changing the structure on a pay per event.

• Sponsorship is required & perhaps employ a fundraiser. • Suggests to change image and re-brand, this was a concern

to VBLSC and not something that is a priority.

BE Ongoing

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• It has been clearly stated that if there is a change to be made that the State Council needs to be advised.

• Upon suggestion to become a board member he declined. • Graham Moved that Ivan be appointed CEO 2nd: James

Ridsdale. DISCUSSION re: APPOINTMENT (IN CONFIDENCE) Moved:GB 2nd: LB

• Some doubts about Ivan taking over. • Need to have clear guidelines. • Suggestion that maybe he could come on as a board

member rather than CEO. This does present an issues as to how to pay.

• Concerns about being taken where we don’t want to go. • Need to incorporate the ideas from the AGM. • Has great ideas and direction

3.6 Tony Cornish (Guest) IN CONFIDENCE • Country Wide Austral have presented to State Council to

advise that they can no longer meet their contractual obligations. This is due to hardship within the company and a depressed market.

• Tony has advised that he is no longer able to make money from the Magazine as it is no longer National and is no longer able to sell on the Kidsmart Handbook.

• Has advised that the contract cannot continue, they will pay the quarter that is owing in instalments of $3000 per week but after that they will not be able to pay.

• Tony has suggested that the contract be reduced to $30k per year for 2 years after which time it will be re-visited.

• Council suggested that perhaps other avenues need to be explored eg. eMagazine and advertising on the website.

• Country Wide Austral need to submit a proposal to begin negotiations on the current contract.

• To be discussed at the next meeting.

Tony to send proposal to BE

Ongoing

3.7 Other Matters for discussion • Police Checks will now need to be carried out at a Branch BE to include in letter

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level and need to be done as per public. This will need to be communicated to branches.

• Discussed the possibility of having a central volunteer register holding all volunteers details, WWC and police checks to ensure governance. Research needs to be carried out about privacy and how records need to be secured.

KB to research

March 17th

4. Matters for Noting [discussed

only on exception basis]

4.1 Management Reports • State Coordinators • Program Coordinator

Moved: KB Second: JP

4.2 Finance • Finance Report Moved: GB Second: BE • GB needs to authorise others to be signatories on the

account. Nominated Jo Parissis & Leanne Bright MOVED: TF SECOND: BE

• request to move to one signature per transaction MOVED: GB SECOND: JR

• Financials need to be converted to an online electronic system.

GB

4.3 Victoria Blue Light Youth Camp

• Camp have requested a contact who they can ring if they have an issue. KB volunteered.

MOVED: JP SECOND: TF

KB to contact camp

4.4 Warrnambool Presidents Report 2013

NOTED

4.5 Other Matters for noting

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ACTION ITEMS

1. Vic Pol Command Relations/ LOU BE to talk to Sue Clark about time to implement changes. Also prepare and send a reply to Lucinda Nolan acknowledging receipt of letter.

2. Victoria Blue Light State Coordinatorposition

IR to discuss this with KB.

3. Blue Light Vehicle TF to organise return and replacement of vehicle.

4. IYAM GB/TF/LB to continue liaison with the AGO & Swan Hill.

5. Ongoing venue for VBLSC Meetings DR to investigate Transit 6. AGM Date KB 7. Wynbay Kakoda Trip Proposal GB 8. Letters re: Ivan Rays appointment BE 9. Signatories GB 10. Investigate Police Checks KB

Meeting closed: 4:09 PM Next Meeting: Monday 17th, 2014 10.00am – 4.00pm (time to be confirmed), venue TBA.

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State Coordinators Report

Thank you everyone for being supportive and patient with me as I find my way.

I have had a great first couple of weeks as the State Coordinator and am becoming more organised as each day passes.

My focus has been to get all of my database of branch contacts up to date. This has now been completed to the best of my ability.

Using this data I have refreshed the email database on constantcontact and have sent out a couple of emails. The read rate is fairly poor unfortunately (around 33%). Hopefully this will increase as we go along and people get used to this form of communication.

I have started to write a couple of articles for the Blue Light Magazine and will soon be asking for submissions from branches. The cutoff is the 4th of April. I am writing an article about the Preston (Darebin) Blue Light and the recent awards that they have won. Also Paula Cutler from Hamilton will have one ready about their current program Rippleeffect. She has a journalist writing this for them.

Branches are running a variety of different events from Rippleeffect which is a music based program run across the term to a Roller Derby Disco, Warrnambool are trying to organise clinics with Melbourne Storm, Wonthaggi is having a 30th Birthday Family Day and there have been several pool parties across the summer.

I would like a little direction from State Council as to what you would like me to be focussing on. I have plenty of ideas on things that I feel can be done including:

• Branch Start up kits for police members and for the public.• Volunteer Policy• More structure and governance around Volunteer Management• Possibly grant writing• Building a library of programs that have been run across the state so that they can easily be used

another branch.• Setup a donate button on the website.• Have a look at some fundraising options (I have a friend who has been a professional fundraiser

within the not for profit sector for many years) She is giving me advice in regards to this.• Setup a structure where all the forms and documents that Branches require are all accessible online.

Would love some feedback from you all about how you think I am going. If there is something you feel I should be doing and am not currently doing it please feel free to let me know.

The web stats are on the following pages.

Regards

Karen Burns

Victoria Blue Light State Coordinator

Branch Current Events FB Page Likes Jan

FB Page Likes Feb

Alpine 0 128 140 Altona North(WynBay) 11 539 560 Bacchus Marsh 4 73 78 Ballan 0 39 43 Ballarat 0 136 144 Balmoral 0 25 27 Beaufort 0 27 33 Beaufort MC 0 179 182 Castlemaine 0 59 80 Craigieburn (Hume) 0 123 131 Cranbourne 9 1259 1384 Daylesford 0 59 68 Diamond Creek 7 807 812 Footscray 0 NA NA Geelong 0 75 83 Hamilton 10 90 102 Hastings 0 51 55 Hasting M/cycle 12 NA NA Horsham 0 40 40 Keilor Downs 0 43 48 Kyabram 2 41 69 Lavers Hill 3 NA NA Macedon Ranges 0 48 54 Maryborough 7 440 450 Mildura 4 171 247 Mill Park (Epping) 0 44 54 Mooroopna 11 194 205 Monbulk 5 628 629 Mornington 8 109 123 Pakenham 4 145 162 Narre / Berwick 10 342 361 Nhill 0 62 63 Portland 10 72 73 Preston / Darebin 10 211 223 Rosebud 0 47 53 Sunbury 5 121 133 Tatura 0 NA NA Toora (Foster) 0 32 42 VBLSC 0 Yarra 1 63 74 Wangaratta 0 31 33 Warrnambool 1 68 78 Williamstown 9 138 144 Wodonga 0 34 50 Wonthaggi 9 183 212 YANG (Stawell) 0 NA NA

TOTAL EVENTS 152 6976 7542

Up 566

Website Registrations No. February 200

• The website has gone live and is doing very well. Registrations are increasing. This week that has mainly been due to photos only being available on the website for Cranbourne.

• Competition still running for the iPad Mini, this will close on the 31st of March. • Flyers have been sent to branches advertising the comp. • Refining things on the website as we go along. Ed from Country Wide has done a great job

and has been very supportive and accommodating to my requests. • I have been encouraging the branches to take photos so we can load them on the website

regularly.

IYAM Swan Hill Key Contacts:

Deborah Quinn, Youth Connections Coordinator Swan Hill

E: dquin@smgt.com.au M: 0408 069 383 W: 5032 3781

LSC Andrew Downes, YRO Swan Hill Police

E: andrew.downes@police.vic.gov.au M: 0419 127 031 W: 5036 1656

Nathalie Wainwright, Project Officer, Crime Prevention Section, AGO

E: Nathalie.Wainwright@ag.gov.au W: (02) 6141 4573

Updated 17.02.2014

• MOU between Victoria Blue Light and Swan Hill Community signed, initialled and returned by all parties

• Still waiting on official Deed of Variation to be completed & returned from AGO • Graham Blair transferred $27,979 to Swan Hill Bendigo Bank account on Wednesday 12th

February

• Steering Committee set up and meeting weekly (5/02; 13/02; 18/02)

• Advertising material has been drawn up and sent round by Steering Committee members and community networks. List of 25 names received – waiting on completed referral forms to be returned; home visits to community also taking place. Looking to cut off at 15 participants (if more than this, will have an assessment process)

• Have a list of 10 potential mentors. Hoping to finalise 5 Indigenous mentors/elders to be regularly involved in the weekly workshops as well as camps

• Pre & Post Participant Survey RE: Attitude towards police (based on High Challenge survey) is being edited for participants to complete at Information Session

• Part Time Project Worker, Genna, has been appointed to work on IYAM alongside Deborah and Andrew. Will be looking to work approximately 15 hours weekly. Commenced work on Tuesday 11th Feb.

• Quest Camp @ Halls Gap booked for week 11th March: 3 day/2 night camp to begin the program

• Information Session for participants and their families to be held week beginning Monday 3rd March. Will include all staff, mentors, participants and their families, Guest speaker Indigenous local Comedian, community networks & local media. Will launch the program – give an overview of what to expect and what is expected of them; icebreakers & fun get to know you games

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Victorian Blue Light State Committee Treasurer's Report

24th

of February, 2014

Bendigo Bank Account

Opening Balance from Last Report 14/1/14 $ 194,024.98

Add Deposits to 21/02/14 +$ 28,084.09

Promotional/Clothing 0.00

Donations (Other) 9,250.00

Participation Levy 3,071.00

Interest 110.19

Affiliations 2014 550.00

Countrywide Austral 14,750.00

Petty Cash return 118.90

Aust Tax Office 234.00

Less CHQ Withdrawals to 21/02/14

-$ 78,405.89

13/01/14 457 Program Co-Ord $5,135.09 22,517.45

Program Co-Ord $9,732.36

International Yth Camp $7,650.00

31/01/14 Direct Wilson’s Parking 90.00

06/02/14 Direct K.Burns – Website Work 3,599.44

07/02/14 458 Cops-n-kids – Donation 6,000.00

09/02/14 459 Austbroker Insurance 17,720.00

11/02/14 460 IYAM Funding Swan Hill 27,979.00

12/02/14 461 Portland BL – Donation 500.00

Balance of Bendigo Bank @ 21/01/14

$ *140,541.18 Reconciliation of Statement (to 21/2/14) done by Quicken Program.*

LESS known Unpresented Cheques / Withdrawals to 21/02/14 -$ 4,167.41

16/02/14 462 Annual APRA (46 branches) 4,167.41

ADD known Deposits to 21/02/14 +$ 00

Balance of Bendigo Bank @ 21/02/14 from Treasurer’s Records Total $ 136,373.77

Chair Graham Blair

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Bendigo Bank Investment

Opening Balance $ 180,000.00

(Known) Balance in B.B. Investment 21/2/14 $ 180,000.00

Invested until August, 2014 Bendigo Bank Investments Total Balance $ 180,000.00

Approximate

GST Summary- $ 255.00 owed to ATO so far this quarter

Excess Levy (In case of claim) $25,000.00

Known Outstanding Debts @ 21/2/14 $0.00

Known Outstanding Income @ 21/2/14 $ 29,750.00

Countrywide Austral – Jul-Sep13 Quarterly Payment 5,000.00

Countrywide Austral – Oct-Dec13 Quarterly Payment 24,750.00

Debit Card Account (Operated by State & Program Co-Ordinators)

12/01/14 Balance from last month $ 1,396.24

15/01/14 142 Degani - Catering -97.90 1,298.34

18/01/14 143 Wilson Parking -36.00 1,262.34

23/01/14 144 Caltex – fuel -65.00 1,197.34

25/01/14 145 Wilson Parking -13.36 1,183.98

01/02/14 Debit Card Fee -3.00 1,180.98

01/02/14 Bank Interest +1.11 1,182.09

17/02/14 146 Coles – Fuel -20.00 1,162.09

Credit Held in Debit Card Account 24/02/14 $1,162.09

Treasurer: Graham Blair ………………..……………

Ratified at Meeting .............................. Chair: ……………………………….

VICTORIAN BLUE LIGHT YOUTH CAMP

OPERATION OVERVIEW FOR JANUARY/FEBUARY 2014

General

We have moved in and settled into our new home. Planted tomatoes which are now fruiting, they withstood the hot days. Natalie is at school and we are excited about starting the new year. We utilized the school holidays to do a lot of cleaning and maintenance. Stayz.com is getting a lot of interest and Easter is fully booked. We advertised on Seek.com for Kitchen Staff and found a part time cook who started working the 10th Feb and is going well. We have sourced other activities to include into our programs and this has offered more variety for repeat schools. This includes: Ride to the Emu Farm (we have a booking this month), Walk to the Maldon Museum, Walk to the Maldon Petting shop (a new shop in town with farm animals and a miniature horse that does tricks). Re-vamping our website which will launch in a few weeks.

Maintenance

We have removed a lot of dry timber and fire hazards (long grass, dead trees and weeds). Repaired the obstacle course and topped up the soft fall around the rock wall. Sourcing quotes to upgrade external security lighting. All fire stair emergency lighting has been checked. Fire alarm has been going off due to extreme hot weather, with minor repairs carried out.

Bookings

4 weeks of school Holidays Frankston Basketball stayed Australia day week-end for the seventh year running. 1x Bendigo Bank PD overnight stay self-catering Feb (50 Adults) 1x community day group Feb (41 Children) 3x School Bookings for the month of Feb (148 Children) 1x Wedding weekend catering for 130 guests (Laurelin and Cameron ) 1x Community group part catering Feb (30 Adults) 1x school postponed their camp until term 3 ( 100 children)

Katie Holman

Camp Manager