Minutes of the Shoalhaven City Mayor’s Relief Fund
Meeting Date: Tuesday,
16 August 2022
Location: Jervis
Bay Rooms, City Administrative Centre, Bridge Road, Nowra
Time: 5.08pm
The following members
were present:
Mayor Amanda Findley -
Chairperson
Clr John Kotlash -
Remotely
Clr Matthew Norris
Clr Paul Ell - Remotely
Clr Evan Christen
Clr Patricia White
Clr John Wells
Clr Greg Watson -
Remotely
Clr Mark Kitchener
Clr Tonia Gray
Mr Peter Dover - SALT
Mr Stephen Dunshea -
Chief Executive Officer
Mr Kevin Voegt - Director
City Performance
Others present:
Mr Michael Paine –
Community Connections
Ms Debra Webb –
Reporting and Controls Manager
Ms Sara McMahon –
Business Assurance & Risk Manager
Mr Johnathon Hill –
Rural Fire Service
The Mayor opened the
meeting and gave an acknowledgement to Country.
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Apologies / Leave of
Absence
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No apologies were
received from members.
Note: Robert Horner
– Executive Manager and Jane Lewis – Director City Lifestyles are
apologies for this meeting.
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Confirmation of the
Minutes
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RESOLVED (Clr White / Clr Watson)
That the Minutes of the
Shoalhaven City Mayor’s Relief Fund held on Monday 20 September 2021 be
confirmed.
CARRIED
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Nil
Reports
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MR22.1 Mayors Relief Fund
Financial Statements to 30 June 2022
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HPERM Ref: D22/279125
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The
Mayor addressed the meeting and advised that it is noted in the report that
there are leftover funds (equity) in the Mayors Relief Fund (MRF) budget. The
Mayor also noted that she is aware of a few people who were impacted by the
Currowan fire who have only recently received their recommendations from
their insurance companies, so there may be reason for them to call on the
fund for some assistance going forward.
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Recommendation (Item to be determined under
delegated authority)
That the Financial Statements to 30 June 2022 for the
Mayor’s Relief Fund be received for information.
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RESOLVED (Clr Norris / Clr Wells)
That the Financial Statements to 30 June 2022 for the
Mayor’s Relief Fund be received for information.
CARRIED
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MR22.2 Mayors Relief Fund
Policy
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HPERM Ref: D22/279735
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Ms
Sara McMahon – Business Assurance and Risk Manager addressed the
meeting and highlighted the amendments that have been made in the Policy,
noting the following:
· 3.2
o Provision
for Salt Care Shoalhaven Membership
o Removal
of Shoalhaven Minister’s Fraternal
· 3.8
– Provision for EFT payments as well as cheque
· 3.11
– Provision for the approval of payment of up to $500 by way of gift
card for more urgent assistance.
The
Mayor suggested that the MRF be able to co-opt membership as needed if there
were a specific group relating to a particular disaster, for example Treading
Lightly.
Ms
McMahon raised the question regarding voting rights for the Co-opted members.
Clr
Watson raised a question whether the rules (policy) need to be registered
with the Chief Secretaries Department given this is a charitable trust?
Ms
McMahon responded and advised that she would take that on notice and seek
advice.
Mr
Stephen Dunshea suggested that additional (non-voting) membership be co-opted
by invitation of the Chairperson on an as required basis for advice only.
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Recommendation (Item to be determined under
delegated authority)
That Council:
1. Adopt
the Mayors Relief Fund Rules (Policy) with the highlighted amendments as attached
to the report.
2. Acknowledge
that the Shoalhaven Minister’s Fraternal is no longer operational and
appoint a representative from SALT as a member of the Shoalhaven City Mayors
Relief Fund.
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RECOMMENDATION
(Clr White / Clr Norris)
That Council:
1. Adopt the Mayors Relief Fund Rules
(Policy) with the highlighted amendments as attached to the report.
2. Acknowledge that the Shoalhaven
Minister’s Fraternal is no longer operational and appoint a
representative from SALT as a member of the Shoalhaven City Mayors Relief
Fund.
3. Include the provision for
co-opting (non-voting) members by invitation of the Chairperson for advice
only.
CARRIED
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GENERAL BUSINESS
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MR22.3 Additional
Item - Appeal - Support Homelessness in the Shoalhaven
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Clr Wells raised
whether some kind of support for rough sleepers could be provided.
Peter Dover - SALT
advised that there is a significant number of people and families on their
waiting list.
The Mayor suggested
running an appeal for rough sleepers.
Mr Michael Paine
suggested that this be raised at the next Homelessness Taskforce Shoalhaven
(HTS) meeting of 1 September 2022 to seek their feedback and thoughts on how
this appeal may roll out.
The Mayor responded and
requested that Mr Paine submit a report to the Business Paper for the next
HTS meeting.
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RESOLVED (Clr White / Clr
Christen)
That:
1. Council conduct an appeal to
support services for the homeless in the Shoalhaven including:
a. Establish an online platform for
receiving funds
b. A communications plan
c. Formulating a process for
distribution of funds
2. The appeal (in part 1) be raised
at the next Homelessness Taskforce Shoalhaven meeting scheduled for 1
September to seek their feedback & thoughts on how this appeal may roll
out.
3. A further report to the Mayors
Relief Fund be received outlining how the funds will be expended.
CARRIED
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There being no further
business, the meeting concluded, the time being 5.39pm.
Mayor Amanda Findley
CHAIRPERSON
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Shoalhaven City
Mayor’s Relief Fund – Thursday 23 February 2023
Page
1
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MR23.1 SALT
Ministries - Safe Shelter Shoalhaven - Expenditure of Mayoral Relief Fund
HPERM Ref: D23/8008
Department: Business
Assurance & Risk
Approver: Kevin
Voegt, Director - City Performance
Attachments: 1. Letter
Requesting Emergency Funding - Safe Shelter Shoalhaven - SALT Ministries ⇩
Reason for Report
In accordance with the
Shoalhaven City Mayor’s Relief Fund Rules, Accounts shall be presented
and passed for payment at a meeting of the Committee, provided that in case of
emergency the Chairperson and Secretary, after consulting as many members as
possible, may authorise a payment and submit it to the next meeting of the
Committee for confirmation. This report is submitted to confirm the
expenditure of funds in emergency.
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Recommendation (Item to be determined under delegated authority)
That the Shoalhaven City
Mayor’s Relief Fund Committee confirm the expenditure of $20,000 to
SALT Ministries to continue the operation of the Safe Shelter Shoalhaven as
an immediate and interim step to allow the shelter to remain open for four
weeks while more funding and support was sought from the State and Federal
Governments.
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Options
1. As recommended
Implications: the funds will be reconciled and
confirmed by the Committee
2. An alternative
recommendation
Implications: unknown
Background
On the 19 October 2022, the
Mayor received an urgent request from SALT Ministries (attached) advising of
the closure of the Safe Shelter Shoalhaven due to lack of funding.
As an immediate and interim step to keep the shelter open
for four weeks while more funding and support was sought from the State and
Federal Government, support and committee consensus was then sought to release
$20,000 from the Mayors Relief Fund due to the current homelessness and housing
crisis.
Policy Implications
The Rules of the Committee
state:
Accounts shall be presented
and passed for payment at a meeting of the Committee, provided that in case of
emergency the Chairperson and Secretary, after consulting as many members as
possible, may authorise a payment and submit it to the next meeting of the
Committee for confirmation. All accounts shall be paid by EFT or cheque.
The management of the fund
shall be vested in the Shoalhaven City Mayor’s Relief Fund Committee.
Membership of the committee shall consist of:
· The
Mayor of the Shoalhaven City Council (Chairperson)
· The
CEO of the Shoalhaven City Council (or his nominee) to act as Secretary
This was deemed to be an emergency case as SALT Ministries
advised of the closure of the Safe Shelter Shoalhaven due to lack of funding
further impacted by the current homelessness and housing crisis.
Consensus was sought from the Mayor via email 19 October
2022 to all Councillors, CEO and CEO’s Nominee (Kevin Voegt), and SES
Member – Adam Carney and RFS Member – Jonathon Hill. It was noted that
Peter Dover from SALT Ministries was unable to vote on the matter due to the
conflict of interest.
There were no votes registered against and 10 votes received
in favour. It was determined consensus was reached and in accordance with the
rules being, after consulting as many members as possible, as the email
was also followed up with phone calls and SMS messages to those who had not yet
responded.
Financial Implications
The balance of the fund was
$107,000 of which $70,000 was funding accumulated prior to the 2019/20 bushfire
relief donation campaign. The pre-bushfire funds were accessed for this immediate
relief.
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Shoalhaven City
Mayor’s Relief Fund – Thursday 23 February 2023
Page
1
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MR23.3 Mayoral
Relief Fund For Homelessness Proposal
HPERM Ref: D23/11430
Department: Community
Connections
Approver: Jane
Lewis, Director - City Lifestyles
Reason for Report
This reason for this report is
to seek the final approval of the Mayoral Relief Fund appeal and funding
allocation pathways by the Mayoral Relief Fund Committee
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Recommendation
(Item to be determined under delegated authority)
That the Mayoral Relief Fund
Committee:
1. Receive
an update on the Mayoral Relief Fund Appeal for Homelessness as detailed in
the report.
2. Endorse
the proposed Mayoral Relief Fund Appeal campaign and allocation of funds
being:
a. The
first $15,000 of the funds raised will be allocated towards the creation of
500 crisis ‘care packs’.
b. Any
funds over $15,000 (and up to $40,000) will be distributed evenly to provide
crisis/relief support to community members in need.
c. After
the first $40,000 of funds raised are allocated, further funds will be
available to service providers throughout Shoalhaven via an EOI process for
relief/crisis initiatives.
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Options
1. The Mayoral Relief Fund Committee endorse the proposed
Mayoral Relief Fund Appeal campaign and allocation of funds as detailed in the
report
Implications: The Mayoral
Relief Fund Committee receive the information and support the Mayoral Relief
Fund Appeal for homelessness as outlined in the report
2. The Mayoral Relief Fund Committee provide
an alternative recommendation
Implications: The Mayoral Relief Fund Committee do
not accept the recommendation as written and provide an alternative
recommendation
Background
During the Shoalhaven City
Council’s Mayoral Relief Fund meeting on 16 August 2022 the following
resolution was made:
That:
1. Council
conduct an appeal to support services for the homeless in the Shoalhaven
including:
a. Establish
an online platform for receiving funds
b. A
communications plan
c. Formulating
a process for distribution of funds
2. The
appeal (in part 1) be raised at the next Homelessness Taskforce Shoalhaven
meeting scheduled for 1 September to seek their feedback & thoughts on how
this appeal may roll out.
3. A
further report to the Mayors Relief Fund be received outlining how the funds
will be expended.
At the following Homelessness
Taskforce Shoalhaven (HTS) meeting held on 1 September 2022 a resolution was
made to endorse the proposal for the Mayors Relief Fund for Homelessness in the
Shoalhaven. It was resolved:
That the Homelessness
Taskforce:
1. Receive the Mayors Relief Fund for
Homelessness in Shoalhaven report for information
2. Endorse the proposal for the Mayors
Relief Fund for Homelessness in the Shoalhaven. This proposal will consist of
two components:
a. Conduct a community wide appeal for
monetary donations to the Mayoral Relief Fund for Homelessness, and
b. Administer a funding program to
provide quick access funding for the Shoalhaven community to support
initiatives that assist people who are, or are at risk of, experiencing homelessness
This report outlines the proposed model for this appeal and
seeks Mayoral Relief Fund Committee endorsement of the proposed Mayoral Relief
Fund Appeal campaign and allocation of funds.
Following the above resolution an internal meeting took
place that included staff from the Mayor’s office, Community Connections
Team, Media and Communications, Business Assurance and Risk and Finance
Departments.
The model has been presented to the Homelessness Taskforce
Shoalhaven who endorsed the model for presentation to the Mayoral Relief Fund
Committee at its meeting of 9 February 2023.
The proposed model for the Mayoral Relief Fund Appeal is
outlined below:
Name of appeal
The Thrive Together Fair takes place annually in August,
leading up to this, a donations drive is conducted during June and July to
collect donations from the community to provide dignity packs for attendees at
the Fair.
Due to concerns that having consecutive fundraising
campaigns may cause compassion fatigue amongst the community the Thrive
Together Fair and Dignity Drive will sit within an umbrella campaign referred
to as ‘The Year to Thrive Together’.
There will be several elements that sit within The Year to
Thrive Together Campaign, including:
· The Mayoral
Relief Fund
· Donation
drive for Thrive Together Fair ‘Care Packs’
· Call out for
stallholders to get involved in the Thrive Together Fair, and
· The Thrive
Together Fair event
Through the Mayoral Relief Fund and Care Pack Donation Drive
community and businesses will have the option of providing monetary or goods
donations.
Timeframe
The Mayoral Relief Fundraising campaign began on 30 January
and will end on the 27 March 2023.
Campaign Promotion
Shoalhaven City Council’s Communication and Media Team
will manage the promotion of the fundraising campaign. The campaign will be
promoted to community members through a media release, and social media and
community radio advertising.
The HTS members are encouraged to share the media release
through their website and social media channels.
In addition, a letter from the Mayor of Shoalhaven City
Council will be directed towards local businesses to encourage monetary and
goods donations to the appeal.
Distribution of funds
There are three proposed options for distributing funds to
community following closure of the appeal. These will be contingent on the
funds raised throughout the appeal and are outlined below:
Funding raised: $15,000 or less:
The first $15,000 of the funds raised will be allocated
towards the creation of 500 crisis ‘care packs’ that will be given
away to attendees of the Thrive Together Fair 2023 (The Fair). As high attendee
numbers are expected at The Fair funds will be used to supplement the goods
donations received through the ‘Give Dignity This Winter’ campaign
and ensure that 500 dignity packs are available for distribution. Organisers
will ensure methods are put in place for equitable distribution of the Care
Packs to all attendees.
Funding raised: Between $15,000 to $40,000:
After the first $15,000 of funds raised are allocated for
the Thrive Together Fair, any funds over $15,000 (and up to $40,000) will be distributed
evenly to provide crisis/relief support to community members in need.
Three eligible organisations representing North, Central and
South Shoalhaven will be selected through an Expression of Interest (EOI)
process to distribute funds according to set criteria. To be eligible to
receive funding these organisations must be accessible to a broad cross-section
of the community.
Funding Raised: Above $40,000:
After the first $40,000 of funds raised are allocated,
further funds will be available to service providers throughout Shoalhaven via
an EOI process for relief/crisis initiatives.
Services can apply for funding for relief/crisis response
initiatives outside of business-as-usual funding/service provision to provide
additional support to those in need in community. Individual community members
can also request funding through these service providers for relief support.
Funding allocation criteria
It is recommended that funds
above $15,000 can be used by service providers to assist community members who
request support for any of the following reasons:
· Temporary/emergency
accommodation including hotel rooms and showground bookings
· Rental bonds
· Emergency
rent payments
· Emergency
utility bills
· Grocery or
food vouchers
· Assistance
for rough sleepers, including tents, bedding, and clothing
· Caravan or
car registration or towing
· Medical bills
not subsided under Medicare, including non-bulk billing psychiatrist
appointments which may be necessary for NDIS assessments
· Transport costs,
including taxi vouchers and petrol vouchers
· Repairs or
replacements for essential home or vehicle needs i.e., fridges, ovens, air
conditioning, washing machines, blocked drains
· Veterinarian
bills
Eligibility
· Funds will be
accessible to any individuals residing in the Shoalhaven LGA; many rough
sleepers and people staying at Showgrounds cannot prove their residential
status so will not be required to provide evidence of residential status or
address
· In addition,
bank and/or Centrelink statements will not be required in order to access
support as these requirements can be hindrances to people in crisis
· Service
providers are not required to follow their usual processes to determine need.
Community who requests financial support that meets the funding allocation
criteria are eligible to receive funds. Service providers are responsible for
ensuring the funds are spent in a fair and equitable manner
· Individuals
and households may access funding more than once, as needed
Expression of Interest
To distribute funds via options two or three, as outlined
above, an EOI will be run for service providers to apply for funding.
The applications will be reviewed by a panel that will
include the Mayor of Shoalhaven City Council, a Council staff member from the
Community Connections Team, Governance Coordinator, and an independent panel
member from the Homelessness Taskforce.
This independent panel member will not be associated with
any agency that may be applying for funding through the Mayoral Relief Fund and
will be required to declare any conflict-of-interest prior.
Community
Engagement
Feedback has been sought from the
Shoalhaven Homelessness Taskforce service provider members and organisational
representatives on how local service providers are best able to receive and
distribute funding.
