community wellbeing recovery sub committee covid-19 ... · 9 april 2020 page 3 of 15 dear member ....

Community Wellbeing Recovery Sub Committee

COVID-19 Minutes

Thursday, 9 April 2020

10.4.3 - attachment 3

Ordinary Council Meeting - 18 May 2020

of 7

Reference: E20/4409 © Shire of Serpentine Jarrahdale 2020

Minutes – Community Wellbeing Recovery Sub- Committee – 9 April 2020

Page 2 of 15

Table of Contents

1. Attendances and Apologies ......................................................................................................... 4

2. Minutes from the Last Meeting – 3 April 2020 ............................................................................. 4

3. Sub Committee Objectives ........................................................................................................... 5

4. Recovery Values and Principles .................................................................................................. 5

5. Purpose of this Meeting ................................................................................................................ 6

6. “Helping Hands SJ” Project Update ............................................................................................ 6

7. Other Agenda Items ...................................................................................................................... 8

7a. Community Organisations’ Role ............................................................................................. 8

7b. The involvement of Residents Associations’ and other organisations ..................................... 9

7c. Managing offers of help from the community ........................................................................ 10

7d. Community Mental Health and COVID-19 Grants ................................................................ 11

8. Round Table ................................................................................................................................ 11

9. Status Updates ............................................................................................................................ 13

8. Local Recovery Coordination Group (LRCG) ............................................................................ 15

9. Next Meeting ................................................................................................................................ 15

10. Close ............................................................................................................................................ 15



of 7



Page 3 of 15

Dear Member

Thank you for joining us for the Community Wellbeing Recovery Sub-Committee meeting for the Shire of Serpentine Jarrahdale on Thursday, 9 April 2020.

Tracey Johnson Chair Manager Community Development 9 April 2020



of 7



Page 4 of 15

Minutes

1. Attendances and Apologies

Attendance

Tracey Johnson Chair, Manager Community Development

Helen Sarcich Deputy CEO/ Director Community Services

Lisa Keys Manager Library Services

Sarah Farrance Coordinator Community Development

Jason Parker Coordinator Sport and Recreation

Matt Sargeson Coordinator Environmental Health

Deidre Baker Digital Communications Officer

Asha Kalai Environmental Health Trainee/Technician

Janice Ferguson Community Safety Officer

Ryan Hamblion Senior District Services Officer - Department of Communities

Don Warner Byford Baptist Church

Karen Edmeades Resilience and Recovery Coordinator - Red Cross

Kristie Tonkin Peel Development Commission

Nicole Little Manager SJ Community Recreation Centre (YMCA)

Amy B Alyssa Hayden’s Office

Aimee Sealy Shire Administration Support – PA to Director Corporate Services

Apologies

Michelle Lennon Community Capacity Building – LAC, South Perth / Armadale / Serpentine and Jarrahdale

Brian Owston Coordinator Community Safety

2. Minutes from the Last Meeting – 3 April 2020

Confirmed



of 7



Page 5 of 15

3. Sub Committee Objectives • Provide advice and guidance assisting in restoration and strengthening of community

wellbeing during and post event. • Facilitate understanding of needs of impacted community in relation to community

wellbeing. • Ensure the affected community is informed and involved in recovery processes so

actions and programs match their needs. • Assess and recommend short, medium and long-term priority areas to SoSJ for

consideration to assist in restoration and strengthening of community wellbeing. • Assess the requirement for personal support services in the short, medium and long

term. • Facilitates resources (financial and human) as required to complement/assist existing

local services. • Monitors progress of local personal service providers and receives regular progress

reports from agencies involved.

4. Recovery Values and Principles Our Recovery Values: 1. Always consider consequences of actions ensuring NO HARM to affected

communities. 2. Always provide LEADERSHIP for our community. 3. Recognise our key role is to foster COLLABORATION between partner agencies,

community and Council. 4. EMPOWERING individuals and groups to effectively carry out recovery activities. 5. ACT as quickly as possible, however planning for the LONG TERM in consideration of

value 1. 6. Consideration for TRANSITION to normal services will be part of Recovery Long Term

Strategy. 7. CAPTURING lessons learnt for provision of capacity building and resilience.

Our Recovery Principles: • Understanding the CONTEXT

• Recognising COMPLEXITY • Using COMMUNITY LED approaches • COORDINATE all activities • COMMUNICATE effectively • Build CAPACITY



of 7



Page 6 of 15

5. Purpose of this Meeting The purpose of this meeting is to:

• Review and provide feedback on the Helping Hands SJ – Project so far; • Discuss the role that community organisations will play; • Ascertain the possible involvement of residents associations’ and organisations such

as St. Vincent de Paul and Probus; • Consider other ways of involving volunteers and expressions of help; and • To provide status updates from our previous meeting.

6. “Helping Hands SJ” Project Update

Phase One

• Reached out to community contacts such as Byford Baptist Church, Alyssa Hayden’s Office, FinuCare, St Vincent de Paul, Rotary Club of Byford and Districts, multiple Residents’ Associations – Jarrahdale, Byford, Mundijong, and Serpentine Park Homes.

• The most common issue is anxiety with more people starting to identify what they can do in a volunteer role, as opposed to finding out who is vulnerable.

• Created and updated a webpage on the Shire’s website. At this stage, we are only accepting referrals from people that need a helping hand. Look at taking volunteer details further down the track.

• Phase One has progressed well. Phase Two

• Phase Two will occur over the next couple of weeks.

• Capture and assess what is working and what is not working.

• Updating our help lines and information. The Department of Communities (Ryan Hamblion) provided an update yesterday. Help line is on the Shire’s website and was recently updated.

• Key tasks: - analyse the feedback; - government changes; - make any adjustments; - assess whether we need to go out and seek volunteers – we need to work out the

model first; and - Conduct a short training program for volunteers – what does that include?

Key Messages from Today’s Meeting

• Encourage people to take initiative to look after themselves and others within their community.

• The current waitlist for a new Police Clearance is 6-8 weeks. If volunteers already have a Police Clearance, they can sign up (e.g. Neighbourhood Watch).



of 7



Page 7 of 15

• Initially, accept volunteers who already possess a Police Clearance and/or Working with Children check. The second wave of volunteers can be those who still need to obtain those clearances.

• The Chair has written a process for volunteers which is currently with the Shire’s Human Resources department for review.

• Neighbourhood Watch has received approximately six requests for assistance, mainly for social contact. Some tasks included picking up mail from the post office. The service is working well. The feedback received is that the volunteers are quite surprised with how vulnerable people are feeling.

• Care for our volunteers is vital as we need to ensure that they are not over-exhausted with the demand from the community.

• Communications will continue to promote the “Helping Hands SJ” program via the Shire’s social networks after the Easter break.

• Telecross will be activated in WA in the near future. This service will alleviate the demand of the volunteers. Shire staff can also become volunteers for the community.

• Further discussions required with local residents asssociation and community networks.

• Emergency relief community donation is available to the amount of up to $5,000 for local not for profit organisations. If you know of any services, please let the Helen Sarcich, Deputy CEO/Director Community Services know. The organisation will be required to demonstrate that they are responding directly as a result of COVID-19.

“Helping Hands SJ” Actions

Update

Action Chair, Manager Community Development (Tracey Johnson) and Coordinator Community Development (Sarah Farrance)

Liaise with Tom Hoyer from Rotary Club of Byford and Districts

Progressed

Action Chair, Manager Community Development (Tracey Johnson)

Develop a Volunteer Registration Pack and a Volunteer Training Model ensuring that we protect both the volunteers and our community.

Commenced – waiting for sign off

Action Coordinator Community Development (Sarah Farrance)

Make contact with IGA as a community member in Jarrahdale couldn’t get through to them when they tried to phone to place a pickup order.

Completed – IGA Byford only. Janice to make contact with IGA Mundijong



of 7



Page 8 of 15

Update

IGA Serpentine are willing to participate.

Action Deputy CEO / Director Community Services (Helen Sarcich)

Raise this as an advocacy issue at a state level at recovery meeting this afternoon.

There wasn’t an opportunity at last week’s meeting to raise this issue. Will be raised at a future meeting.

7. Other Agenda Items

7a. Community Organisations’ Role Alyssa Hayden’s Office

• Has made contact with over 2,000 people in the over 70s age population within the Shire and surrounding areas. The vast majority of people are doing okay with them have family to support them. A small amount of people want to be checked on sporadically. Two staff members obtain Police Clearances. There are mobile teams who call in every fortnight, and response teams who deal with action requests i.e. picking up groceries and running errands. Ensuring that the volunteers are not burnt out, ensuring that the volunteers themselves are having their needs met. Community members in the under 70s age bracket are being directed to the Shire’s “Helping Hands SJ” program.

Byford Baptist Church

• Byford Free Food Market is going well. Numbers are up from last week with over 90 families requiring assistance today.

• A further $5,000 funding was received from the Shire. This money will be used to restock supplies.

• Current hours of operation are Thursday from approximately 10.30am – 12.30pm. Looking at increasing the opening times to cater for the increase in numbers.

• Would like to establish “Area Coordinators” whereby, for example, 1-2 volunteers would be the contact for say, Jarrahdale. People requiring assistance would contact the Area Coordinator who would pick up their food supplies for them and drop them off. This would alleviate the number of people visiting the Church and would assist the community in a better way.

• Second Bite emailed Don. They have an oversupply of food as they had to cease operation and are happy to donate to the church. Don spoke to Mary from SJ Food and Farm Alliance who will be sourcing from fresh fruit and vegetables.



of 7



Page 9 of 15

Red Cross

• The Red Cross has some wellbeing practices which are available for our volunteers. Karen can assist the Shire if advice is required.

• Online training and webinar will be available in the next few days. Karen will share with the Shire who can then pass on this information to local organisations such as the Byford Baptist Church.

Update

Action Coordinator Environmental Health (Matt Sargeson)

Create a Volunteer Procedure Manual using the latest Department of Health advice. This will be a working document. Timeframe: early next week

Commenced.

Action All

Provide further suggestions and feedback regarding this model. Timeframe: early next week

Commenced

Action All

Develop a protocol in relation to human contact – i.e. standing at the front gate or similar to have a conversation with someone ensuring that the social distance rules are maintained.

Not commenced

7b. The involvement of Residents Associations’ and other organisations

Residents Associations and other community organisations have direct contact with their local community and therefore offer great insights into how people are feeling and any local initiatives. There is a potential role for residents associations:

• Local point of contact for support for socially isolated;

• Will have willing volunteers at local level; • May be able to identify potentially socially isolated people in their community; and

• Can spread the message to the community fast. Update


Chair to liaise with Residents Associations.

Completed and allocated to a team member for ongoing communications.



of



Page 10 of 15

7c. Managing offers of help from the community The Shire can promote ways to make a difference within our local community by: 1) directing the payment of financial donations to the Byford Baptist Church (i.e.

Byford Free Food Market) and other local organisations by providing bank account details on the Shire’s website. Donors will then have the ability to decide where their money goes as opposed to being “suggested” by the Shire to donate to a certain organisation.

2) Promoting help your neighbours messages with different suggestions. Encourages the community to look after each other. Does not need to be government that is the helping hand.

Update


Liaise with FinuCare and other not-for-profit organisations to see if they would like to be involved. The Shire can then share their information with the community.

Model has been further explored. Yet to contact other agencies

Action Digital Communications Officer (Dee Baker)

Design some marketing around the above.

commenced

• Letterbox drop of flyer to residents Create a flyer that will include details of the “Helping Hands SJ” program, help lines and ways to get support. Volunteers to undertake a letterbox drop in their local area.

Update


Letterbox flyer suggestion is supported. Chair to obtain costings.

Content being developed. Discussion around the key messages


Place “Helping Hands SJ” advert in local paper

Quotes obtained. Content to still be creted



of



Page 11 of 15

7d. Community Mental Health and COVID-19 Grants The Metropolitan Suicide Prevention Coordinator network is offering seed funding of between $500 and $2000 to develop accessible activities, training and appropriate messaging to promote engagement, resilience, mental health and well-being in metropolitan Perth. All proposals must demonstrate compliance with current and relevant Federal and State COVID-19 guidelines. All funded activities must occur between Wednesday, 1 April and Wednesday, 30 September. The application guidelines and application form are available here. For more information contact the Suicide Prevention Coordinator.

Update


Include mandatory online training around mental health and suicide awareness and intervention as part of the Volunteer Pack.

Not commenced


The Shire to complete the grant application and apply for funding for one of the online training programs. This program could then be offered to all local community groups. Chair to obtain training programs costings. The funds can be paid for out of the Shire’s Recovery budget.

Application for funding commenced

8. Round Table Don Warner, Byford Baptist Church

The mental health of our community members is being shown in increasing numbers – particularly with the older members of the community. Suggested to promote positive messages to help reassure these people in these unprecedented times.

Kristie Tonkin, Peel Development Commission

Has the Shire been in communication with local schools in relation to the welfare of students during the school holidays? Sarah advised that the Shire’s Youth Development Officers have been in touch with the local schools and has not received any feedback relevant to COVID-19 however, they have been continuing their online engagement through Instagram, bridging the gap due to the closure of the drop in centre. Nicole Little advised that she will contact the local Health



https://asn.us3.list-manage.com/track/click?u=deaf6c84b27d6ba4ab394cdf0&id=dca63d2bff&e=28bc1d4f2f

mailto:[email protected]

of



Page 12 of 15

Department WA employee who works with the high school to see if she is still operating within the Shire. Nicole will also touch base with the case workers from Belmont to see what their processes are currently. Nicole will provide an update at our next meeting.

Lisa Keys, Manager Library Services

The library is continuing to provide their services to the community, providing prearranged pick up times for library resources. Books on Wheels are still operating for those who require the service.

Coordinator Environmental Health, Matt Sargeson

Progressing with the Volunteer Procedure Manual, capturing information from the Department of Health website. Matt would like the external members of this sub-committee to provide him with any information from their organisations that could be included and support this Manual. Please email Matt to pass on the information.

Karen Edmeades, Red Cross

Be mindful that there may be a bit of a community shift next week where many people will be unhappy that they are not able to celebrate the Easter Break with family and friends like they usually do. We may find that some may experience some upset and anger over the next week or two. The Red Cross has some wellbeing messages that Karen is happy to forward to the Byford Baptist Church to include in their food boxes. The Red Cross also has a Neighourhood card on their website that the Shire is free to utilise for the community.

Nicole Little, Manager SJ Community Recreation Centre (YMCA)

Once staff return to work, the YMCA may have the capacity for their staff to assist with the volunteer program. The YMCA also has the buses that can be utilised. All staff have current Working with Children checks.

Asha Kalai, Environmental Health Trainee/Technician

Progressing with the Health and Wellbeing Strategy which will include COVID-19 information.

Tracey Johnson, Manager Community Development

Work required surrounding the shared database. Due to privacy issues, it may be more practical for the Shire to pass on the information of vulnerable persons to the appropriate organisation who can assist.



https://www.redcross.org.au/getmedia/4e56da87-456e-4b2b-ba60-18035198752c/NeighbourCard-PUBLIC-A4.pdf

of



Page 13 of 15

9. Status Updates

Update

Action Community Safety Officer (Janice Ferguson)

Provide another layer of training for volunteers to be able to cope with more intense support for our community members

In progress


Use Shire staff as volunteers to make home deliveries using Shire vehicles. Can pick up packs from the Church and deliver as needed

Approved / waiting for model to be finalised


Make contact with some of the senior volunteer groups within the Shire to see how they are coping

Commenced Spoke with “SJ Seniors”. Nicole Little – Zumba Gold delivering classes online. Seniors have internet access but not tech savvy. Youth Officers to work on some "step by step” processes. Library staff can assist also.

Action All

Create a centralised point for referrals to be triaged so to ensure that vulnerable community members are not receiving multiple calls from multiple agencies / organisations.

Proposal developed for discussion

Action Digital Communications Officer (Deidre Baker)

Include a message on the Shire’s website advising that the Shire is putting together a list of community member who may need a helping hand. Be simple and clear as possible. Try not to duplicate information from other websites / agencies. Create a form using SurveyMonkey and upload onto the Shire’s website as per the Shire of Murray and the Shire of Capel. The completion of this form

Completed “Helping Hands SJ” is live on the Shire’s website. Posts have been uploaded on all of the Shire’s social media platforms. Communications to repeat the uploads to social media to keep the message current and at the top of news feeds.



of



Page 14 of 15

Update will enable us to capture the information of vulnerable community members. NOTE: Use a term like “helping hand” instead of “vulnerable” Timeframe: Within a day or two

Action All

Prioritise the list of community members’ needs into high, medium and low priorities (e.g like the City of Cockburn)

Process to be developed

Action All

Provide an information pack to volunteers to ensure that they are equipped with the correct information and resources to deliver to vulnerable community members

To be developed


Community help and wellbeing flyer – development, printing and distribution

To be developed


Provide Lotterywest and state funding grants information to local businesses, the community and not for profit organisations, advising them that if they require assistance with their applications, the Shire can help.

Not started

Action All

Develop the volunteer model. Timeframe: early next week

Commenced


Repurpose our Events board and other displays within the Shire with a “Stay Safe” message.

Not yet started – but task allocated


Provide hardcopies of the advertisement which will appear in the newspaper to be displayed on local noticeboards within the Shire.



of



Page 15 of 15

8. Local Recovery Coordination Group (LRCG) a. Key Updates from LRCG

• Nil

b. Recommendations to the LRCG

• Nil

9. Next Meeting

Friday 17 April 2020 at 1.00pm.

10. Close Meeting concluded at 2.06pm.




COVID-19 Minutes

Friday, 17 April 2020



of 7



Page 2 of 14

Table of Contents


2. Minutes from the Last Meeting – 9 April 2020 ............................................................................. 4





7. Other Agenda Items ...................................................................................................................... 6 7a. Byford Free Food Market Update ........................................................................................... 6

7b. Alyssa Hayden’s Office Update .............................................................................................. 7

7c. State Government Update ...................................................................................................... 7

7d. Grants Available ..................................................................................................................... 7

8. Round Table .................................................................................................................................. 8

9. Status Updates ............................................................................................................................ 10


11. Next Meeting ................................................................................................................................ 14

12. Close ............................................................................................................................................ 14



of 7



Page 3 of 14

Dear Member

Thank you for joining us for the Community Wellbeing Recovery Sub-Committee meeting for the Shire of Serpentine Jarrahdale on Friday, 17 April 2020.

Tracey Johnson Chair Manager Community Development 17 April 2020



of 7



Page 4 of 14

Minutes

1. Attendances and Apologies Attendance

Tracey Johnson Chair, Manager Community Development

Helen Sarcich Deputy CEO/ Director Community Services

Lisa Keys Manager Library Services








Kristie Tonkin Peel Development Commission


Hayden Alyssa Hayden’s Office

Anthony Pyle Community Capacity Builder, APM Communities

Aimee Sealy Shire Administration Support – PA to Director Corporate Services Apologies




2. Minutes from the Last Meeting – 9 April 2020 Confirmed



of 7



Page 5 of 14



wellbeing. • Ensure the affected community is informed and involved in recovery processes so actions

and programs match their needs. • Assess and recommend short, medium and long-term priority areas to SoSJ for

consideration to assist in restoration and strengthening of community wellbeing. • Assess the requirement for personal support services in the short, medium and long term. • Facilitates resources (financial and human) as required to complement/assist existing



4. Recovery Values and Principles Our Recovery Values: 1. Always consider consequences of actions ensuring NO HARM to affected communities. 2. Always provide LEADERSHIP for our community. 3. Recognise our key role is to foster COLLABORATION between partner agencies,








of 7



Page 6 of 14


• Review and provide feedback on the Helping Hands SJ – Project so far; • Discuss the role that community organisations will play; • Ascertain the possible involvement of residents associations’ and organisations such

as St. Vincent de Paul and Probus; • Consider other ways of involving volunteers and expressions of help; and • To provide status updates from our previous meeting.


• Update on referral numbers

• Promoting the project: - Social Media - Website - Newspaper Advertisement - Letter to concession holders are scheduled to be posted at the end of next week

• “Hello Neighbour” cards

• Referral processes

“Helping Hands SJ” Actions Update


Little Miss Squeezebox provides pop up entertainment for aged care residents and independent living

Find out the costs involved in this service. Costs to be expended from the Recovery Account as per Council resolution SCM082/04/20


7a. Byford Free Food Market Update

• Approximately 119 families visited the Byford Free Food Market yesterday 16 April 2020, with all stock being dispensed. The social distancing processes for volunteers has been improved, with volunteers being placed in zones e.g. fruit and veg, bakery etc.



of 7



Page 7 of 14

7b. Alyssa Hayden’s Office Update • Volunteers – both on the phone and in person – are conducting fortnightly checks

to approximately 380 elderly people from both inside and outside of the Shire. The feedback is that the call recipients are appreciative of the gesture and know that the community care.

7c. State Government Update

• COVID-19 hotline is now up and running.

• Any specific questions that the Shire receives in relation to disability, seniors or children can be emailed to Ryan Hamblion who will put them in contact with the appropriate organisations who can assist them.

7d. Grants Available

• Lotterywest - Lotterywest are offering funding in the recovery process. If you need a hand

applying, the Shire can assist.

• Mental Health training - The Shire will be applying for funding for tailor-made training that will assist

volunteers in dealing with community member distress over the phone. Once this funding is secured, it will be offered to all local community groups and organisations who can participate if they so wish.

- Red Cross An introduction to psychological first aid will be available to the Shire next week. There will two components to the training, being: a) A 90-minute online module; and b) A 90-minute to 2-hour webinar. There is a cost involved with this training.

- Passionate Lives & Aspect Mental Health The Shire has received quotes for online webinar-based training from both Passionate Lives and Aspect Mental Health.

Update


Submit application for funding through Metropolitan Suicide Prevention Coordinator network.



of 7



Page 8 of 14

8. Round Table

Committee Member Topics Raised

Helen Sarcich, Deputy CEO/ Director Community Services

• Mental health campaign was launched this week which provides another resource for the community.

• In the event that there are increases in homelessness we need to engage with the Department of Communities.

• Shire Rangers have been working with the local Police in assisting with instances of homelessness within the community and have been able to provide the appropriate support.

• Sharyn O’Neill has been appointed the State Recovery Controller.

• WA Police have seen an increase in family violence and mental health calls with a decrease in other areas however, a slight increase in commercial crime due to businesses being closed.

• The Department of Communities has advised the Shire to contact the COVID-19 hotline to register our concern in relation to shopping for people who are not online.

• Volunteering WA have 1,500 volunteers. The Shire is in the process of registering with Volunteering WA. Ascertain if there are any volunteers who reside within the Shire.

• Raised concerns re: Police Clearance timeline. Still being investigated.

Lisa Keys, Manager Library Services

• The library is functioning as usual. We received confirmation from the WA Police advising that we can still offer click and collect. Will speak to the Shire’s Communications Team in relation to promoting this community service.

• There is a public library state-wide meeting scheduled next week 21 April 2020. Hoping to have some further information in relation to lack of access to public computers. Helen advised that this matter has been raised to the State for consideration. This is a work in progress.

• Library staff are happy to assist with computer literacy. Information is available on our website or over the phone.

Sarah Farrance, Coordinator Community Development

• Contacting local community groups and promoting the Shire’s “Helping Hands SJ” program. The community groups are doing well in supporting each other.

• Passed on Don’s number to Laura Dunlop who is the YMCA Youth Engagement Manager. If Laura becomes aware of any families that are in need, to contact Don.



of 7



Page 9 of 14

Committee Member Topics Raised • Computer literacy – The Shire’s Youth Development Officers

are working with community groups and providing them with “how to” information.

• These “how to” information sheets will be uploaded to the Shire’s website in the near future.

Jason Parker, Coordinator Sport and Recreation

• Liaising with Inclusion Solutions in relation to providing webinars to sporting clubs and community groups.

• Making contact with Good Sports on Monday 20 April 2020 with regard to workshops or programs that they can provide to our sporting clubs and community groups.

Matt Sargeson, Coordinator Environmental Health

• Continuing service delivery as per normal. Started to report on the number and nature of enquiries being received from the community in terms of COVID-19 related issues.


• Setting the objectives for Health and Wellbeing Strategy. Promoting positive mental health and wellbeing which will be incorporated into the Strategy.

Don Warner, Byford Baptist Church

• Elderly members of the community are getting family support in using the internet.

Karen Edmeades, Resilience and Recovery Coordinator - Red Cross

• Invited to be a part of the State Welfare Emergency Committee. Will utilise this position as an opportunity to advocate the community needs.

• There are some essential guides on our website in relation to helping with online access, particularly for the elderly. The Shire is free to use this information for its community members.

Kristie Tonkin, Peel Development Commission

• Working with other RDC’s and Freight and Logistics Council to ensure that adequate food supplies are being delivered to regional IGAs.

• Attended a meeting yesterday, 16 April 2020 at the City of Mandurah. A WACOSS representative who asked all service providers and people who are providing support to the community to update their details on ER CONNECT to ensure that community members have one central space to find information.

• We can also help with people applying for grants e.g. Lotterywest.


• Provided Sarah with the details of the Health Nurse which was spoken about at our last meeting. There is still the option of providing a space for her at the SJ Rec Centre.



of



Page 10 of 14

Committee Member Topics Raised • Would like to collaborate with Asha in relation to live

streaming to the whole community, not just SJ Rec Centre members.

• Spoken with General Manager. As some staff are able to return to work, they can volunteer for the Shire within the community. All staff have current WWC checks.

Anythony Pyle, Community Capacity Building – LAC, South Perth / Armadale / Serpentine and Jarrahdale

• Delivery the NDIS is still progressing. Have moved predominately to phone meetings for people’s plan implementations. Trying to establish a peer to peer network over Skype. This will be for families in distressing situations where their services have stopped.

• If you know of anyone with an NDIS plan or a person with a disability, please refer them to us.

9. Status Updates

Update



In progress





Make contact with some of the senior community groups within the Shire to see how they are coping

Commenced Spoke with “SJ Seniors”. Nicole Little – Zumba Gold delivering classes online. Seniors have internet access but not tech savvy. Youth Officers to work on some "step by step” processes. Library staff can assist also.



of



Page 11 of 14

Update

Action All

Create a centralised point for referrals to be triaged to ensure that vulnerable community members are not receiving multiple calls from multiple agencies / organisations.

Completed

Action All



Action All


To be developed


Community help and wellbeing flyer – development, printing and distribution

Completed



Commenced

Action All

Develop the volunteer model. Timeframe: early next week, week beginning 20 April 2020

Commenced



Not yet started – but task allocated



Going in the paper on Thursday 23 April 2020



of



Page 12 of 14

Update


Create a Volunteer Procedure Manual using the latest Department of Health advice. This will be a working document.

Commenced. Draft document has been added to the Teams group Please provide feedback

Action All

Provide further suggestions and feedback regarding this model. Timeframe: early next week, week beginning 20 April 2020

Commenced

Action All


Not commenced


Liaise with FinuCare and other not-for-profit organisations to see if they would like to be involved. The Shire can then share their information with the community in relation to financial donations.




Commenced



Content being developed. Discussion around the key messages



Quotes obtained. Content to still be created



of



Page 13 of 14

Update



Not commenced


The Shire to complete the “Community Mental Health and COVID-19 Grants” application and apply for funding for one of the online training programs. This program could then be offered to all local community groups. Chair to obtain training programs costings. The funds can be paid for out of the Shire’s Recovery budget.



Action Chair, Manager Community Development (Tracey Johnson) and Coordinator Community Development (Sarah Farrance)

Liaise with Tom Hoyer from Rotary Club of Byford and Districts

Complete





Contact IGA Mundijong in relation to pick up orders.

Complete. Unfortunately their eftpos system does not allow for payment without the physical card.



of



Page 14 of 14

Update



On hold until next meeting.

10. Local Recovery Coordination Group (LRCG)

a. Key Updates from LRCG

• Nil


• Nil

11. Next Meeting

Friday 24 April 2020 at 1.00pm. Lisa Keys will Chair the meeting as Tracey is on leave.





COVID-19 Minutes

Friday, 24 April 2020



of 7



Page 2 of 13

Table of Contents


2. Minutes from the Last Meeting – 17 April 2020 ........................................................................... 4





7. Other Agenda Items ...................................................................................................................... 7 7a. Byford Free Food Market Update ........................................................................................... 7

7b. Alyssa Hayden’s Office Update .............................................................................................. 7

7c. State Government Update ...................................................................................................... 7

7d. Grants Available ..................................................................................................................... 8

8. Status Updates .............................................................................................................................. 8

9. Round Table ................................................................................................................................ 12


11. Next Meeting ................................................................................................................................ 13

12. Close ............................................................................................................................................ 13



of 7



Page 3 of 13

Dear Member

Thank you for joining us for the Community Wellbeing Recovery Sub-Committee meeting for the Shire of Serpentine Jarrahdale on Friday, 24 April 2020.

Lisa Keys Acting Chair Manager Library Services 24 April 2020



of 7



Page 4 of 13

Agenda 1. Attendances and Apologies

Attendance

Lisa Keys Acting Chair, Manager Library Services

Helen Sarcich Deputy CEO / Director Community Services







Michelle Lennon Community Capacity Building, APM Communities

Simone Hutton Peel Development Commission

Aimee Sealy Shire Administration Support – PA to Director Corporate Services

Apologies

Tracey Johnson Manager Community Development




Amy Blom Alyssa Hayden’s Office



2. Minutes from the Last Meeting – 17 April 2020

Confirmed



of 7



Page 5 of 13



wellbeing. • Ensure the affected community is informed and involved in recovery processes so actions

and programs match their needs. • Assess and recommend short, medium and long-term priority areas to SoSJ for

consideration to assist in restoration and strengthening of community wellbeing. • Assess the requirement for personal support services in the short, medium and long term. • Facilitates resources (financial and human) as required to complement/assist existing



4. Recovery Values and Principles Our Recovery Values: 1. Always consider consequences of actions ensuring NO HARM to affected communities. 2. Always provide LEADERSHIP for our community. 3. Recognise our key role is to foster COLLABORATION between partner agencies,








of 7



Page 6 of 13


• Review and provide feedback on the Helping Hands SJ – Project so far; • Discuss the role that community organisations will play; • Ascertain the possible involvement of residents associations’ and organisations such as

St. Vincent de Paul and Probus; • Consider other ways of involving volunteers and expressions of help; and • To provide status updates from our previous meeting.

It is to be noted that this year’s ANZAC Day commemorations may trigger some different emotions and outcomes within the community due to remembering the day differently than normal.


• One new referral from a lady in Serpentine who the Shire are assisting with her needs

• Eight (8) cases have been completed and we are keeping in touch with those people to make sure that they don’t need any further help

• Promoting the project: - Social Media posts have been running over the weekend - The Shire’s Community Development Officer, has been phoning the community

groups to promote “Helping Hands SJ”, checking that they are okay and asking them to share the project with their own networks

- Information is currently on our website with further updates next week surrounding community wellbeing messaging

- Newspaper Advertisement appeared in the Examiner newspaper on 23 April 2020

• “Hello Neighbour” flyers are due back from the printer on Tuesday 28 April 2020. The letter from the Shire president has been finalised so these will be posted next week. Further referrals are expected once these letters are received by the community.

• 100 flyers were delivered to the Byford Baptist Church to include in their food boxes

• Hand delivery of flyers to both the Serpentine Falls Tourist Village and Graceford Residential Aged Care, Byford.

“Helping Hands SJ” Actions

Update


Deliver flyers to medical centres and other medical providers (e.g. Byford Physiotherapy) to allow them to pass on this information to their clients.



of 7



Page 7 of 13


7a. Byford Free Food Market Update

• Numbers increased again this week with 144 families attending the Byford Free Food Market

• Oz Harvest broke the record with the biggest delivery of 900kgs to one site

• Had already provided 30 boxes by 10.30am

• Volunteers exhausted due to numbers

• Boxes provided a variety of products (bread, meat, fruit and veg, dairy)

• Lots of gratitude from the community

• Some ANZAC veterans turned up. They expressed that they are battling with the concept of no “normal” ANZAC Day commemorations

• Coles Byford are donating their banana boxes. Church volunteers are picking them up daily

• No further volunteers are needed at this stage however, if it continues for a long time, then possibly more “younger” volunteers will be required for the muscle power to help with the heavy lifting. Nicole expressed that YMCA staff that can help in that regard

The Shire President and Councillors have pre-recorded a short service video which will be on our website at 9.00am tomorrow morning. This has been promoted on our social media outlets. Interested members can click on the “interested” button to receive an alert.

7b. Alyssa Hayden’s Office Update

No representative from Alyssa Hayden’s Office attended the meeting today however, there was an article in this week’s Examiner newspaper on page 3 highlighting the work that the volunteers have been undertaking, making more than 2,300 calls to offer assistance to some of the community’s most vulnerable. (click here to view)

7c. State Government Update • No updates this week however, any specific questions that the Shire receives in

relation to disability, seniors or children can be emailed to Ryan Hamblion who will put them in contact with the appropriate organisations who can assist them.

• Helen advised that she attended the Department of Communities webinar this week whereby they talked about the state structure for responding to the State of Emergency. Will continue to update the sub-committee if there is anything of interest to the Shire.

• Ryan advised to continue to use the State Emergency Welfare Plan.



https://view.publitas.com/examiner-newspapers/serpentine-jarrahdale-examiner-newspapers-23rd-april-2020/page/4-5

https://semc.wa.gov.au/emergency-management/plans/state-support-plans/Documents/StateEmergencyWelfarePlan%28SEWP%29InterimFinalJune2016.pdf

of 7



Page 8 of 13

7d. Grants Available

• Mental Health training - The Shire is putting in a submission for funding for staff to receive training on

supporting members of the community who are experiencing hardship and difficulty. This submission has been finalised. The first round of training (webinar) will be interacting with staff then a recording of that will be made available to volunteers.

Update


Liaise with Don Warner, Byford Baptist Church, in relation to Synergy’s one-off account credit of $2,500 which is available to small businesses and charities. Click here to visit Synergy’s website to find out more.

8. Status Updates

Update



In progress





Make contact with some of the senior community groups within the Shire to see how they are coping

Commenced The Shire’s Community Development Officer, has been phoning the community groups to promote “Helping Hands SJ”, and will then move onto contacting the playgroups. The Shire’s Coordinator Sport and Recreation



https://www.synergy.net.au/Covid-19/Helping-you-in-your-business?pid=pro:Help%20for%20your%20business

of 7



Page 9 of 13

Update has been contacting the sporting clubs. Will they lose volunteers when things return to normal?

Action All



Action All


To be developed



Commenced

Action All

Develop the volunteer model. Timeframe: early next week, week beginning 20 April 2020

Commenced



Requires specific measurements of events boards and the messaging that we would like to include on the boards. Will liaise with Sarah Farrance



Completed


Create a Volunteer Procedure Manual using the latest Department of Health advice. This will be a working document.

Commenced. Draft document has been added to the Teams group Please provide feedback



of



Page 10 of 13

Update

Action All

Provide further suggestions and feedback regarding this model. Timeframe: early next week, week beginning 20 April 2020

Commenced

Action All


Not commenced


Liaise with FinuCare and other not-for-profit organisations to see if they would like to be involved. The Shire can then share their information with the community in relation to financial donations.




Commenced



• “Hello Neighbour” flyers are due back from the printer on Tuesday 28 April 2020. Will be posted next week.

• 100 flyers were delivered to the Byford Baptist Church to include in their food boxes

• Hand delivery of flyers to both the Serpentine Falls Tourist Village and Graceford Residential Aged Care, Byford.



Completed. Advert appeared in paper on 23 April 2020



of



Page 11 of 13

Update



Progressed


The Shire to complete the “Community Mental Health and COVID-19 Grants” application and apply for funding for one of the online training programs. This program could then be offered to all local community groups. Chair to obtain training programs costings. The funds can be paid for out of the Shire’s Recovery budget.



Submit application for funding through Metropolitan Suicide Prevention Coordinator network.

Progressed



Little Miss Squeezebox provides pop up entertainment for aged care residents and independent living

Find out the costs involved in this service. Costs to be expended from the Recovery Account as per Council resolution SCM082/04/20.

Progressed. Procurement process has commenced. To occur in the week commencing 4 May 2020.






On hold until next meeting.



of



Page 12 of 13

9. Round Table

Lisa Keys, Acting Chair, Manager Library Services

• Library continuing with click and collect, books on wheels and online reservations. Increasing the promotion of click and collect.

• Developing processes how we might consider the operational functions of the library when we reopen.

Helen Sarcich, Deputy CEO/ Director Community Services

• LRCG meeting held yesterday. The Shire President as Chair recognises and sends thanks to all involved in the sub-committee.

• Economic Recovery Sub-Committee have been working with Peel Development Commission, Business SJ and the Chamber of Commerce and Industry. As a group, they have been surveying business within the Shire to see how they are going. Trying to attract investors into the Shire to generate additional employment. Feedback received is that some have been hit with the restrictions but some are going well – i.e. agriculture, abattoir, stock feed, fruit and veg etc..

• Another update report will be presented to Council in May.

• Next stage is to plan for recovery options within the next two weeks. Will bring this information back to the sub-committees for their consideration.

Sarah Farrance, Coordinator Community Development

• Within the next week, Sarah will liaise with Nicole Little and Lisa Keys in relation to content contributions in relation to community wellbeing messages that will be shared via the Shire’s Facebook page.

Deidre Baker, Digital Communications Officer

• Approximately six posts have been shared on social media covering various subjects such as mental health support; and supporting local business.

• Will promote “Hello Neighbour” on social media on Sunday.

• Will liaise with Sarah Farrance in relation to the Events board messaging


• Refining the objectives and actions for Health and Wellbeing Strategy. Has sent the draft document to all Coordinators requesting any feedback that they may have.

Don Warner, Byford Baptist Church

• Progressing well, using the space and funding as best we can.

• May need to open the bigger space at the church if numbers continue to increase.

• Lisa to talk with Dee about placing a sign at the Church promoting Books on Wheels



of



Page 13 of 13

Simone Hutton, Peel Development Commission

Commended the Shire on doing a great job. Well done.


• Working on innovation with other Managers at the Centre. • Next week, YMCA will commence the filming of aerobics

classes. YMCA classes can be shared via Youtube and the like.

• Once these are complete, Nicole will liaise with Asha and Sarah about sharing these videos.

• Child care is still running with numbers increasing slightly. • School pickup service will resume next week.

Michelle Lennon, Community Capacity Building, APM Communities

• Changes for NDIS participants are as follows: - offers of 6 to 12 months extension of plans to continue with

supports; - phone based planning meetings; - plan implementation discussion over the phone; - face to face meeting only where completely necessary; - assistance being offered to connect to community

supports outside of paid supports. • Continuous Capacity Building projects are:

- APM offering Capacity Building workshops to Armadale Hospital clinical staff around access and reports;

- Building community interest groups in an online forum; and

- Valued Roles in Clubs playbook being developed. • Events are still postponed until restrictions are lifted.

10. Local Recovery Coordination Group (LRCG) a. Key Updates from LRCG

• Nil


• Nil

11. Next Meeting

Thursday 30 April 2020 at 2.00pm.


