Minor Committee Standard - City of Bayswater Descent Agenda 01052… · The Minutes of the Avon Descent Liaison Committee Meeting held on 30 August 2016 ... publications, one (1)

CITY OF BAYSWATER

AGENDA

FOR THE AVON DESCENT LIAISON COMMITTEE

MEETING

Commencing at 6:30pm

1 May 2017

AVON DESCENT LIAISON COMMITTEE AGENDA 1 MAY 2017

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AVON DESCENT LIAISON COMMITTEE AGENDA

TABLE OF CONTENTS

ITEM SUBJECT PAGE NO

ELECTION OF ACTING CHAIRPERSON 3

1. OFFICIAL OPENING 3

2. ATTENDANCE, APOLOGIES, LEAVE OF ABSENCE (PREVIOUSLY APPROVED) & ABSENCE 3

3. DELEGATED AUTHORITY BY COUNCIL 4

4. TERMS OF REFERENCE 4

5. DECLARATION OF INTEREST 5

6. CONFIRMATION OF MINUTES 5

7. DEPUTATIONS 5

8. BUSINESS 6

8.1 Avon Descent 2017 Update 6

9. CONFIDENTIAL ITEMS 24

10. GENERAL 24

11. NEXT MEETING 24

12. CLOSURE 24


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CITY OF BAYSWATER

Dear Members I have the pleasure in advising that the next meeting of the Avon Descent Liaison Committee will take place in the Committee Room, City of Bayswater Civic Centre, 61 Broun Avenue, Morley on Monday, 1 May 2017 commencing at 6:30pm. (Light refreshments will be served at 6:00pm) Yours sincerely CARISSA BYWATER ACTING CHIEF EXECUTIVE OFFICER 27 April 2017

AGENDA

ELECTION OF ACTING CHAIRPERSON

In accordance with section 5.12 of the Local Government Act 1995, the members of the Committee are to elect a Chairperson (presiding member) from amongst themselves.

1. OFFICIAL OPENING

2. ATTENDANCE, APOLOGIES, LEAVE OF ABSENCE (PREVIOUSLY APPROVED) & ABSENCE

Members Cr Barry McKenna Mayor Cr Catherine Ehrhardt Cr Chris Cornish Cr Sally Palmer Cr Dan Bull Officers Mr Darren Beltman A/Director Community Services Mr Jon Vines Manager Recreation Services Ms Stacey Connor-Brown Events Coordinator Observers Mr Kim Epton Chairman, NADA


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Apologies Cr Terry Kenyon, JP Leave of Absence Cr Alan Radford (from 1 April 2017 to 28 May 2017)

3. DELEGATED AUTHORITY BY COUNCIL

There are no items appearing in this agenda for which the Avon Descent Liaison Committee has been granted delegated authority by Council in accordance with section 5.23(1)(b) of the Local Government Act 1995 this meeting is closed to the Public.

4. TERMS OF REFERENCE

TERMS OF REFERENCE CITY OF BAYSWATER AVON DESCENT LIAISON COMMITTEE

The Committee: The name of the Committee shall be the City of Bayswater Avon Descent Liaison Committee (hereafter) referred to as the "Committee" in this document, appointed as an advisory Committee to the City of Bayswater Council in accordance with the provisions of the Local Government Act 1995 Sections 2.28, 5.9, 5.10 and 5.11. The City of Bayswater, in accordance with the Local Government Act 1995 will have the powers pertaining to these Terms of Reference to the City of Bayswater Avon Descent Liaison Committee as an appointed Committee of Council.

Definitions: "Council" - The City of Bayswater "Committee" - The City of Bayswater Avon Descent Liaison Committee

Purpose of Committee:

The Avon Descent Liaison Committee has input into the end of line finishing event and the Committee facilitates collaboration between the stakeholders.

Membership: The Committee shall consist of the following endorsed members for the term 21 October 2015 to 21 October 2017: (i) Cr Alan Radford; (ii) Cr Catherine Ehrhardt; (iii) Cr Chris Cornish; (iv) Cr Barry McKenna, Mayor, and (v) Cr Terry Kenyon, JP. In accordance with Section 5.11A of the Local Government Act 1995, all Councillors who are not members of the Avon Descent Liaison Committee be appointed as Deputy Members to that Committee for the term 21 October 2015 to 21 October 2017. If a Member is unable to attend a meeting, the order of appointment of the Deputy at that meeting will be based on: (i) Councillor of the same Ward as the Member of the Committee;

and


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TERMS OF REFERENCE CITY OF BAYSWATER AVON DESCENT LIAISON COMMITTEE

(ii) Length of Service. Non-Voting Members:

• Director Community Services; • Manager Recreation Services; • Events Coordinator; • Events Officers; • Parks Supervisor; • Senior Ranger; and • Coordinator Waste & Environmental Management.

Management: 1. The Chairperson is responsible for the proper conduct of the Committee.

2. The Committee has no delegated power and has no authority to implement its recommendations without approval of Council.

3. The Committee Minutes will be adopted by Council. Meetings: The Committee will meet as determined by the nominated Committee

Members at Avon Descent Liaison Committee, commencing at 6:30pm at the City of Bayswater, Civic Centre.

Liaison Officer: Events Coordinator or nominated officer.

5. DECLARATION OF INTEREST

Nil.

6. CONFIRMATION OF MINUTES

The Minutes of the Avon Descent Liaison Committee Meeting held on 30 August 2016 which have been distributed, are to be presented for confirmation as a true and correct record. Moved: Seconded:

7. DEPUTATIONS

Nil.


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8. BUSINESS

8.1 Avon Descent 2017 Update

Owner: Director Community Services Reporting Branch Recreation Services Responsible Directorate: Community Services

EXECUTIVE SUMMARY Application: • To consider Northam Avon Descent Association Sponsorship Agreement for the 2017 Avon

Descent.

• To provide an update on the 2017 Avon Descent Finish Line Family Fun Day. Key Issues: • Consideration for the sponsorship agreement between the City of Bayswater and NADA;

• Consideration for the 2017 event; and

• Consideration of an invitation for the City to participate in the Shire of Northam's Avon River Festival Street Parade 2017.

BACKGROUND The 2016 City of Bayswater Avon Descent Finish Line Family Fun Day was held on Sunday, 7 August 2016, at Riverside Gardens between 11:00am and 5:00pm. The event: • Welcomed and congratulated competitors of the Avon Descent over the finish line; and

• Provided a free day out for the local community, race spectators, support crews and competitors.

The City of Bayswater has been hosting the Avon Descent Finish Line Event for over 20 years via a contractual sponsorship agreement with the Northam Avon Descent Association (NADA). Other local Councils including City of Swan, City of Belmont, Shire of Northam and Shire of Toodyay, also promote community events to support the 'Avon Descent on the Water Race' as part of a regional approach coordinated by the East Metropolitan Regional Council (EMRC). The community events are held along the route of the race and are aimed at encouraging active community participation and involvement. The Avon Descent Race is traditionally held on the first weekend in August to coincide with the high water levels of the Avon River which are conducive to a safe and enjoyable race. The City of Bayswater Finish Line Family Fun Day event is a key component of the race and supporting community activities. Spectator figures over the past five years have varied between 3,000 to 7,000 patrons. These figures are reliant on two factors: 1. Water levels prior to the event. Should high water levels be recorded in the lead up to the

close of event registrations, there is usually an increase in competitors' entries to match. This in return increases the number of patrons at the City of Bayswater Avon Descent Family Fun Day. As support crew attendance figures increase - so too does overall event attendance, and;

2. Fine weather conditions on the day of the event. In the past four years the weather has been exceptional for winter, and it is noted that the weather is a major determining factor in the success of the event.


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The 2017 event is scheduled for Sunday, 6 August 2017 CONSULTATION Officers attend event planning meetings with both NADA and EMRC. ANALYSIS 2017 Avon Descent Race Event Overview A race overview will be presented by the board member/s and staff from Northam Avon Descent Association (NADA). • Kim Epton, Chairman, NADA 2017 City of Bayswater Finish Line Family Fun Day Event Overview Sponsorship Agreement - The City of Bayswater and Northam's Avon Descent Association A sponsorship agreement (Attachment 1) between the City and NADA is offered at $20,000 and entitles the City to manage the Finish Line Family Fun Day and enjoy a range of benefits such as permission to use the Avon Descent name, logo and naming rights of the Avon Descent Finish Line, advertising benefits including use of the City of Bayswater logo on Avon Descent publications, one (1) team entry into the race, opportunity to present medals, Scrutineering for public viewing, Canoe Trailer display, On-site event manager and six (6) invitations to the following functions: • Media Launch/Official Event Launch - NADA Event;

• Saturday Lunch - NADA event;

• Pre and Post Sponsors' meetings; and

• Race Start Breakfast - Shire of Northam event (subject to availability). The event is scheduled to take place within the 2017/18 budget period. To date no commitment has been made by Council to support the 2017 Avon Descent event. An allocation of $75,000 is proposed for the 2017 Avon Descent Family Fun Day in the 2017/18 budget. The sponsorship amount sought by NADA is $20,000. This is consistent with the 2016 approved sponsorship amount. It should be noted that Councillors, under Section 5.82 of the Local Government Act 1995, are obliged to declare receipt of event tickets, attendance at functions, any hospitality received while attending a function and any allowances used in relation to attendance, unless attending in an official capacity. EMRC Marketing Regional branding and design will be largely the same as the 2016 event marketing to promote brand recognition. • 2000+ Flyers will be produced for distribution across community outlets;

• Community newspaper advertisement to be run in local and regional papers;

• Two 5x6 strip advertisements in the Seven Days magazine;

• The primary radio station is intended to be Mix 94.5 with Nova running secondary regional adverts; and


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• Local regional radio to be included to air two weeks prior to the event to cover inland areas. Community Group Volunteer Opportunities The City has previously offered via an Expression of Interest the following Volunteer Opportunities in return for a modest honorarium: • Waste Management;

• Traffic Management;

• Overnight Security;

• Community Bar Operations and Management; and

• Craft Marquee.

Community Bar The committee may wish to consider if a community bar is an integral part of the Avon Descent Finish Line Family Fun Day. The 2016 community bar was managed by a commercial operator and did not present a significant return to the operator. In previous years the community bar has been managed and operated by local sporting clubs who retain all proceeds. Given the low demand and patronage within the community bar at the 2016 events and licensing / security requirements to ensure alcohol is purchased and consumed within a defined licensed area it is recommended not to progress a community bar at the 2017 event. VIP Hospitality Area The NADA sponsorship agreement requires the City to provide a fully catered VIP area for up to 40 guests at the finish line venue. This has been a consistent request within the sponsorship agreement and provided in previous years. At its meeting held 30 August 2016, the Avon Descent Liaison Committee provided feedback that the VIP event should be reviewed for 2017 and that a 'Green Room' type set up be considered as an alternative substitute to a VIP area for personnel working at the event, including invited guests, to pop in as a base to relax and be provided hot drinks / snacks. Entry to such an area would be granted via a lanyard allocation prior to the event. A green room is therefore recommended to replace a designated VIP area at the finish line event.

Risk Management Plan and Traffic Management

Risk and Traffic Management Plans will be developed and distributed to the relevant stakeholders in relation to the 2017 event. Community Entertainment Free community entertainment will include (but not be limited to) the following: • Roving Entertainment;

• Carnival Rides;

• Animal Farm


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• Bouncy Castles;

• Face Painters; and

• Craft Marquee (with a water theme).

Event Layout

The event layout will be consistent with other major events hosted at Riverside Gardens. Priority is given to spectator viewing of the beach finish line area. Consideration will also be taken with regards to race requirements and ground condition in the lead up to the event.

Areas for site layout include: • Competitor exit and recovery area;

• Location of presentation stage / marquee;

• Number and location of Food vendors;

• Community Viewing Areas;

• Restricted community access to beach landing area; and

• Provision of a community bar on site. Indicative 2017 Event Budget The following table provides an indicative budget for the 2017 City of Bayswater Avon Descent Family Fun Day:

Income Comments Amount

Site Fees 10x Commercial Vendors @ $1850

$1,850

Lotterywest Grant Confirmed $38,500

TOTAL $40,350 Expenditure

NADA Sponsorship $20,000

Amusements/Entertainment $13,000

Infrastructure Including: Generators, Audio, Fencing, Toilets

$25,000

Marketing Local Marketing campaign $10,000

VIP Function VIP Function Hospitality $3,000

Other Including but not limited to:, Photography, Honorariums,

Meal Vouchers

$2,000

TOTAL $75,000 Cost to City $34,650


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Shire of Northam Avon River Festival Street Parade The City of Bayswater have been invited to participate in the Avon River Festival Street Parade in Northam on Friday August 4, 2017. A City of Bayswater Security vehicle is available on the evening, there will be no impact on the security service if the vehicle is to be used for the parade. An events staff member would be required to attend and drive the vehicle; there is no significant financial implications should this be approved. The City participated in the parade in 2016 and the security vehicle provided a strong Bayswater focus. Feedback from Advisory Committee During the meeting of 1 May 2017, members of the Avon Descent Advisory Committee provided the following feedback about the event: (Please note that this space has been left blank intentionally to insert feedback from the Committee)

•

•

• CONCLUSION The City of Bayswater has been hosting by contractual agreement with Northam Avon Descent Association (NADA) a City of Bayswater Avon Descent Finish Line Event for over 20 years. No considerable changes have been made within the contract with regards to the event plan and overview. It is recommended not to progress a community bar at the 2017 event. Council may wish to consider the format of VIP hospitality as required in the NADA sponsorship agreement. It is recommended to provide a green room for invited guests and personnel working at the event in the place of a designated VIP area. Committee consideration is required for the City to participate in the Shire of Northam's Street Parade on Friday, 4 August 2017. FINANCIAL IMPLICATIONS The following financial implications are applicable:

2016/17 BUDGET ALLOCATION

PROPOSED 2017/18 BUDGET

ALLOCATION

ONGOING COSTS (e.g.

MAINTENANCE)

LIFE OF PROJECT'LIFE

EXPECTANCY OF ASSET

$70,000

Income $40,000

Net Cost $30,000

Expenditure $75,000

Income $40,350

Net Cost $34,650

Nil Nil

STRATEGIC LINK In accordance with the City of Bayswater Strategic Community Plan 2016-2026, the following applies: Theme: Our Community Aspiration: A resilient community with a strong sense of purpose that is able to

celebrate its diversity in numerous ways.


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Outcome C2: Cohesive community in which residents feel a sense of safety, pride and belonging.

COUNCIL POLICY AND LEGISLATIVE IMPLICATIONS Nil

VOTING REQUIREMENTS Simple Majority Required

ATTACHMENTS 1. 2017 Draft Sponsorship Agreement between the City of Bayswater and The Northam's

Avon Descent Association.

OFFICER'S RECOMMENDATION That Council: 1. Notes the 2017 Avon Descent Finish Line Fun Day Update Report. 2. Approves:

a) The 2017 NADA sponsorship offer of $20,000. b) The participation of one (1) City of Bayswater Security vehicle in the Shire of

Northam's Avon River Festival Street Parade on Friday, 4 August 2017. c) The provision of a green room for invited guests and event personnel. d) Not to progress a community bar at the 2017 Avon Descent Finish Line Event.

Moved: Seconded:


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Attachment 1


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9. CONFIDENTIAL ITEMS

Nil.

10. GENERAL

Nil.

11. NEXT MEETING

The next meeting of the Avon Descent Liaison Committee will take place at a date and time to be determined.

12. CLOSURE

Documents

Minor Committee Standard - City of Bayswater Descent Agenda 01052… · The Minutes of the Avon Descent Liaison Committee Meeting held on 30 August 2016 ... publications, one (1)