Agenda of Sport and Recreation Policy Committee

Sport and Recreation Policy Committee 6 December 2016

2.1 Minutes of the Australia Day Community Committee Meeting - 17 November 2016

Attachment 1 Event Action Plan - Cook Park - Australia Day 2017 - 26 January 2017

Event Action Plan – Australia Day 2017 (Thursday 26 January)

D16/39805

Action / Task	Who	When	ü	$	Comments
Collect all Food Vendor Application forms and check insurance. All Certificates of Currency should note ‘Orange City Council’ as an interested party. Ensure there is NO Soft Drink vendors (we sell that) or Alcohol/wineries. Coffee and Ice-cream okay.	Katherine	30 Nov			It is a diversified group of vendors, however can’t take any other food stalls other than the Lions Club. Talk to Lions re: having an alternative to hot food (see if they can supply something)
Send Risk Induction paperwork to all stallholders	Katherine	30 Nov
A3 laminated sign listing prizes plus A3 ‘raffle tickets for sale’ (which lists prizes) sign	Rachel	30 Nov
Citizenship Ceremony · Invite new Citizens ensuring they are comfortable to be part of such a public ceremony · Invite Mayor, Councillors & Wives, Zonta Representative, Committee Members · Contact CWA (Debra Marr) for juice, apples, tea, coffee, lamingtons, scones jam & cream. Send official letter.	Rachel	30 Nov			New citizens to arrive at 9.30am for a 10am start. Morning tea to then follow Citizenship Ceremony. Free for Citizens, but committee pays for this. Citizens to assemble behind the marquee before the ceremony
Confirm with Zonta re: provision of tree’s/plants for new Citizens	Lisa	30 Nov
Organise media release / promotion for Event & Citizenship Ceremony: · Media release in lead up to event · School newsletters · Webpage · Social Media / Facebook · Intranet · E-invite to Councillors · Flyers at info Centre, pool, vacation care	Lisa / Rachel speak to Council Staff – Allan & Nicole	30 Nov			Murray McClosky – TV Footage Lisa to do interview with Radio Station (Rob Bloomfield)
Determine nominated beneficiary. Send official letter. (They held sell the tickets for $500 donation) 2017 Beneficiary: Food Bank	Lisa	30 Nov	ü		Last year: Quota International Orange Inc RSPCA are ineligible as they were beneficiary in 2010.
Written request to set up display in MYER (if still available). Australia-Day themed display to be placed in window closest to post office. Still open in lead up to event.	Lisa	30 Nov			Roz Beard from MYER. To email the manager via myer.orange.strmgr@myer.com Lee Picket
Contact Councillors to encourage Councillor attendance at Citizenship Ceremony	Rachel / Russell Turner	30 Nov
Once program finalised, send copy through to: · BOC	Rachel	30 Nov
Organise Marquees: (1 x committee, 1 x tea & coffee, 1 x citz ceremony attendees) · Kennard’s 6x3m Marquee – Rachel · First Choice Credit Union (Narelle) – Lisa · CWD 3x3 Marquee - Ann	Committee	2 Dec			Personal request and booking required by the committee. To be picked up after lunch the day before the event. Reg to pick up Marquees the day before the event.
Organise Gift/Hamper for Ambassador from OVIC/Glenn	Rachel	9 Dec
Determine and invite judges of Student Art Competition	Katherine/Lisa	9 Dec			OCC Gallery Director
Print Program through Council. Source quotes. Approx. 200 – 500 copies.	Rachel	9 Dec
Pre-event meeting with Mayor John Davis re: Run Sheet and level of involvement in the day and if speech notes/dot points are required.	Rachel	9 Dec
Determine schedule / run sheet for: · MC · Presenters (sponsor will present awards. If not, Mayor)	Rachel	9 Dec
Ensure Police/Ambulance are informed of event. See if Police can do an extra check on amusement operators who stay in van overnight	Rachel	9 Dec
Liaise with Canobolas Eggs regarding supply of eggs (1600). Council to raise purchase order.	Russell	9 Dec
Source prizes for winners of Student Art Competition	Ann	16 Dec			CWD sponsored competition in 2016 – 3 x $50 vouchers
Liaise with National Australia Day Council for certificates and frames	Rachel	9 Jan			Australia Day Council provides the frames
Organise: · 40L Water · Power Cord · Lions Urn For Quota girls who provide tea and coffee for breakfast.	Lisa/Peter	9 Jan			There has been issues previously – Lisa to speak to Allan re urn.
Determine site plan and point of sale for tickets on the day	Committee	9 Jan
Speak to Nigel (Council Parks & Gardens) re: check paths coming in and around fountain. Can wash out if have rain and need to replace gravel	Rachel	9 Jan
Organise float	Rachel	9 Jan
Contact prominent businesses/buildings with flagpoles (i.e. OCTEC Building, Ex Services Club, Hotel Canobolas (Reg), RSL (Ian Hatswell can assist with RSL)) re: ensure Aus. flags are raised on the day.	Geoff	11 Jan
Contact surveying company re: donating approx. 40 pegs for stall area (to be returned after event)	Katherine	11 Jan			Collins, Carpenter & Bentley – McNamara Lane
Organise raffle tickets	Lisa	11 Jan			10 book of tickets - $1 per ticket
Judging Meeting. Organise: · Certificates · Framing	Committee	11 Jan
Organise for winning Student Art works to be transported to Guildry in Cook Park	Lisa/Reg	13 Jan			Contact: Graham Morcom & Lyn Gough
Sign for display & large laminated sign for Apple Rolling competition. See what has already been produced.	Shirley	13 Jan			Prizes donated by Odeon 5 Cinemas in 2016
Organise certificates to be presented to winners. Update and print.	Rachel	13 Jan
Organise prizes – Amusement ride tickets. 10 x prizes – Lotto pack from Greengate Newsagency	Lisa Geoff Bargwanna	13 Jan			Stephen Parker
Organise for trophies to be engraved with winner’s names. Council to raise purchase order.	Lisa/Rachel	13 Jan			Ricks Engraving.
Organise return of artworks	Gallery Staff	13 Jan
Contact Matt Radburn (Woolworths) and confirm products for event: · 1900 sausages · 800 buns · Bread? · Drinks (Dry Till) – 20 cartons? · Watermelons?	Rachel or Geoff	16 Jan			Mat Radburn (manager of Anson Street store) 1120orange@woolworths.com.au
Contact David Stonestreet from BOC re: 2 x canisters of balloon gas. Supply PO to put on account. Determine delivery/collection.	Rachel or Geoff	16 Jan			David Needs recognition letter / thank you!
Send reminder email to Police (Yonneka Hill) re: drive by’s at Cook Park in order for it to be added to the tasking’s for the police on duty.					Hill1yon@police.nsw.gov.au
Nominees Resumes / Blurb – summarised paragraph of bullet points for presentation ceremony	Rachel	20 Jan
Collect supplies from Barrett’s & Wrap rite. Ensure Purchase Order for supplies.	Peter/Steve	20 Jan
Pick up apples	Reg	20 Jan
Collect ambassador from airport and provide transportation	Lisa	24 Jan
Collect Van/BBQ’s for Breakfast · Everything to be test tagged (van, jug bases, urn, leads) · 2 Jug Bases · Urn for Quota tent · 3 x extra 10 amp leads	Peter/Steve/Ian	25 Jan			Van to be onsite on 25 Jan. Requires awning and additional Bai Maree along with extra BBQ’s.
Pick up and place pegs for stallholders in park as per site plan (night before)	Katherine	25 Jan			Supplied by Carpenter Collins Surveyors
Ensure Marquees are delivered and positioned behind Guildry	Rachel	25 Jan
Pick up CWD, Kennard’s, VIC and First Choice Credit Union Marquees	Reg	25 Jan
Ensure Kennard’s light is positioned at Rotunda	Geoff	25 Jan			To stop vandalism
Ensure all necessary equipment has been delivered: · 1 x wooden table (to rotunda for trophy’s) · 6 x plastic tables for service groups · 10 x trestle tables (from Legacy) for Painting in the Park · Plastic covers for 10 x painting tables (above) · Lectern · 1 x Rostrum for rotunda (from Theatre) · 40 Chairs (25 for rotunda, rest on the ground for the public to sit on) · 8 star posts · Four seats for Paining in the Park · 6 x Plastic tables for service groups · 35008 key for vehicle gates (Rach should have) · Bollards (6 for dancers area) · Plastic Danger Tape (for dancers area) · Signage (for dancers area) · Universal Tap Key · Artificial Turf – 4 runs (council) · 12 x witches hats (danger areas) · Banners · Barriers · The two 3x3m Australia Day marquees (from Lions)	Committee	25 Jan			Astro turf is protection to grass in front of the van and to meet health requirements in the outdoor covered cooking awning behind the van.
Remove bollard next to Deodars for coffee cart to set up		25 Jan
Ensure additional wheelie bins (x20) have been delivered	Rachel	25 Jan
Supply toilet key for amusement rides if they are staying overnight	Rachel	25 Jan
Mark out area and ascertain site for apple event. Need 8 star posts and a roll of barrier mesh	Geoff	25 Jan			Increase area to make it more challenging?
Pick up Kennard’s gear (tent, banner) after lunch	Reg/Ian	25 Jan
Use Kennard’s truck to pick up the apples from Joe Leonie	Reg/Ian	25 Jan			Apples MUST be kept out of the sun and kept cool, otherwise they will brown inside.
Set up reserved area for dancers on bird lawn		25 Jan			6 bollards, plastic tape, signage
Make call re: if wet weather location is required	Lisa	25 Jan – 5:00pm
Day of event – 26 January
Unlock vehicle gates (Rach has 35008 key)	Cook Park Staff	5:30am
Distribute/Place additional wheelie bins	Council/Cook Park Staff	5:30am
Meet with stallholders and participants re: event brief and risk assessment and safety issues: · Leads being tagged · Safely off the ground · Tent pegs & guide ropes	Katherine/Geoff	5:30am
Set up as per site plan. Geoff pick up breakfast supplies, apple rolling and raffles. Cook Park staff to look after tables, chairs, rostrum & lectern	Geoff/Ian	5:30am
Unlock / supply power boxes for stallholders (4)	Rachel	5:30am
Untie flagpole rope		5:30am
Kennard’s tent: · Put danger tape around it to ensure it is not used for shade by public · 2 poly tables covered with paper and plastic	Committee	6:00am
Set up Rotunda: · One table inside · One table beside the rotunda in the shade for the officials · Rostrum	Committee	6:00am
Unlock all required buildings: · Fernery (bays for Art) · Conservatory	Council	6:00am			Horse float?
Katherine to visit all stallholders and collect all risk induction paperwork and check electrical leads. Take a few blank copies of risk induction paperwork just in case.	Katherine/Geoff	7:00am

Action / Task	Who	When	ü	$	Comments
After event
Remove bollards, tape and signage from dance area	Cook Park Staff	26 Jan
Remove Rostrum from rotunda and return to Theatre	Cook Park Staff	26 Jan
Remove all chairs and tables and place behind compound near Guildry	Cook Park Staff	26 Jan
Lock all buildings, bird gate for hose access, Fernery bays	Cook Park Staff	26 Jan
Lock vehicle access gates once all stallholders have left the park	Cook Park Staff	26 Jan
Return Gas bottles to BOC	Peter/Ian	27 Jan
Conduct post-event site inspection and ensure all required activities have been completed (waste and equipment removal)	Rachel / Lyn Gough	27 Jan
Conduct event debriefing to determine success or ways to improve in the future	Lisa	1 Feb
Send thank you notes to staff, sponsors, volunteers and worthy participants	Rachel	1 Feb
Ensure all outstanding invoices are paid	Rachel	1 Feb
Provide Financial Review to committee and close off Financial Budget.	Rachel	1 Feb			Money should be held and put towards replacing / upkeep of flags near Turners Vineyard

Appendix 1:

COOK PARK STAFF - Items supplied and associated Tasks (staff rostered for 2 hours on Australia Day).

1. Provide key for the vehicle gates – 35008 - can be sourced from Depot Store

2. Additional wheel bins provided in park (20 to be supplied by Netwaste) – to be delivered day before

3. Council gazebos to be delivered to Cook Park on day before – to be left in compound area behind Guildry for service groups to source

4. Supply of plastic tables - 6 to be left in compound area behind Guildry on day before, for service groups to source

5. Supply of all chairs to rotunda - chairs to be left on trolley near bandstand

6. Untying of flagpole rope - early on Australia Day

7. Unlocking of all buildings required – Fernery and Conservatory, bays to fernery for art, horse float – early on Australia Day

8. Set up reserved area for dancers on bird lawn (6 bollards, plastic tape, signage)

9. Supply rostrum to the rotunda – Council to be pick up from Theatre and deliver the day before

10. Supply wooden table to rotunda for trophy’s during ceremony (1)

11. Remove bollard next to Deodars for coffee cart to set up - to be completed day before

12. Unlock / supply power boxes for stallholders (4)

13. Provide tap key for stallholders that require this - Rotary

14. Supply toilet key for amusement rides if staying overnight

15. Supply artificial turf for use by Rotary (4 runs) – to be left in compound area behind Guildry for service group to source

16. Supply witches hats as required to Rotary and any other stall holders (12) – to be left in compound area behind Guildry for service group to source if needed

17. Removal of bollards, tape and signage from dance area.

18. Remove rostrum from rotunda

19. Recover all chairs and tables supplied – if not returned to compound near Guildry

20. Lock all buildings, bird gate for hose access, fernery bays

21. Lock vehicle access gates if all stallholders have left the park

COUNCIL STAFF –

1. Astro turf is supplied by council as a protection to grass in front of the van and to meet the health requirements in the outdoor covered cooking awning behind the van (bought out by council staff)

2. Witches hats & bollards for danger areas

3. Danger tape can used with bollards and around Kennard’s tent (otherwise the public uses it for shade)

4. Kennard’s tent needs 2 poly tables and covered with paper and plastic

5. 8 star posts and a roll of barrier mesh is required for the apple rolling

6. 40 chairs are supplied by council: 25 of these go in the rotunda and the rest down on the ground for the public to sit on

7. One poly table goes in the rotunda and one beside the rotunda in the shade for the officials. A rostrum (supplied by the council staff) also goes in the rotunda.

8. Garbage bins are distributed around the park also by the council staff.

TENTS –

1. Have two new 3x3m Australia day units (in storage with the Lions) and the Orange City Council 6x3m unit (delivered to site by park staff) which form the tea/coffee/milk tent and the Australia day, Balloon, memorabilia & drinks tent.

2. The First Choice Credit Union unit is picked up the last working day before from their Sale Street site (contact is Narelle). This unit is to be used for the CWA giving out the drinks at the front of the lions Van.

3. The 3x3m from the CWD is picked up on the last working day before the event (contact is Anne Hailes). This is used for the St Johns Ambulance unit.

4. The Kennard’s 6x3m tent comes with a Banner and the car licence truck, this will need to have a personal request and booking made by the committee and be picked up after lunch the last working day before the event. This truck is used to pick up the apples from Joe Leonie. Apples must be kept out of the sun and cool otherwise they will all be brown inside. This tent is used for the new citizens to have their morning tea provided by the CWA.

5. We need Volunteers to assist to erect & dismantle tents and distribute tables.