Agenda of Council Meeting

ORANGE CITY COUNCIL

MINUTES OF THE

Ordinary Council Meeting

HELD IN Council Chamber, Civic Centre, Byng Street, Orange

ON 25 June 2019

COMMENCING AT 7.00pm

Attendance

Cr R Kidd (Mayor), Cr K Duffy, Cr J McRae, Cr T Mileto, Cr S Munro, Cr S Nugent, Cr M Previtera, Cr G Taylor, Cr R Turner, Cr J Whitton

Acting General Manager (Greenham), Acting Director Corporate and Commercial Services (Freeman), Acting Director Development Services (Hodges), Director Community, Recreation and Cultural Services, Director Technical Services, Governance Coordinator, Manager Corporate and Community Relations, Manager Financial Services, Manager Development Assessment.

1.1 APOLOGIES

RESOLVED 19/320 Cr K Duffy/Cr S Nugent

That the apologies be accepted from Cr J Hamling and Cr S Romano (Deputy Mayor) for the Council Meeting of Orange City Council on 25 June 2019.

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

1.2 LIVESTREAMING AND RECORDING

The Mayor advised that the meeting was being livestreamed and recorded.

1.3 ACKNOWLEDGEMENT OF COUNTRY

The Mayor conducted the Acknowledgement of Country.

1.4 Declaration of pecuniary interests, significant non-pecuniary interests and less than significant non-pecuniary interests

Cr Mileto declared a Less than Significant Non-Pecuniary Interest in Item 5.4 – Integrated Planning and Reporting Documents as the president of Orange District Football Association regarding funding for a shelter at Jack Brabham Park and remained in the chamber for this item.

2 Mayoral Minutes

2.1 Centroc Board Meeting and Central NSW Joint Organisation - 29/30 May 2019 - Mayoral Report

TRIM Reference: 2019/1213

RESOLVED - 19/321 Cr K Duffy/Cr S Nugent

That the information contained in this Mayoral Minute be acknowledged

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

THE MAYOR DECLARED THE ORDINARY MEETING OF COUNCIL ADJOURNED FOR THE CONDUCT OF THE OPEN FORUM AT 7.06PM

OPEN FORUM

Item 5.4 – Integrated Planning and Reporting Documents

Daniel McGregor – Put Orange First – raising the profile of business in the local community

Item 4.1 – Notice of Motion – Recreational Use of Spring Creek and Suma Park Dams and 4.2 – Notice of Motion – Water Restrictions

Cyril Smith – Orange and Region Water Security Alliance – outlined his concerns of the water storage being used as a recreational space.

Jo Sangstar – outlined concerns regarding use of Spring Creek reservation for recreational use.

Jane Tyack-Howarth –outlined her concerns regarding the security of properties in the vicinity.

Steph O’Dea – outlined his concerns regarding the recreational use of the towns drinking source and the security of properties in the vicinity.

Item 4.3 – Notice of Motion – Climate Emergency

Tom Seller – spoke in support of declaring a climate emergency

Molly Harris - spoke in support of declaring a climate emergency

Kerry Cochran - spoke in support of declaring a climate emergency

Georgia Noble - spoke in support of declaring a climate emergency

Kate Hook – Future in Orange - spoke in support of declaring a climate emergency.

COUNCIL MEETING RESUME AT 7.42PM

3 Confirmation of Minutes of Previous Meeting

RESOLVED - 19/322 Cr M Previtera/Cr S Munro

That the Minutes of the Ordinary Meeting of Orange City Council held on 4 June 2019 (copies of which were circulated to all members) be and are hereby confirmed as a true and accurate record of the proceedings of the Council meeting held on 4 June 2019.

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

4 Notices of Motion/Notices of Rescission

4.1 Rescission Motion - Recreational Use of Spring Creek and Suma Park Dams

TRIM Reference: 2019/1203

RESOLVED - 19/323 Cr J Whitton/Cr G Taylor

That Council rescind the following resolution of the Council Meeting of 4 June 2019:

5.2 Recreational use of Spring Creek and Suma Park Dams

RESOLVED - 19/313 Cr S Romano/Cr M Previtera

That Council resolves to:

2 Commence the process to seek approval to permit access to Spring Creek Dam for non-powered and electric boating and fishing but not permit camping.

For: Cr Whitton, Cr Nugent, Cr Taylor, Cr McRae, Cr Duffy, Cr Kidd, Cr Mileto

Against: Cr Previtera, Cr Turner, Cr Munro

Absent: Cr Romano, Cr Hamling

4.2 Notice of Motion - Water Restrictions

TRIM Reference: 2019/1262

RESOLVED - 19/324 Cr R Kidd/Cr G Taylor

That Council resolves to amend our Level 5 water restriction trigger point from 35% to 30% in line with Bathurst and Cabonne Councils. This follows on from the very successful Central Tablelands Water, Blayney Shire, Orange City and Cabonne Councils mini water summit held recently in Orange.

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

4.3 Notice of Motion - Climate Emergency

TRIM Reference: 2019/1263

MOTION Cr S Nugent/Cr M Previtera

That Council resolves to:

1 Note the recent IPCC Special Report stating that limiting global warming to 1.5°C will require rapid and far-reaching transitions in energy, land, infrastructure and industrial systems.

2 Note the recent IPBES report warning of the potential for extinction of more than a million species worldwide, due to climate change and other human-induced drivers of change in nature.

3 Note the already-substantial impact of climate change on local liveability, resilience, agriculture and biodiversity, and the potential for future impacts.

4 Join with other local and national governments worldwide in recognising a state of climate emergency, and commits to continued efforts through our sustainability and resilience programs to assist in efforts against global climate change.

THE MOTION ON BEING PUT TO THE MEETING WAS LOST

For: Cr Nugent, Cr McRae, Cr Previtera

Against: Cr Whitton, Cr Turner, Cr Munro, Cr Mileto, Cr Duffy, Cr Kidd, Cr Taylor

Absent: Cr Romano, Cr Hamling

4.4 WoodBank

TRIM Reference: 2019/1273

RESOLVED - 19/325 Cr G Taylor/Cr J Whitton

That Council increase the donation for the provision of Wood under the Woodbank Program from $5,000 to $8,500 (i.e. add $3,500 to the current budget).

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

QUESTIONS TAKEN ON NOTICE

Cr Kidd requested staff obtain details from local charitable bodies and report back to Council on the measures taken to assist residents in particular with electricity and gas costs including the number of residents assisted.

Cr Whitton requested that Council approach the State and Federal Government to be furnished with information on what they are doing to assist.

5 General Reports

5.1 Recommendations and Resolutions from Policy Committees

TRIM Reference: 2019/1136

RESOLVED - 19/326 Cr R Turner/Cr S Munro

1 That the resolutions made by the Planning and Development Committee at its meeting held on 4 June 2019 be noted.

2 That the resolutions made by the Employment and Economic Development Policy Committee at its meeting held on 4 June 2019 be noted.

3 That the resolutions made by the Infrastructure Policy Committee at its meeting held on 4 June 2019 be noted.

4 That the resolutions made by the Sport and Recreation Policy Committee at its meeting held on 4 June 2019 be noted with an amendment to Item 2.1 – replace Cr Duffy as the seconder with Cr McRae.

5 That the resolutions made by the Environmental Sustainability Policy Committee at its meeting held on 4 June 2019 be noted.

6 That the resolutions made by the Finance Policy Committee at its meeting held on 4 June 2019 be noted.

7 That the resolutions made by the Services Policy Committee at its meeting held on 4 June 2019 be noted.

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

5.2 Update on Outstanding Resolutions of Council including Questions Taken on Notice and Notices of Motions.

TRIM Reference: 2019/1138

RESOLVED - 19/327 Cr S Nugent/Cr M Previtera

That the information provided in the report by the Manager Corporate Governance on Outstanding and Completed Notices of Motion, Questions of Notice and Matters arising be acknowledged.

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

QUESTIONS TAKEN ON NOTICE

Cr Taylor requested information on whether there was a blitz on issuing parking fines to persons parking on nature strips.

QUESTION TAKEN ON NOTICE

Cr Whitton requested an update on timing of the report on hotmix as per resolution 18/348 (page 66 of the business paper).

5.3 Statement of Investments - May 2019

TRIM Reference: 2019/1119

RESOLVED - 19/328 Cr K Duffy/Cr S Munro

That Council resolves:

1 To note the Statement of Investments as at 31 May 2019.

2 To adopt the certification of the Responsible Accounting Officer.

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

5.4 Adoption of Integrated Planning and Reporting Documents - Delivery/Operational Plan 2019/20 to 2022/23 and Resourcing Strategy

TRIM Reference: 2019/1107

Cr T Mileto declared a less than significant non-pecuniary interest in this item as the President of Orange District Football Association regarding funding for a shelter at Jack Brabham Park and remained in the chamber during this item.

RESOLVED - 19/329 Cr S Nugent/Cr S Munro

That Council resolves:

1 In accordance with Sections 534, 535, 537 and 538 of the Local Government Act 1993, to adopt the following structure for rating purposes for the period 1 July 2019 to 30 June 2020, and make the ad valorem rate in the dollar and base amount as detailed in the table below, noting that land value to be used is based on the valuation date of 1 July 2016 and supplementary information provided since that date, for the rateable land in the Orange Local Government Area, as follows:

Ordinary Rates	No. of assessments	Value of assessments $M	Ad Valorem Amount	Base Amount	Base Amount % of Total	Estimated Yield $
Residential	16,161	1,967	0.006037	696.10	48.65%	23,123,250
Residential – Rural Residential	509	185	0.003392	696.10	36.06%	982,552
Residential – Clifton Grove	229	64	0.004403	696.10	36.23%	440,035
Residential – Ammerdown	43	13.5	0.005238	696.10	29.64%	100,970
Residential – Village	190	21	0.003783	413.15	49.74%	157,825
Farmland	371	261	0.001699	696.10	36.77%	702,415
Business	1,275	558	0.012786	696.10	11.07%	8,016,762
Business – Village	18	2	0.004006	391.25	49.88%	14,120
Special Rates
Orange Central Business Area	325	154	0.004474	N/A	N/A	688,779
					TOTAL	$34,226,708

2 To adopt the Schedule of Fees and Charges as listed in the exhibited draft Delivery/Operational Plan for the period 1 July 2019 to 30 June 2020, provided that such changes may be varied by any alteration to the Local Government Act 1993 or Local Government (General) Regulation as directed by the NSW Government and subject to Council having the right to vary fees charged during the year subject to the required exhibition processes being observed, with the following amendments to be re-advertised and exhibited for 28 days, noting these are the ex GST amounts:

a The Family Day Care ‘Before and After School Care’ fee change from $8.10-$10.70 to $8.10-$13.10 (ex GST)

That the fees and charges for the Companion Animals Act as circulated by the NSW Government be amended and adopted as follows (ex GST):

· Companion Animals – For a de-sexed animal – from $57.00 to $58.00

· Companion Animals – For a de-sexed animal owned by an eligible pensioner – from $24.00 to $25.00

· Companion Animals – For a de-sexed animal sold by eligible pound or shelter – from $28.50 to $29.00

· Companion Animals – For an animal not de-sexed – from $207.00 to $210.00

· Companion Animals – Animal not de-sexed but kept by a recognised breeder for breeding purposes – from $57.00 to $58.00

3 That the following expenditure for the period 1 July 2019 to 30 June 2020 be voted in accordance with the requirements of Clause 211 (2) of the Local Government (General) Regulation 2005:

2019/20	General Fund	Water Supply	Sewer Operations	All Funds
Operational Expenditure	$75,193,879	$14,440,640	$10,238,513	$99,873,032
Capital Expenditure	$59,489,170	$7,964,116	$6,037,820	$73,491,106
Loan Repayments	$2,657,982	$274,701	$150,028	$3,082,711
TOTAL	$137,341,031	$22,679,457	$16,426,361	$176,446,849

4 To adopt the:

a 2019/20 – 2022/23 Delivery/Operational Plan

b Resourcing Strategy incorporating the Long-Term Financial Plan, Workforce Management Plan, Asset Management Policy and Strategy

5 That the Councillor allowance be set at $20,280 and the Mayoral Allowance be set at $44,250 for 2019/20, being the maximum allowable for Regional Rural councils as determined by the Local Government Remuneration Tribunal.

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

5.5 Development Application DA 118/2019(1) - 346 Leeds Parade, Orange - Charles Sturt University Campus

TRIM Reference: 2019/1198

RESOLVED - 19/330 Cr S Nugent/Cr S Munro

That Council resolves:

1 To note the contents of the planning report; and

2 To not make a submission to the Western Region Planning Panel on DA 118/2019(1) for an Educational Establishment (new building, alterations and additions to existing building) and Electricity Generating Works at 346 Leeds Parade, Orange.

Division of Voting
Voted For	Cr K Duffy, Cr R Kidd (Mayor), Cr J McRae, Cr T Mileto, Cr S Munro, Cr S Nugent, Cr M Previtera, Cr G Taylor, Cr R Turner, Cr J Whitton
Voted Against	Nil
Absent	Cr J Hamling, Cr S Romano

5.6 Development Application DA 304/2016(3) - 132 Kite Street - Quest Apartments

TRIM Reference: 2019/1265

RESOLVED - 19/331 Cr K Duffy/Cr G Taylor

That Council resolves to modify development consent DA 304/2016(2) for Demolition, Hotel or Motel Accommodation, Restaurant and Cafe, Retail Premises and Subdivision (44 lot strata) at Lot 200 DP 1225088 - 132 Kite Street, Orange pursuant to the conditions of consent in the attached modified Notice of Approval.

Division of Voting
Voted For	Cr R Kidd (Mayor), Cr K Duffy, Cr J McRae, Cr T Mileto, Cr S Munro, Cr S Nugent, Cr M Previtera, Cr G Taylor, Cr R Turner, Cr J Whitton
Voted Against	Nil
Absent	Cr J Hamling, Cr S Romano (Deputy Mayor)

5.7 Strategic Policy Review

TRIM Reference: 2019/1031

RESOLVED - 19/332 Cr S Nugent/Cr S Munro

That Council resolves to:

1 Place the following draft Strategic Policy on public exhibition for a minimum of 28 days:

· ST059 – Public Interest Disclosures and Internal Reporting

2 That Council adopt the following policies:

· ST009 – Strategic Policy – Revenue and Pricing

· ST029 – Strategic Policy – Donations and Grants

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

5.8 Request for Financial Assistance

TRIM Reference: 2019/1210

RESOLVED - 19/333 Cr J McRae/Cr K Duffy

That Council resolves:

1 That an in-kind donation of $1,000.00 be made from the Sports Participation Program to Orange Emus Rugby Club.

2 That the emergency approval of $500.00 in-kind donation made to Orange Emus Rugby Club be ratified (being half of the donation requested in Part 1).

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

5.9 Storage Needs - Orange Service Groups

TRIM Reference: 2019/576

RESOLVED - 19/334 Cr S Nugent/Cr M Previtera

That the report on storage needs for Service Clubs be acknowledged.

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

5.10 Evocities

TRIM Reference: 2019/1200

RESOLVED - 19/335 Cr R Kidd/Cr S Nugent

That Council resolves:

1 To note the decision of the Evocities Steering Committee decision not to proceed with the MOU.

2 That Council endorse the transition of the Evocities program into maintenance mode for a period of 6 months.

3 That the funds in the 2019/20 budget allocated to Evocities be set aside to support inwards tourism/relocator opportunities.

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

5.11 Orange Rail Action Group

TRIM Reference: 2019/1264

RESOLVED - 19/336 Cr J McRae/Cr S Nugent

1 That the report by the Orange Rail Action Group be noted.

2 That Cr Munro replace Cr McRae on the Orange Rail Action Group.

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

MATTERS ARISING

Cr Turner requested a letter be sent to the owners of the United Service Station to congratulate them on the construction and opening of their business.

6 Closed Meeting

In accordance with the Local Government Act 1993, and the Local Government (General) Regulation 2005, in the opinion of the General Manager, the following business is of a kind as referred to in Section 10A(2) of the Act, and should be dealt with in a Confidential Session of the Council meeting closed to the press and public.

In response to a question from the Mayor, the General Manager advised that no written submissions had been received relating to any item listed for consideration by the Closed Meeting of Council.

The Mayor extended an invitation to any member of the public present at the meeting to make a presentation to the Council as to whether the meeting should be closed for a particular item.

RESOLVED - 19/337 Cr S Munro/Cr S Nugent

That Council adjourn into a Closed Meeting and members of the press and public be excluded from the Closed Meeting, and access to the correspondence and reports relating to the items considered during the course of the Closed Meeting be withheld unless declassified by separate resolution. This action is taken in accordance with Section 10A(2) of the Local Government Act, 1993 as the items listed come within the following provisions:

6.1 Tender - Provision of Legal Services

This item is classified CONFIDENTIAL under the provisions of Section 10A(2) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to (c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

6.2 2018/19 Third Quarter Water Consumption Charge - 13-15 Torpy Street Orange

This item is classified CONFIDENTIAL under the provisions of Section 10A(2) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to (b) the personal hardship of any resident or ratepayer.

6.3 Entering into Contracts for the Supply and Delivery of Bulk Fuel

The Mayor declared the Ordinary Meeting of Council adjourned for the conduct of the Closed Meeting at 9.32PM.

The Mayor declared the Ordinary Meeting of Council resumed at 9:44PM.

7 Resolutions from Closed Meeting

The Manager Corporate Governance read out the following resolutions made in the Closed Meeting of Council.

6.1 Tender - Provision of Legal Services

TRIM Reference: 2019/1011

RESOLVED - 19/338 Cr S Nugent/Cr S Munro

1 That Council appoints the following firms to comprise Council’s Legal Services Panels, in the following categories for a term of five years with an additional two year option, at Council’s discretion, depending on Council’s operational requirements at the time and on the terms contained within this report:

1.1 Local Government Act and related legislation:

i) Crennan Legal

ii) Marsdens

iii) Pikes & Verekers

iv) Wilshire Webb Staunton Beattie

v) Hall & Wilcox

vi) Maddocks

vii) Coutts

1.2 Planning and Development:

i) Crennan Legal

ii) Marsdens

iii) Pikes & Verekers

iv) Wilshire Webb Staunton Beattie

v) Hall & Wilcox

vi) Maddocks

1.3 Industrial and Employment Relations:

i) Marsdens

ii) Australian Business Lawyers

iii) Hall & Wilcox

iv) Maddocks

v) Workdynamic Australia

iv) Bartier Perry

1.4 Property and Conveyancing:

i) Messenger & Messenger

ii) Marsdens

iii) Pikes & Verekers

iv) Hall & Wilcox

2 That Council adopt the draft “Guidelines on the distribution of work between members of Council’s Legal Services Panels”.

3 That Council delegate to the General Manager the authority to finalise and execute the contracts and any other documentation required to give effect to this resolution.

4 That approval be granted for the use of the Council Seal on any relevant document if required.

Division of Voting
Voted For	Cr R Kidd (Mayor), Cr K Duffy, Cr J McRae, Cr T Mileto, Cr S Munro, Cr S Nugent, Cr M Previtera, Cr G Taylor, Cr R Turner, Cr J Whitton
Voted Against	Nil
Absent	Cr J Hamling, Cr S Romano (Deputy Mayor)

6.2 2018/19 Third Quarter Water Consumption Charge - 13-15 Torpy Street Orange

TRIM Reference: 2019/761

RESOLVED - 19/339 Cr S Nugent/Cr K Duffy

That Council resolves that each of the eight units within Strata Plan 1834 has their 2018/19 third quarter water consumption charge of $1,899.03 reduced to $69.89, being a credit of $1,829.14 each or $14,633.12 in total.

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

6.3 Entering into Contracts for the Supply and Delivery of Bulk Fuel

TRIM Reference: 2019/1189

RESOLVED - 19/340 Cr J Whitton/Cr S Munro

That Council resolves to:

1 Accept and sign contracts with Ocwen Energy and Oilplus Holdings Australia for the supply and delivery of bulk fuel.

2 Grant approval for the use of the Council seal on documents associated with the contract.

For: Unanimous

Against: Nil

Absent: Cr Romano, Cr Hamling

The Meeting Closed at 9:50PM

This is Page Number 15 and the Final Page of the Minutes of the Ordinary Meeting of Orange City Council held on 25 June 2019.

Council Meeting 2 July 2019

5 General Reports

5.1 Options Report - Public Space Amenities

RECORD NUMBER: 2019/1261

AUTHOR: Scott Maunder, Director Community, Recreation and Cultural Services

EXECUTIVE Summary

At its meeting of 7 May 2019 Council resolved that a report be presented to the Council Meeting on 4 June 2019 addressing alternate options for the installation of toilet facilities.

The options were to include a cost and benefit analysis of each site including, in the case of Robertson Park, the heritage options along with the average park usage at each site and the distance to other publically available toilet facilities.

At its meeting of 4 June 2019 Council resolved to defer consideration of this item until a meeting could be held with representatives for the CWA. That meeting was conducted on 25 June 2019

This report provides updated information.

Link To Delivery/OPerational Plan

The recommendation in this report relates to the Delivery/Operational Plan strategy “1.1 Live - Engage with the community to ensure recreation opportunities and facilities meet changing needs”.

Financial Implications

Financial implications will be dependent on the priority of Council.

Policy and Governance Implications

Nil

Recommendation

That Council resolves:

1 That Council note the report;

2 That Council determine a preference order of projects to convey to the NSW Government.

further considerations

Consideration has been given to the recommendation’s impact on Council’s service delivery; image and reputation; political; environmental; health and safety; employees; stakeholders and project management; and no further implications or risks have been identified.

Meeting with Country Women’s Association (“CWA”) – 25 June 2019

The Mayor and myself met with representatives of the CWA to discuss the possibility of revisiting the proposal to construct an amenities building that is co-located with the CWA.

The representatives of the Orange CWA did not support the approach from Council as:

· It had recently completed works to refurbish the kitchen and what is call the mother’s room under a Stronger Country Communities grant for $25,000 with significant in kind works also provided;

· Funding not approved by Council for the project estimated to be in excess of $550,000; and

· CWA has worked with Council to its detriment and that of its members for more than 4 years without Council being able to approve a project.

Advice from NSW State Government – 19 June 2019

Council received advice from NSW State Government that it expects to see projects completed or near completion by 31 December 2019.

Funds Held in Reserve

Council holds $270,000 in reserve towards the cost of an amenity building in Robertson Park. Could also holds $195,000 subject to NSW Government approval for the construction of an amenity building on Robertson Park or alternative locations (s). Total funds held are $465,000.

Options for consideration

1. To reduce the risk of having to return grant funds Council could determine to seek approval from the NSW Government to construct an amenities facility at two locations. The three proposed locations are Perry Oval, John Lomas Skate Park and Glenroi Oval.

2. Giving consideration to objections raised Council could resolve utilise the funds it holds in reserve to construct a 3 cubicle facility on the Northern Side of Robertson Park following a heritage assessment.

3. Council could resolve to abandon the construction of an amenities building in Roberston Park and improve signage to amenities available within the Civic Precinct. Funds held in reserve could then be allocated to other projects as determined by Council.

SUPPORTING INFORMATION

At its meeting of 7 May 2019 Council resolved that a report be presented to the Council Meeting on 4 June 2019 addressing alternate options for the installation of toilet facilities.

a. Robertson Park

b. Perry Oval

c. John Lomas Skate Park

d. Glenroi Oval

e. Orange Showground Pavilion

AVERAGE PARK USAGE and DISTANCE TO OTHER AMENITIES

Council does not have a mechanism for determining average park usage for the proposed sites as it does not have in place a gated entrance, such as Cook Park, Botanic Gardens or Adventure Playground that enables counters to be installed.

The parks nominated are used to various degrees by the public for differing purposes.

PARK	CURRENT UTILISATION	OTHER PUBLICALLY AVAILABLE AMENITIES
Robertson Park	Highly used during week days and for events but less often on weekends.	· Civic Centre during business hours – Monday to Friday · Museum during business hours - 7 days · Library / Gallery during business hours – 7 Days and for events · Hotels adjacent to Park
Perry Oval	Highly used after school hours for training all year round	No publically available amenities within the vicinity of the Oval
John Lomas Skate Park	Heavily outside of school hours and weekends.	· Bissy’s Café adjacent to skate park · Moulder Park Toilets: 250 metres during daylight hours
Glenroi Oval	Lightly used as currently little structured activities	No publically available amenities within the vicinity of the Oval
Orange Showground Pavilion	Used for weekend and structured activities	· Opposite ELF: 250 metres · Agriculture Building: 210 metres

ROBERTSON PARK AMENITIES

Heritage Assessments

As a component of Development applications that have been lodged a review and feedback on the appropriateness of the design including its impact on Robertson Park was conducted by Council’s heritage advisor.

Of the options below this heritage assessment were conducted for options a, c and e.

The Heritage assessment conducted for the 3 Cubicle Unisex design integrated into CWA Hall is attached to this report.

Options Developed For Robertson Park

a. 3 Cubicle facility

· Located at the midpoint of the eastern side of Robertson Park as designed in 2014. Annexure 1.

· Cost was approximately $175,000

· The 2014 design was reviewed by Council’s heritage advisor as part of the Development Application process where the design was recommended for approval by staff.

· Not adopted by Council

· An independent heritage study was not conducted.

b. 5 Cubicle facility

· Located at the midpoint of the eastern side of Robertson Park as designed in 2014. Annexure 2.

· Cost is approximately $280,000

· The 2017 design was not reviewed by Council’s heritage advisor

· An independent heritage study was not conducted.

c. 5 Cubicle and Men’s Urinal

· Located at the midpoint of the eastern side of Robertson Park as designed in 2018. Annexure 3.

· Cost is approximately $380,000

· The 2018 design was reviewed by Council’s heritage advisor as part of the Development Application process where the design was recommended by staff for approval.

· Not adopted by Council

· An independent heritage study was not conducted.

d. 3 Cubicle Unisex design adjacent to the CWA Hall

· Designed in 2017 adjoining the CWA creating a courtyard. Annexure 4

· All cubicles unisex

· Cost is approximately $250,000

· Design not reviewed by Council’s heritage advisor

· An independent heritage study was not conducted

e. 3 Cubicle Unisex design integrated into CWA Hall – DA Approved

· Designed in 2016 and including demolition and rebuild of CWA Hall and creating an integrated courtyard. Annexure 5.

· Cost of design was approximately $550,000

· Tender conducted but due to cost was not accepted by Council. The design is able to be modified to reduce cost.

· Design reviewed by Council’s heritage advisor as component of Development Application.

· Adopted by Council

· An independent heritage study was not conducted

PERRY OVAL, JOHN LOMAS SKATE PARK, GLENROI OVAL AMENITIES

When considering the location, level of activity and availability to other amenities within the precinct the priority of sites is

1. Perry Oval;

2. John Lomas Skate Park; and

3. Glenroi Oval

It could be argued that the amenities at Glenroi Oval are of greater need than John Lomas Skate Park as there are no alternatives within the precinct.

The location of these sites (i.e. non heritage sites) would enable Council to install modular amenities such as was recently installed in Spring Hill, albeit Council would install a 3 cubicle version.

Designs vary, however an example is attached as item 6.

Costs for this style of amenity is $35,000 for the unit and approximately $30,000 - $50,000 for construction and water and sewer connections.

This style of amenity building can also accommodate interpretative signage as illustrated below (Dunedoo, photo provided by Cr McRae).

An alternative to the modular design is a custom built design such as a design that was developed in 2014 for the John Lomas Skate Park. Attachment 7.

This design has not been formally costed however based on materials and previous experience would be in the vicinity of $100,000.

Attachments

1 3 Cubicle Design - 2014, D18/5907 ⇩

2 5 Cubicle Design, D18/5853 ⇩

3 5 Cubicle Design inc Urinal, D18/45587 ⇩

4 3 Cubicle Design adjacent to CWA Hall, D17/71331 ⇩

5 3 Cubicle Design - Incorporated with CWA Hall, D16/12157 ⇩

6 Amenities Option - Parks, D19/31908 ⇩

7 Concept design - John Lomas Skate Park, D19/32212 ⇩

8 Heritage Advice November 2015 - Robertson Park - 259-279 Summer Street - amenities extension to CWA building, IC15/18133 ⇩

Council Meeting 2 July 2019

5.3 Event Sponsorship Program

RECORD NUMBER: 2019/1311

AUTHOR: Sharon D'Elboux, Manager Business Development

EXECUTIVE Summary

Council is a strong leader in providing grants, donations and sponsorships to individuals, not for profit organisations and for profit organisations in accordance with section 356 of the Local Government Act 1993. This is reflective by Councils endorsement of a Donation and Grants Policy.

This report is proposing to separate out sponsorship for events into its own Program and Policy; the Orange City Council Event Sponsorship Program.

Link To Delivery/OPerational Plan

The recommendation in this report relates to the Delivery/Operational Plan strategy “11.2 Prosper - Develop and attract a variety of events, festivals, venues and activities for locals and visitors, ensuring accessibility for all”.

Financial Implications

Increasing the existing budget of Major Promotions – event funding from $33,088 to $100.000. The funding increase will be sourced from existing funds within the tourism development budget.

Policy and Governance Implications

Council’s Strategic Policies are being reviewed and amended to ensure ongoing compliance with legislation and industry best practice. Policies of Council are of two types – Strategic Policies are determined by Council, and relate to Councillors and the broader community.

The Local Government Act 1993 requires the public exhibition of Policies (if new or include significant changes) and adoption by Council. Operational Policies are determined and implemented by the General Manager, and relate to staff and the operations of the organisation.

The draft Events Sponsorship Program Policy is a new Council Strategic Policy.

Recommendation

That Council resolves to:

1 Place the draft Event Sponsorship Program guidelines, online application questions and Event Sponsorship Policy on public exhibition for 28 days.

further considerations

SUPPORTING INFORMATION

The community of Orange has a strong events calendar and is fast becoming an events destination. Council works closely with Orange360, industry stakeholders and neighbouring Councils to ensure a range of events is held in the region across the calendar year. In addition, the bookings to hold events on/ in Council owned premises has increased in recent years, which has seen the creation of a new Events Officer position for Council.

To continue to grow the region as an events destination, it is proposed to implement a stand-alone Event Sponsorship Program.

The Program will see the inclusion of five sponsorship categories, these being:

1. Incubator Event Fund - provides seed funding to events in their first or second year of activity. Total annual funding pool available for Incubator Event Funds is $20,000;

2. Flagship Event Fund - identifies and assists the development of events that contribute to the unique character and culture of the Orange360 tourism region and can demonstrate that they attract overnight visitation. Total annual funding pool available for Flagship Event Funds is $30,000;

3. Event Development Fund - supports events that have already received funding from Council in previous years and can present a comprehensive strategy for future growth that includes the continued development of its tourism potential to drive overnight visitation to the event. Total annual funding pool available for Event Development Funds is $30,000;

4. Quick Response Event Fund - provides seed funding and or support to events that occur as a new and unplanned opportunity for Orange and have not met the funding rounds as outlined below. Total annual funding pool available for Quick Response Event Funds is $20,000.

5. Sporting Event Program - there is no application round for the Sporting Event Program. The program is designed to attract large multi-day sporting events that bring a substantial visitor population. Council works directly with national and regional sporting bodies and local clubs, to develop this program. Further information is available by contacting the Director Community, Cultural and Recreational Services on 6393 8000.

Categories 1 to 4 align with Destination NSW events funding programs. It was designed this way to encourage all applicants to apply for both Destinations NSW and Orange City Council funding.

The Event Sponsorship Program has four sponsorship rounds a year. The Program has a long lead time to ensure applicants have notification of the funding outcome as well as receive the funds well in advance to allow for planning and promotional lead times.

The following timelines apply for all Event Sponsorship Program funding:

Round	Eligible event dates	Open	Close
*Financial Year 2019/2020*
1	1 October 2019 – 31 March 2020	21 August 2019	11 September 2019
2	1 April 2020 – 30 June 2020	1 October 2019	10 November 2019
*Financial Year 2020/2021*
1	1 July 2020 – 30 September 2020	1 May 2020	9 June 2020
2	1 October 2020 – 31 December 2020	1 May 2020	9 June 2020
3	1 January 2021 – 31 March 2021	1 August 2020	8 September 2020
4	1 April 2021 – 30 June 2021	1 October 2020	10 November 2020

Applications for funding will be completed online and accessed through Orange City Council website.

Council staff are willing to hold workshops to assist organisations to apply in the correct category and online. These workshops will be held in alignment with the opening of the funding rounds.

It is proposed to increase the budget from $33,088 to $100,000 annually. This increase will be from existing budgets within the tourism development area. The increase in funds will reflect on the current needs for funding assistance and the true costs to holding successful events.

After the funding rounds close it is proposed all applications will be reviewed by an Assessment Panel, with recommendations to fund and not fund reported to Council for endorsement. The Assessment Panel will have staff representation from Orange City Council, Orange360 and Destination Country an Outback NSW.

Attached to this report are letters of support for the establishment of a new Event Sponsorship Program. These letters were received by Council when consultation was held.

Attachments

1 Events Sponsorship Program Guidelines 2019-2020 and 2020-2021, D19/35770 ⇩

2 Event Sponsorship Program Online Application form 2019, D19/35153 ⇩

3 Event Sponsorship Program Policy - June 2019, D19/35846 ⇩

4 Letter of Support - Events Sponsorship Program - Kennards Hire, D19/35153 ⇩

5 Letter of Support - Events Sponsorship Program - Orange Lions Club, D19/14733 ⇩

6 Letter of Support - Event Sponsorship Program - Rotary Club of Orange, D19/14804 ⇩

7 Letter of Support - Event Sponsorship Program - Orange360, D19/14732 ⇩

Council Meeting 2 July 2019

Attachment 2 Event Sponsorship Program Online Application form 2019

Event Sponsorship Application Form

Organisation Name:

Contact Person Name:

Contact Person Position:

Postal Address:

Suburb: State: Post Code:

Contact Phone Number:

Email Address:

Is the entity based within the Orange Local Government Area? Y/N (tick box)

What is the legal status of your organisation? (Options box that they tick)

B Incorporated Not for Profit - Incorporation Number:

B Commercial entity

B Other: please specify

ABN (if applicable)

Is your organisation registered for GST? Y/N (tick box)

Event Details

Name of event:

Location of event:

If the event is on Council land/ premises, have you booked this space with Council: Y/N (tick box)

Proposed date/s of event:

Please provide a comprehensive outline of the event, including a summary of proposed activities and schedule:

What is the expected number of attendees _____

and participants _______ for your event?

Event Sponsorship Categories

(Options box that they tick - only one option)

B Incubator Event Program – provides seed funding to events in their first or second year of activity.

B Flagship Event Fund – provides funding for an event that has been running for more than 2 consecutive years that contributes to the unique character and culture of the Orange360 tourism region and can demonstrate that they attract overnight visitation.

B Event Development Program – provides funding for events that have already received funding from Council in previous years and have been in existence for more than 7 years.

B Quick Response Event Fund – provides seed funding and or support to events that occur as a new and unplanned opportunity for Orange and have not met the funding rounds as outlined below.

Objectives

Incubator Event Program

Q1: What is the inspiration for the event and how will it reflect the character and culture of Orange?

Q2: Please outline how the event will attract visitation from specific target demographic groups that align with the character and culture of the Orange360 regional tourism objectives and / or the Destination NSW Country and Outback Destination Management Plan.

Q3: Please provide details of how the event will involve and engage local businesses, sporting groups, artists, community groups and or interested individuals that will assist in building the reputation of Orange by associating with positive and inclusive activities in the Orange community.

Q4: Please outline the management structure of your event organisation, including the key roles and responsibilities, and the use of paid/unpaid staff?

Q5: Please outline how you intend to measure attendance at the event, the experiences of event attendees and the level of visitation from outside the region.

Flagship Event Program

Q1: Please outline how the event will grow the diversity of events and activities to attract visitors to the local economy and increase length of stay and average spend consistently over time.

Q2: Please outline how the event will align with the character and culture of the Orange360 regional tourism objectives and / or the Destination NSW Country and Outback Destination Management Plan.

Q4: Please outline the strategies that will be used to promote the event to both local and out of region audiences and how the success of these strategies will be measured. If a marketing plan has been developed, please attach it below:

B Marketing Plan [upload doc]

Q5: Please outline how the event fits into the annual event calendar and is mindful of peak tourism periods for the Orange360 region.

Q6: Are you apply for an annual grant or triennial grant (3 years of confirmed funding)?

Annual grant (tick box)

Triennial grant (tick box)

Event Development Program

Q1: Please outline how the event will drive visitation from out of the Orange360 region, encourage international visitation or undertake a new activity that will increase length of stay and average spend in the local economy.

Q2: Please outline how the event will align with the character and culture of the Orange360 regional tourism objectives and or the Destination NSW Country and Outback Destination Management Plan.

Q3: Please outline the long term strategic plan that identifies the events potential to continue to grow and demonstrate event sustainability. It a strategic plan has been developed, please attach it below:

B Strategic Plan [upload doc]

B Marketing Plan [upload doc]

Q5: Please provide details of how the event will involve and engage local businesses, sporting groups, artists, community groups and or interested individuals that will assist in building the reputation of Orange by associating with positive and inclusive activities in the Orange community.

Quick Response Event Fund

Q1: Please outline how the event will attract visitation from specific target demographic groups that align with the character and culture of the Orange360 regional tourism objectives and / or the Destination NSW Country and Outback Destination Management Plan.

Q2: Please provide details of how the event will involve and engage local businesses, sporting groups, artists, community groups and or interested individuals that will assist in building the reputation of Orange by associating with positive and inclusive activities in the Orange community.

Q3: Please outline the management structure of your event organisation, including the key roles and responsibilities, and the use of paid/unpaid staff?

B Marketing Plan [upload doc]

Q5: Please outline how the event fits into the annual event calendar and is mindful of peak tourism periods for the Orange360 region.

Event Budget

Please outline the proposed income and expenditure budget for the event

Income Source (cash)	$
eg: Organisation X	$1000.00
	$
	$
	$
	$
Orange City Council Event Sponsorship request	$
Total Income	$

Expenditure Items (cash)	$
eg: Marketing – 8 x TV adverts	$2000.00
	$
	$
	$
	$
	$
Total Expenditure	$
Total Income and Total Expenditure must equal

People’s time/ value: Based on May 2017 to May 2018 Australian Bureau of Statistics (ABS) figures, volunteers are now worth $41.72 per hour

In-kind Contributions	Value of In-kind Contributions
eg: letter drop/ street walk – 1 hour, 1 person	$41.72





Total In-kind Contribution Value	$

Declaration

1. I certify to the best of my knowledge that the statements made in this application are true.

2. I understand that should this application be approved by Orange City Council, I may be required to submit any requested Tax Invoices, plans or reports and will be required to enter into an Event Agreement with Council.

3. I declare that the Organisation will provide all required paperwork, including a Certificate of Currency of Public Liability Insurance (to a minimum of $10 million) with Orange City Council noted as an interested party.

Signature:

Print Name:

Position:

Date:

The information you provide will be handled in accordance with the Privacy and Personal Information Protection Act 1998. The supply of information by you is voluntary. If you cannot provide or do not wish to provide the information sought, your application may be unable to be processed. Any personal information collected from you will be in order to process your application.

Council Meeting 2 July 2019

Attachment 3 Event Sponsorship Program Policy - June 2019

EVENT SPONSORSHIP PROGRAM

ST144 F22

ObjectiveS

In accordance with the Local Government Act 1993, particularly section 356:

· To provide financial assistance to groups or individuals who offer significant contribution to the social, economic and/or environmental wellbeing of the community.

Applicability

To all individuals/not for profit/for profit/sole traders who are residents or who conduct their activities in the Orange Local Government area for the specific benefit of residents of and visitors to the Orange Local Government area.

General

1 All requests for donations and grants must illustrate how outcomes align to Destination NSW Country and Outback Destination Management Plan and the Orange360 regional tourism objectives.

2 Donations and grants may be applied for by:

a. Not for profit – companies, cooperatives, foundations, incorporated associations, indigenous corporations, partnerships, trusts.

b. For profit structured as companies, cooperatives, indigenous corporations, partnerships, trusts.

c. Sole traders.

d. Individuals.

3 Priority of funding is given to events held in the Orange Local Government Area. Events held outside this area, will be considered on their merits and return on investment for Orange City Council.

4 The following entities cannot apply for funding:

a. The event is already receiving support through another Orange City Council funding program of funding stream;

b. The event is not within the eligible date range;

c. The organisation has outstanding debts to Council;

d. The organisation has not acquitted any past grant or sponsorship funding to the satisfaction of Council;

e. The organisation has not previously complied with permits or other conditions of Council, or has failed to apply for the required permits;

f. The event is a fundraising and or charity event where the majority of funds raised go outside the region;

g. The event is in conflict with or accepts sponsorship from organisations not aligned to Councils vision, mission and values;

h. The organisation wishes to fund capital works projects, facility maintenance or the purchase of capital equipment;

i. The event takes place on a regular basis such as weekly, monthly or quarterly;

j. The organisation intends to use the funding for feasibility studies or capital expenditure;

k. The event is organised by Orange City Council staff;

l. Events that fail to demonstrate eligibility criteria outlined above;

m. You are a political organisation or an event of political purpose;

n. You are a religious group or religious event;

o. The event excludes or may offend parts of the community;

p. You are a school;

q. You are an unincorporated organisation;

r. No late or incomplete applications will be accepted.

5 Funding to businesses acting for profit will only be allocated and paid following a resolution of Council that has considered any responses to the exhibition of the proposed allocation in accordance with section 356 of the Local Government Act 1993.

6 Council will advertise that applications are open as per the implementation of funding rounds:

Round	Eligible event dates	Open	Close
*Financial Year 2019/2020*
1	1 October 2019 – 31 March 2020	21 August 2019	11 September 2019
2	1 April 2020 – 30 June 2020	1 October 2019	10 November 2019
*Financial Year 2020/2021*
1	1 July 2020 – 30 September 2020	1 May 2020	9 June 2020
2	1 October 2020 – 31 December 2020	1 May 2020	9 June 2020
3	1 January 2021 – 31 March 2021	1 August 2020	8 September 2020
4	1 April 2021 – 30 June 2021	1 October 2020	10 November 2020
*Financial Year 2021/2022*
1	1 July 2021 – 30 September 2021	1 May 2021	9 June 2021
2	1 October 2021 – 31 December 2021	1 May 2021	9 June 2021
3	1 January 2022 – 31 March 2022	1 August 2021	8 September 2021
4	1 April 2022 – 30 June 2022	1 October 2021	10 November 2021

7 Submissions for funding must be completed online. The application form and guidelines can be accessed from Orange City Council website. A complete application form is required for each request. If financial assistance is requested by any other means (eg, e-mail, letter, sponsorship pamphlet), it will not be considered. Council will advise the applicant of this policy and request the applicant to complete the required application form.

8 If an individual or entity seeking funding has an outstanding debt with Council they are ineligible for any funding.

9 Donations and grants will not be retrospectively applied.

10 Events on Council properties must be conducted in accordance with Council’s events management policy.

11 Events where Council’s contribution is in kind require an application to be completed and a Council resolution is still required. Council will determine the value of in-kind support.

12 Recipients may be required to provide evidence of expenditure with local businesses to demonstrate the direct impact of their project.

13 All payments to applicants will be via electronic transfer.

14 A tax invoice, invoice or Statement by a Supplier form is required for Council to pay the successful grant funds.

15 If financial assistance is made in return of a supply for the payment, a tax invoice, invoice or Statement by Supplier form is required.

16 Council will advise if the donation or grant will require an acquittal statement at the conclusion of the period funding.

17 Funds being sought from Orange City Council must be matched by the applicant on a $1:$1 ratio.

FUNDING AGREEMENTS

18 Council may require a funding agreement to be entered into which will specify payment schedules and reporting deliverables.

19 Independently audited statements or copies of receipts may be required to verify expenditure of the grant where a funding agreement is entered into.

20 Council will determine the amounts and to whom grants will be allocated.

21 Categories for grants and their respective criteria, which are in addition to the general terms covered in the Policy, are as follows:

EVENT SPONSORSHIP PROGRGAM CATEGORIES

22	Incubator Event Fund
22a	Provides seed funding to events in their first or second years of activity. Total annual funding pool available is $20,000.
22b	The fund supports innovative events that can: · Demonstrate sound organisational planning, that has a clear event plan, event structure, operational processes, insurance and risk management; · Have a unique alignment with the character and culture of Orange360 regional tourism objectives; · Demonstrate a broad appeal that is likely to promote tourism and attract overnight visitation. Strategies for measuring visitation and the visitor experience will be required; · Strong event marketing to be undertaken; · Demonstrate having strong support and partnerships in place; · Have the support of Orange City Council.
22c	The funding range is $1,000 to $5,000. Funding can be allocated to any event expense, excluding the following areas: · Sporting trips, subsidies or sponsorships; · Business events or conferences; · Retrospective projects (ie: those that have already occurred); · Operational administration expenses; · Event insurance.

23	Flagship Event Fund
23a	Provides funding for an event that has been running for more than 2 consecutive years that contributes to the unique character and culture of the Orange360 tourism region and can demonstrate that they attract overnight visitation. Total annual funding pool available for Flagship Event Funds is $30,000.
23b	Flagship Event Fund criteria is: · Define the event character and culture seeking funding; · Have a well-developed marketing plan aimed at delivering audience growth with defined target audience and measurable objectives; · Attract over 1000 event attendees; · The economic impact to the Orange360 region is at minimum $150,000; · Attract increased visitation for the Orange360 region; · Have a unique alignment with the character and culture of Orange360 regional tourism objectives; · Potential for state, national or international exposure; · Demonstrate having strong support and partnerships in place; · Demonstrate engagement with the local tourism industry with a view to build partnerships that drive visitation; · Where possible align with the Destination NSW Country and Outback Destination Management Plan; · Demonstrate sound organisational planning, that has a clear event plan, event structure, operational processes, insurance and risk management; · Have the support of Orange City Council; · Be mindful of peak tourism periods for the Orange360 region and how your event fits into the annual event calendar.
23c	The funding range is $1,000 to $10,000. This can be an annual grant or triennial grant (3 years of confirmed funding). Funding can be allocated to any event expense, excluding the following areas: · Sporting trips, subsidies or sponsorships; · Business events or conferences; · Retrospective projects (ie: those that have already occurred); · Operational administration expenses; · Event insurance.

24	Event Development Fund
24a	Provides funding for events that have already received funding from Council in previous years and have been in existence for more than 7 years. Total annual funding pool available for Event Development Funds is $30,000.
24b	These established events must present a comprehensive strategy for future growth that includes the continued development of its tourism potential to drive overnight visitation to the event.
24c	To be eligible for funding, the event must be driving visitation from out of region, encouraging international visitation or undertaking a new activity that will grow the overall event.
24d	Event Development Fund criteria is: · Have achieved a high profile as a key event in the Orange360 tourism region; · Have long term strategic plan that identifies the events potential to continue to grow overnight accommodation and local economy spend; · Have a well-developed long term marketing plan aimed at delivering audience growth with defined target audience and measurable objectives; · Attract over 5000 event attendees; · The economic impact to the Orange360 region is at minimum $350,000; · Attract increased visitation for the Orange360 region; · Able to offer appropriate levels of accommodation and services to the event visitors to sustain the events growth projections; · Have a unique alignment with the character and culture of Orange360 regional tourism objectives; · Potential for state, national or international exposure; · Demonstrate event sustainability; · Demonstrate having strong support and partnerships in place; · Demonstrate engagement with the local tourism industry with a view to build partnerships that drive visitation; · Where possible align with the Destination NSW Country and Outback Destination Management Plan; · Demonstrate successful event delivery in the areas of sound organisational planning, event planning, event structure, communication, marketing, operational processes, insurance and risk management; · Have the support of Orange City Council; · Be mindful of peak tourism periods for the Orange360 region and how your event fits into the annual event calendar; · Have a rigorous approach to measuring audiences, overnight visitation and event experience with an emphasis on data accuracy.
24e	The funding range is $1,000 to $10,000. Funding can be allocated to any event expense, excluding the following areas: · Sporting trips, subsidies or sponsorships; · Business events or conferences; · Retrospective projects (ie: those that have already occurred); · Operational administration expenses; · Event insurance.

25	Quick Response Event Fund
25a	Provides seed funding and or support to events that occur as a new and unplanned opportunity for Orange and have not met the funding rounds as outlined below. Total annual funding pool available for Quick Response Event Funds is $20,000.
25b	These types of grants are a one off and capitalise on an opportunity that is new or unplanned for Orange. The fund supports innovative events that can: · Demonstrate sound organisational planning, that has a clear event plan, event structure, operational processes, insurance and risk management; · Have a unique alignment with the character and culture of Orange360 regional tourism objectives; · Demonstrate a broad appeal that is likely to promote tourism and attract overnight visitation. Strategies for measuring visitation and the visitor experience will be required; · Strong event marketing to be undertaken; · Demonstrate having strong support and partnerships in place with the local community; · Be financially responsible and pay all expenses; · Have the support of Orange City Council.
25c	The funding range is $1,000 to $20,000. It is a one off grant. Funding can be allocated to any event expense, excluding the following areas: · Sporting trips, subsidies or sponsorships; · Business events or conferences; · Retrospective projects (ie: those that have already occurred); · Operational administration expenses; · Event insurance.
25d	To apply for Quick Response Event Funding, the applicant must submit a single application form through the Orange City Council online application platform responding to a series of questions that align with the funding criteria. Your application will be considered at the next available Council meeting.

ASSESSMENT OF APPLICATIONS

26 Applications for Event Sponsorship Fund can be made by completing an online application form. Forms are available once the grant funding round is open and details can be found on the grants and sponsorship page of the Orange City Council website.

27 All applications received by Council are reviewed by an assessment panel within 7 days of the closing date for all funding rounds. Recommendations will then be made to the next available Council meeting for endorsement.

28 Successful and unsuccessful applications will be notified within 10 days after Councils decision. Applicants will receive a formal letter/ email advising the outcome of their application.

29 Successful applicants are required to be available for a promotional certificate presentation with the Mayor and will be notified by Council staff.

Related Policies/Documents

Event Sponsorship Program Guidelines and Application Form

Responsible Area - Corporate and Commercial Services

REVISION
	DATE	RESOLUTION		DATE	RESOLUTION
1	July 2019		4
2			5
3			6
All policies can be reviewed or revoked by resolution of Council, at any time.

SUMMARY OF AMENDMENTS

Amendment Date	Section/Reference and Amendment
July 2019	· New Policy written.

Council Meeting 2 July 2019

5.4 Grey-headed Flying-fox ephemeral camp, Cook Park

RECORD NUMBER: 2019/1345

AUTHOR: Nigel Hobden, Manager City Presentation

EXECUTIVE Summary

Council has requested a report on Grey-headed Flying Fox camp establishment in Cook Park and the options available for exclusion or dispersal of the species should they visit the park in 2020 and establish an ephemeral camp.

Link To Delivery/OPerational Plan

The recommendation in this report relates to the Delivery/Operational Plan strategy “7.1 Preserve - Engage with the community to develop plans for growth and development that value the local environment”.

Financial Implications

The estimated cost for the recommendations if adopted are approximately $5,000.

Policy and Governance Implications

Nil

Recommendation

That Council resolves:

1 That the report on Grey-headed Flying-fox ephemeral camps in Cook Park be noted;

2 That a Flying Fox Education Program be developed and implemented.

further considerations

The recommendation of this report has been assessed against Council’s other key risk categories and the following comments are provided:


Service Delivery	The financial costs would likely be prohibitive on Council with a limited prospect of success.
Image and Reputation	The matter is a very environmentally sensitive issue that should Council act in a manner causing animal welfare harm the negative publicity will be damaging
Environmental	The species is listed as Vulnerable under the Commonwealth Environmental Protection and Biodiversity Conservation Act 1999 and the State Biodiversity Conservation Act 2016

SUPPORTING INFORMATION

As Council is aware the appearance of Grey-headed Flying-foxes (GHFF) in Orange and in particular within Cook Park is a random phenomenon. In the decade between 2010 and 2019 on four occasions, since 2010s largest count, GHFF have established a temporary camp in Cook Park with estimated numbers being:

Year	Count	Arrival (approx.)	Departure (approx.)
2010	5,000 individuals + 20% (Prof David Goldney, Cenwest Environmental Services)	Mid-March	mid-May
2017	1,220 individuals	1 March	mid-May
2018	200	15 January	mid-May
2019	300	14 March	12 May
2019	5,000 individuals + 20% (Office of Environment and Heritage survey)	15 April	12 May

As noted in the above table by May each year the camping is disbanded and GHFF have moved. The exact reason is scientifically unknown however it is deduced that it is a combination of their natural food source (Eucalyptus pollen) has declined as natural flower production decreased and the colder weather i.e. sub zero overnight temperatures have arrived.

Being a warm blooded mammal flying foxes are not suited to colder climatic conditions. The sporadic appearance of GHFF in Orange can be related to the unreliability of flowering in eucalypt forests where nectar and pollen production varies considerable from to year to year; flowering may be every 3 to 5 years. GHFF are known to follow flowering events for hundreds of kilometres in order to find food.

Dr Peggy Eby and Billie Roberts, Senior Project Officer – Threatened Species (OEH) have undertaken a review of flying fox dispersal actions between 1990 and 2013. They reviewed dispersal attempts at 17 camp sites across the country where dispersal was used as a management tool to resolve conflict between humans and flying-foxes. The following observations were identified from the review:

1. In all cases, dispersed animals did not abandon the local area. (local area being within 20 km of the original site = typical feeding area)

2. In 16 of the 17 cases, dispersals did not reduce the number of flying-foxes in a local area.

3. Dispersed animals did not move far (in approx. 63% of cases the animals only moved <600m from the original site, contingent on the distribution of available vegetation). In 85% of cases, new camps were established nearby.

4. In all cases, it was not possible to predict where replacement camps would form.

5. Conflict was often not resolved. In 71% of cases conflict was still being reported either at the original site or within the local area years after the initial dispersal actions.

6. Repeat dispersal actions were generally required (all cases except extensive vegetation removal).

7. The financial costs of all dispersal attempts were high ranging from tens of thousands of dollars for vegetation removal to hundreds of thousands for active dispersals (e.g. using noise, smoke etc).

The key limitations of camp dispersal are:

· Camp dispersal require on-going effort to manage flying-foxes returning to the original site

· Even still, dispersal methods may not be effective in moving on flying-foxes that return

· The costs of on-going dispersals are high and prohibitive for most councils

· In-situ management is more sustainable, low-risk approach

Refer to the attached table for full assessment details.

Of particular note is:

1. Grey-headed Flying-foxes have returned to the Sydney Royal Botanic Gardens this year (2019) and are not being successfully moved on by the current dispersal attempts.

2. Dispersal attempts may have unintended consequences where the level of conflict between humans and Flying-foxes is exacerbated; the location that Flying-fox choose following dispersal attempts is unpredictable.

3. Commonwealth and State regulatory bodies have a ‘blanket ban on relocation attempts during the breeding season, mating (March to April), births (mid-September to mid-December); limiting the planned intervention attempts to around May to July each year.

4. As stated previously within the report the Cook Park GHFF camp has to date disbanded of its own accord by early to mid-May in each of the four years when camps have established.

Netting

Cenwest Environmental Services 2011 ‘Options for managing future occurrences of Grey-headed Flying-fox camps in Orange City, with particular reference to Cook Park and immediate surrounds’ comments on the option of netting Cook Park:

“Use of rockets to launch nets over Cook park trees to exclude bats:

It appears very unlikely that this method could be adapted to netting Cook Park trees in order to exclude GHFF. No purpose built rockets are available for such a project, would need to be substantially more powerful than those used for wader nets since they would have to be fired from adjacent roadsides, at near 90degrees angle, would pose very significant WHS challenges and would likely be unsuccessful, and a very expensive trial. Furthermore they would not necessarily prevent GHFF accessing trees where complete netting was not achieved, could entangle GHFF and other native animals (birds and possums), thereby providing a public relations disaster….”

Attachments

1 Table for full assessment details - Dispersal Attempts - Grey Headed Flying Fox, D19/38064 ⇩