ORANGE CITY COUNCIL

Sport and Recreation Policy Committee

Agenda

3 November 2015

Notice is hereby given, in accordance with the provisions of the Local Government Act 1993 that a Sport and Recreation Policy Committee meeting of ORANGE CITY COUNCIL will be held in the Council Chamber, Civic Centre, Byng Street, Orange on Tuesday, 3 November 2015.

Garry Styles

General Manager

For apologies please contact Michelle Catlin on 6393 8246.

Sport and Recreation Policy Committee                                           3 November 2015

Agenda

1 Introduction.. 3

1.1 Declaration of pecuniary interests, significant non-pecuniary interests and less than significant non-pecuniary interests. 3

2 Committee Minutes. 4

2.1 Minutes of the Australia Day Community Committee Meeting - 14 October 2015 4

2.2 Minutes of the Parks, Trees and Waterways Community Committee - 22 September 2015. 16

Sport and Recreation Policy Committee                                           3 November 2015

1       Introduction

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

The provisions of Chapter 14 of the Local Government Act, 1993 (the Act) regulate the way in which Councillors and designated staff of Council conduct themselves to ensure that there is no conflict between their private interests and their public role.

The Act prescribes that where a member of Council (or a Committee of Council) has a direct or indirect financial (pecuniary) interest in a matter to be considered at a meeting of the Council (or Committee), that interest must be disclosed as soon as practicable after the start of the meeting and the reasons given for declaring such interest.

As members are aware, the provisions of the Local Government Act restrict any member who has declared a pecuniary interest in any matter from participating in the discussion or voting on that matter, and requires that member to vacate the Chamber.

Council’s Code of Conduct provides that if members have a non-pecuniary conflict of interest, the nature of the conflict must be disclosed. The Code of Conduct also provides for a number of ways in which a member may manage non pecuniary conflicts of interest.

Recommendation

It is recommended that Committee Members now disclose any conflicts of interest in matters under consideration by the Sport and Recreation Policy Committee at this meeting.

Sport and Recreation Policy Committee                                          3 November 2015

2       Committee Minutes

2.1     Minutes of the Australia Day Community Committee Meeting - 14 October 2015

TRIM REFERENCE:        2015/2791

AUTHOR:                       Kathy Woolley, Director Corporate and Commercial Services    

EXECUTIVE Summary

The Australia Day Community Committee met on 14 October 2015 and the recommendations from that meeting are presented to the Sport and Recreation Policy Committee for adoption.       

Link To Delivery/OPerational Plan

The recommendation in this report relates to the Delivery/Operational Plan strategy “10.2 Our Economy – Facilitate and support the attraction and development of events, festivals, venues and activities for residents and visitors, ensuring access and participation for older people”.

Financial Implications

Nil

Policy and Governance Implications

Nil

Recommendation

That the recommendations made by the Australia Day Community Committee at its meeting held on 14 October 2015 be adopted.

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.

Attachments

1        Minutes of the Meeting of the Australia Day Community Committee held on 14 October 2015

2        ADC Task List - Australia Day 2016, D15/32663⇩

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ORANGE CITY COUNCIL

MINUTES OF THE

Australia Day Community Committee

HELD IN Councillor's Workroom, Civic Centre, Byng Street, Orange

ON 14 October 2015

COMMENCING AT 5.30pm

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 1      Introduction

Attendance

Mrs Helen Corby (Chairperson), Mr Geoff Bargwanna, Mrs Shirley Doherty, Mr Alan Goodacre, Ms Ann Hailes, Ms Lisa McClean, Manager Tourism, Events Officer

1.1     Apologies and Leave of Absence

RESOLVED                                                                                Mrs H Corby/Mr G Bargwanna

That the apologies be accepted from Cr J Davis OAM (Mayor), Cr R Kidd, Cr R Turner, Dr Bruce Whitmill  for the Australia Day Community Committee meeting on 14 October 2015.

1.2     Acknowledgement of Country

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

Nil

2       Previous Minutes

RESOLVED                                                                                   Mrs H Corby/Mr A Goodacre

That the Minutes of the Meeting of the Australia Day Community Committee held on 9 September 2015 (copies of which were circulated to all members) be and are hereby confirmed as a true and accurate record of the proceedings of the Australia Day Community Committee meeting held on 9 September 2015.

3       General Reports

3.1     Task List - Australia Day Community Committee

TRIM Reference:        2015/2601

Substantial planning has been completed for this event.

The Committee yet to be notified of Australia Day Ambassador assigned.

The Committee unclear if Woolworths will be the key sponsor for Australia Day 2016.         

Recommendation                                                               Mr G Bargwanna/Mrs H Corby

That the Task List for the Australia Day Community Committee be reviewed and updated.

The Meeting Closed at 7:00PM

Sport and Recreation Policy Committee                                                                     3 November 2015

2.1                       Minutes of the Australia Day Community Committee Meeting - 14 October 2015

Attachment 2      ADC Task List - Australia Day 2016

Australia Day - Detailed Task List                          D15/32663

Area	Task	Action		Who	Cost	When	Done
BREAKFAST First breakfast held in Cook Park on Australia Day 1989 Diary Dates: 9 September 14 Oct 18 Nov 9 Dec 13 Jan 20 Jan?	Determine quantities and prices	Breakfasts $8 each Breakfasts served - 800		Helen Corby	$8	August
	Liaise with Woolworths to confirm if they are key sponsor. If so, liaise regarding the supply of sausages and buns – pick up via Lions Club 6.30 am back dock on AD Collect 10 cartons soft drink Alan to organise pick up by Lions	Contact Tony Downing (Manager) Order No: 83774		Helen Corby Peter Chillcott & Phil Baker  to pick up goods		August
	Liaise with Canobolas Eggs regarding supply of eggs 1600?	Order No:83780 Delivered to 17 Kenna St on		Russell Turner		Jan
	Liaise with Canobolas Lions Club regarding cooking the breakfast Eggs delivered to Allan Goodacre Possibility of opp to acquire the Electrolux staff bbq, but unclear as they belong to the union/staff	Lions		Allan Goodacre Reg Kidd Russell Turner		Sept
	Determine date for team to prepare cutlery packs	20 January 2016		Allan Goodacre		Sept
	Collect supplies from Barrett’s and Wraprite	Order No:  (Barrett’s) 83781 Order No:  (Wraprite) 83778		Allan Goodacre		Jan
	Determine quantities of plates and cutlery – order more if necessary	Purchase from Wraprite Biodegradable plates & cutlery		Allan Goodacre Margaret Paton		Jan
	Order milk, juice and water (1,200 units sale or return basis)	Contact Bruce Lorimer (Milk Express) Order No 83779		Helen Corby		Nov
	CWA – serve Juice and apples and morning tea for new citizens. Letters have been sent.	Contact Debra Marr Order # 83784		Helen Corby		Oct	Done
	Volunteers for breakfast	Letters have been sent to service clubs: Canobolas Lions Orange Rotary Orange Daybreak Rotary Evening View Club.		Committee		Sept	Done
	Request Float from Orange City Council – Aaron Jones, Finance Manager cc Margaret Paton Events Officer	Make sure there are lots of $1 & $2 coins in float of about $1400. Contact is ajones@orange.nsw.gov.au Need to ensure creditors (ie who organise release of funds) ae told by 5pm Monday so they can draw a cheque on Wed which can be cashed on Thursday and cash then available next day OR to pick up on Monday. She counts it at council, signs for it at council. Can we improve on this system? MP emailed Aaron 21/10		Helen Corby		January
	Order lunch for Team on Australia Day	Order lunch from Scott Turner delish@bigpond.com Order # 83810		Helen Corby		Jan
	Book Council’s marquees and kiosk	Two 6mx3m and one 3mx3m marquees plus mobile kiosk for ride ticket sellers		Glenn Mickle	nil	October	Done
	First Choice C/U Marquee –	Contact Narelle Carr – Assist Mgr Pick up marquee Friday 22/1/2015		Helen Corby Allan Good acre to pick marquee and banner	nil	Sept
	First Choice sponsorship Expected sponsor	$500 donation for Biodegradable Cutlery		Helen Corby		Sept
	Banners in Summer Street	Book the banners for January (Council)		Glenn M		Sept	Done
	Flowers for new citizens	Contact Sue Hatcher		Helen Corby		Jan
	Milk van roster Morning Tea for New Citizens	Contact Zonta – Debbie Carroll has been contacted Set up behind AD Committee tent Collect urn from Brenda		Helen Corby Allan Goodacre
Stalls	Send out letters and application forms	Increase price to $30. Letters sent and one reply so far. Stallholders prepay		Lisa Syme	$30	Aug/Sept
	Collate application forms and check insurance			Lisa Syme
	Organise placement of stalls and advise stallholders			Lisa Syme		Jan
	Place sticks in Cook Park indicating stall numbers	Day before		Lisa/Allan		Jan 25
Entertainment	Send letters inviting performers to the event	Canobolas Pipe Band 8.30 to 9.00am		Glenn Mickle/ Helen Corby		Sept	Done
	Chris Wright  - contact	City of Orange Bass Band 12.30 to close (1.30pm) Chris Wright – contact for band		Who is doing this?
	Orange Male Choir	Orange Male Choir (Melanie Meers) Sing both versus of the National Anthem		Helen Corby		9/13
	Organise APRA licence	Apply online		Margaret Paton		Oct
	Organise and book audio	Contact Centrestate Sound Alan Brown Order No 83775		Margaret Paton		Sept
	Coordinate amusement rides Kim Evans Ms Kim Birmingham - Order # 83842	Advise no slides. They set up the day before and sleep in the van. No security needed.		Helen Corby 1^st contact, then Margaret Paton		Sept
		Event organisers provider ticket seller(s) – tickets are $3 each. Confirmed we take 25% commission No hot food. No trimming trees!
		Collection of cash takings from site will be done by Sina Marasti of Macquarie Alarms. MP has contacted the firm to confirm.		Margaret Paton
	Contact 3^rd Orange Scout Group re raising the flag – letter has been sent	Ben Williamson		Glenn Mickle/ Helen		Sept
	Contact 2^nd Orange Scout Group re raising the flag – letter has been sent	Bob Hoye		Glenn Mickle/ Helen		Sept
	Car display	Southern Cross Cruisers -	Allan Goodacre
		Australian Sporting Car Club contact Charlie Stammers -	Allan Goodacre
		Gnoo Blas
	BOC Gas	Contact BOC Order # 83783	Allan Goodacre			Sept
	Colour City Dance Works 8 Cecil Rd Orange 2800	Contact Bridget Flakelar		Helen Corby
Program	Contact Aboriginal Lands Council re Welcome to Country - Michael Newman	OLALC 6361-4742 42 Dalton Street – Order 83777		Glenn M/ Helen	$200	Oct
	Determine schedule			Helen Corby		Dec
	Organise for schedule to be printed in CWD	Annie to organise		Ann Hailes		Dec
	Determine MC	Bruce Whitmill?		Team		Nov
	Print program	Quotes from OCC and others		Glenn Mickle
	Ascertain quantities and quality of merchandise available	Advise Glenn/Margaret of any supplies needed (including plates, etc)		Annie Hailes and Alan G		Oct
	Order merchandise, if necessary Organise big sign to promote raffle selling point	Tattoos – yes, but unclear if they still work Hand wavers - check Balloons from Wraprite Flags – need to be sourced and ensure we have sellers		Ann Alan Goodacre		Nov
	Painting in the Park – Daybreak Rotary Club – Bruce Smith Director 15 – 20 Wooden trestle tables – about six tables become available after the bbq	Liaise with  Yvonne Davis		Helen Corby		Jan
		Organise/update certificates		Margaret Paton to liaise with Helen Corby		Jan
		Organise tables to be delivered on Friday prior to AD		Russell Turner David Williams		Jan
Student Art Comp	Prepare application forms			Margaret P/Helen		Sept	Done
	Send information on Student Art Competition to schools			Glenn Mickle		Oct	Done
	Determine and invite judges of Student Art Competition Judging on Monday 11 January 10am?	Lisa Loader, Gallery Director Brenda Gray		Helen Corby/Lisa Syme		Dec
	Organise certificates to be presented to winners	Update and print certificates		Helen C/ Margaret P		Dec
	Source prizes for winners of Student Art Competition	CWD sponsoring competition 3 x $50 vouchers – 2^nd place prizes Bruce Whitmill		Ann Hailes
	Organise for winning works to be transported to Guildry in Cook Park	Friday 23 January 2015 - Contact  Graham Morcom and Lyn Gough		Helen Corby
	Organise return of artworks			Gallery staff
	Sign for display	Prizes donated by Odeon 5 Cinemas		Glenn Mickle
Colouring Competition	Certificates for prize winners 20			Glenn Mickle
	Prizes	Amusement ride tickets		Helen Corby
	Publicity, publication and display	Central Western Daily		Annie Hailes
Art Show	Liaise with Orange Art Society regarding display	Contact?		Helen Corby		Sept
	Liaise with Park staff re use of Fernery for display	Neil Skinner to organise the display		Art Society
Ambassador Program	Register with NSW Australia Day Committee re preferences	Ambassador:		Glenn Mickle		Aug
	Book accommodation  – Duntryleague room 7	Payment and reservation details Order # 83782; book for the night before only		Lisa		Sept
	Collect Ambassador from airport and provide transportation			Helen Corby
	Organise/determine dinner event for Ambassador -	Budget $36; options include Patmos Gardens (1^st pref), Canobolas Hotel or Sweet Sour Salt – ascertain which eatery is open on 24/1		Glenn Mickell		Aug/Sept
	Gift for Ambassador	Organise gift basket from OVIC		Glenn M		Jan
Australia Day Awards: ·    Citizen ·    Youth ·    Event ·    Group	Update and print Citizenship Award application forms			Glenn /Helen		August	Done
	Distribute nomination forms	Forms at Council, CWD Mail to community groups		Team		Sept	Done
	Organise media coverage of Citizenship Awards	Articles in media requesting nominations (Nick) Only had one nomination for Young Australian Day award in 2014		Nick Redmond/Annie		Dec
	Register on-line for Citizen Award program	Follow up with Australia Day Committee		Margaret/ Helen
	Nominee Resumes	Summarised in a paragraph of bullet points for presentation ceremony		Margaret Paton		Jan
	Liaise with Australia Day Council for certificates and frames (Australia Day Council provides the frames)	Follow up with Australia Day Committee		Glenn Mickle/ Helen		Dec
	Organise for trophies to be engraved with winners’ names	Rick’s Engraving Order: 83809 7 Lords Place (new address)		Helen Corby		Jan
	Print names on certificates			Glenn M		Jan
Citizenship Ceremony Between 10.15 to 1045	Morning Tea following citz ceremony OCC Event Officer  to assist, issue invitations to Mayor, Councillors & wives, Zonta representative, Committee members NEW sponsor Kennard Hire – include in program	Contact CWA for tea, coffee, lamingtons – scones jam & cream. Free for citizens, but committee pays for this. Set up are behind AD marquee- suggested they assemble before ceremony 6M X 3M marquee from KENNARDS HIRE		Unclear who contacts CWA?		Sept
	Cook Park set up for day	Lectern, tables, chairs, banners, barriers especially for apple roll activity		Helen		Jan
	Liaise with Council staff	Lyn Gough Graham Morcom		Margaret Paton		Oct to Jan
	? staff allocated for AD 2016	Council outdoor staff primarily		Margaret Paton		ASAP -urgent
Apple Rolling Comp 9am – 11am Organiser: Shirley Doherty Entry: $2 for 5 rolls	Source apples	Take required number from supplies		Allan Goodacre
	Confirm rules	As in previous years		Bruce Whitmill
	Mark out area and ascertain site	Increase area to make competition more challenging		Allan and Geoff
	Organise supervisors of event	Shirley Doherty & others		Shirley Doherty
	Signage –  Shirley has signs	Produce large laminated sign		Glenn Mickle
	Prizes	10 prizes		Geoff Bargwanna
	Paint for grass, 10 star posts, driver, plus plate caps, barricades	Marked out day before Aust. Day Get supplies from Graham Morcom, who runs Cook Park		Dianne, Brian, Allan		Jan
Raffle	Source Raffle prizes, write to donors        Geoff Bargwanna        Shirley Doherty Copies of letters to go to Geoff. Need a list of organisations/ businesses we have approach for prizes Need A3 laminated sign listing prizes plus A3 ‘raffle tickets for sale’ sign	John Woodhouse (1 case of wine)		Anne Hailes		Sept
						Sept
		Kelly’s Hotel $50 voucher		Helen Corby		Sept
		Myer		Helen Corby		Sept
		Nextra Orange, Paul Blunden – to pick up		Helen		Sept
		Pete’s Car Wash – four vouchers – ready for pick up		Russell Turner		Sept
		Mitre 10  - Nathan Valentic		Geoff Bargwanna		Sept
		Green Gate Newsagency  Lotto Pack Stephen Parker		Geoff Bargwanna		Sept
		Blowes – 2 prizes 2 x $25 vouchers Contact - Aaron		Helen Corby		Sept
		Auto Barn		Geoff Bargwanna		Sept
	Organise tickets	10 books of tickets - $1 per ticket		Helen Corby
	Determine point of sale for tickets Tickets to be sold on the day	A separate table is to be set up near the catering van for raffle sales		Team
Risk Assessment	Prepare event manual	To include risk assessment to forewarn stallholders, services about requirements		Glenn Mickle/Margaret Paton
	Meet with stallholders and participants re risk assessment	Ideally in the morning on the day.		MP/ Lisa Syme
	Book St John’s Ambulance	Event ID  for 2016 booking: 27004 Order No  83776		Glenn Mickle		Nov	ü
Nominated Beneficiary	Quota International Orange Inc	Letter needs to be sent to Lyn Haynes		Margaret Paton
Promotion	Update facebook Webpages	Link with Council- fliers to info centre, place info on Intranet, brief council’s communication officer, consider letter to schools?		Margaret Paton
Site – Cook Park	Book kiosk	Belinda Riach in Development Services key contact for bookings, contacted 21/10		Margaret
Flags	Summer Street banner bookings	Has been booked via Tammie Cubbin at council		Margaret			Done

Sport and Recreation Policy Committee                                          3 November 2015

2.2     Minutes of the Parks, Trees and Waterways Community Committee - 22 September 2015

TRIM REFERENCE:        2015/2823

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

EXECUTIVE Summary

The Parks, Trees and Waterways Committee met on 22 September 2015 and the recommendations from the meeting are provided to the Sport and Recreation Policy Committee for adoption.

Link To Delivery/OPerational Plan

The recommendation in this report relates to the Delivery/Operational Plan strategy “5.1 Our Community – Identify changing community aspirations and undertake community engagement and planning for the creation of open spaces, recreational facilities and services, recognising the special needs of older people and those with disabilities”.

Financial Implications

Nil

Policy and Governance Implications

Nil

Recommendation

That the recommendations made by the Parks, Trees and Waterways Community Committee at its meeting held on 22 September 2015 be adopted.

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.

Attachments

1        Minutes of the Meeting of the Parks,Trees and Waterways Community Committee held on 22 September 2015

2        Parks, Trees and Waterways Community Committee Action Plan, D15/6467⇩

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ORANGE CITY COUNCIL

MINUTES OF THE

Parks, Trees and Waterways Community Committee

HELD IN Councillor's Workroom, Civic Centre, Byng Street, Orange

ON 22 September 2015

COMMENCING AT 8.30am

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 1      Introduction

Attendance

Cr Reg Kidd (Chairperson), Cr Neil Jones, Dr Raman Anantanarayanan, Mr Nicholas King, Mr Peter West, Mr Dennis Croucher, Mr John Austin, Director Community, Recreation and Cultural Services, Manager City Presentation, Recreation Planner  

1.1     Apologies and Leave of Absence

RESOLVED                                                                                            Mr P West/Dr A Raman

That the apologies be accepted from Dr Murray Fletcher and Ms K Summers for the Parks, Trees and Waterways Community Committee meeting on 22 September 2015.

1.2     Acknowledgement of Country

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

Nil

2       Previous Minutes

RESOLVED                                                                                                Mr N King/Cr N Jones

That the Minutes of the Meeting of the Parks, Trees and Waterways Community Committee held on 27 April 2015 (copies of which were circulated to all members) be and are hereby confirmed as a true and accurate record of the proceedings of the Parks, Trees and Waterways Community Committee meeting held on 27 April 2015.

3       General Reports

3.1     Parks, Trees and Waterways Community Committee Action Plan

TRIM Reference:        2015/2339

RECOMMENDATION                                                                              Cr N Jones/Mr P West

That the Parks, Trees and Waterways Community Committee Action Plan be reviewed and updated.

MATTER ARISING

RECOMENDATION                                                                                    Cr R Kidd/Cr N Jones

That the Parks, Trees and Waterways Community Committee have a monthly article on parks, gardens and open spaces in local printed media (Orange Life) with the first article on how to find further information on parks, gardens and open spaces, the second article on wetlands and the third article on the Gosling Creek Reserve Precinct.

The Meeting Closed at 9.47AM

Sport and Recreation Policy Committee                                                                     3 November 2015

2.2                       Minutes of the Parks, Trees and Waterways Community Committee - 22 September 2015

Attachment 2      Parks, Trees and Waterways Community Committee Action Plan

D15/6467

Parks, Trees and Waterways Community Committee

Action Plan

Date	Action	Who	Community Strategic Plan reference	Budget status	Start	End	Update/Completed
25 August 2015	Development of a Memorials, Plaques and Place Naming Policy for public open spaces to guide future nominations and suggestions from the community.	Murray Fletcher Lyn Gough?	5.1.1 In conjunction with the community, develop strategies for public open space	No			Signage consistency across parks – ie a style guide to be developed with signs replaced as required.
	Investigate the establishment of ‘ParkCare’ groups to assist with the care and maintenance of public open spaces	Cr Jones	5.1.1	No current budget -	October 2015		Establish one to two trial sites and monitor over a 12 month period Tandera Park – community group meeting planned for late November
	Assess the need for dog faeces dispensers in parks that are not leash free dog exercise areas for example Somerset Park, Coogal Parklands		5.1.3 Increase and improve public open space accessibility and facilities for a broad range of members of the community				Selected parks have or are part of and network of share pathways where it is known many residents walk their dogs
	Investigate and develop communication tools to inform the community about activities and improvements being undertaken in public open spaces.		5.1.1
	Committee members review the Orange website for Parks and Tree related content and provide comment back	All	5.1.1		October 2015	November 2015	Committee members to provide feedback via email to nhobden@orange.nsw.gov.au prior to the next meeting. Future meeting – invite Council’s Manager Tourism to discuss website promotion. As an example Committee members are requested to research the Dubbo City Council publication.
	Review the adopted Orange Botanic Gardens, Cook Park and Street Tree Master Plans to assist Council to prioritise actions for budgeting purposes.	All	5.1.1 and 5.3.1.		4 November 2015	November each year	Discussion group meeting to identify priorities of master plans scheduled for the 4 November 2015.
	Review the draft Moulder Park Precinct landscape master plan and provide comment	All	5.1.1 and 5.3.1
	Review Council’s Tree Preservation Policy as applicable to trees on private property	All	5.1.1				Nigel to circulate existing TPO documentation
	Assess the use of suitable Eucalypts and other native trees and shrubs in streetscapes and parkland	All	5.1.1				Future workshop topic date to be confirmed.
	Monitor streetscapes – undertake a streetscape audit of main traffic routes entering Orange for consistency and long term strategic views.	Shahreen	5.1.1		November 2015		Precinct Plans – presentation at the next committee meeting 23 November 2015 by Recreational Planner