ORANGE CITY COUNCIL

Sport and Recreation Policy Committee

Agenda

1 November 2016

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, 1 November 2016.

Garry Styles

General Manager

For apologies please contact Michelle Catlin on 6393 8246.

Sport and Recreation Policy Committee                                        1 November 2016

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 Sport and Recreation Community Committee - 23 September 2016 4

2.2 Minutes of the Australia Day Community Committee Meeting - 5 October 2016 14

Sport and Recreation Policy Committee                                        1 November 2016

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                                        1 November 2016

2       Committee Minutes

2.1     Minutes of the Sport and Recreation Community Committee - 23 September 2016

TRIM REFERENCE:        2016/2406

AUTHOR:                       Ben Keegan, Sport and Recreation Coordinator    

EXECUTIVE Summary

The Sport and Recreation Community Committee met on 23 September 2016 and the recommendations from that 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 “6.1 Our Community – Identify changing community aspirations and undertake community engagement and planning for the development and support of sporting and recreational services”.

Financial Implications

Council has been advised that as a council included in the NSW Government’s merger proposals under consideration by the Office of Local Government since referral on 6 January 2016, Council must comply with the merger proposal period guidelines issued under S23A of the Local Government Act 1993.

The guidelines instruct Council it should expend money in accordance with the detailed budget adopted for the purposes of implementing the Delivery/Operational Plan for the 2015/16 year.

Any expenditure outside the adopted budget requires the identification of clear and compelling grounds and must be approved by Council at a meeting that is open to the public. The guidelines indicate the resolution of Council for increased expenditure must specify the reasons why the expenditure is required and warranted.

If increased expenditure is greater than $250,000 or 1% of the Council’s revenue from rates in the preceding year, whichever is the greater, Council is required to exhibit the increase to the budget and consider comments received.

Council must also avoid entering into contracts or undertakings where expenditure or revenue is greater than $250,000 or 1% of the Council’s revenue from rates in the preceding year, whichever is the greater, unless the contract or undertaking is as a result of a decision or procurement process commenced prior to the merger proposal period or where entering into a contract or undertaking is reasonably necessary for the purposes of meeting the ongoing service delivery commitments of the Council or was previously approved in the Council’s Delivery/Operational Plan.

Policy and Governance Implications

Nil

Recommendation

That the recommendations made by the Sport and Recreation Community Committee at its meeting held on 23 September 2016 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 Sport and Recreation Community Committee held on 23 September 2016

2        Sport and Recreation Community Committee Action Plan, D15/6207⇩

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ORANGE CITY COUNCIL

MINUTES OF THE

Sport and Recreation Community Committee

HELD IN Councillors Workroom, Civic Centre, Byng Street, Orange

ON 23 September 2016

COMMENCING AT 8.00am

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 1      Introduction

Attendance

Cr J Hamling (Chairperson), Cr J Davis OAM (Mayor), Mr Wayne Hill, Mr Peter Jarick, Mr Rod McTaggart, Mr Michael Thornhill, Director Community, Recreation and Cultural Services, Sports and Recreation Coordinator

1.1     Apologies and Leave of Absence

Nil

1.2     Acknowledgement of Country

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

2       Previous Minutes

RESOLVED                                                                                       Mr W Hill/Mr M Thornhill

That the Minutes of the Meeting of the Sport and Recreation Community Committee held on 24 March 2016 (copies of which were circulated to all members) be and are hereby confirmed as a true and accurate record of the proceedings of the Sport and Recreation Community Committee meeting held on 24 March 2016.

3       General Reports

3.1     Sport and Recreation Community Committee Action Plan

TRIM Reference:        2016/2140

Recommendation                                                                   Mr P Jarick/Mr M Thornhill

That the Action List for the Sport and Recreation Community Committee be reviewed and updated.

 The Meeting Closed at 9.00am.

Sport and Recreation Policy Committee                                                                  1 November 2016

2.1                       Minutes of the Sport and Recreation Community Committee - 23 September 2016

Attachment 1      Sport and Recreation Community Committee Action Plan

D15/6207

Sport and Recreation Community Committee

Action Plan

Infrastructure

Date	Action	Who	Community Strategic Plan reference	Budget status	Start	End	Update/Completed
	Sir Jack Brabham Park Sports Centre		5.2 6.1	$750,000 budgeted. Seeking additional funding through grants.	Subject to funding		DA approved. Grant application submitted recently to secure adequate funds to complete all project elements at one time. Design and building materials also being reviewed to reduce overall project costs. Subject to funding, the project may need to be staged with the new Pavilion on Huntley Road and amenities building on Forest Road being the initial priorities.
	Wade Park Cricket and Community Centre		5.2 6.1 6.2	$750,000 budgeted. Seeking additional funding through grants and partnerships with Cricket NSW& Cricket Australia.	Subject to funding		Total project cost expected to be approx $2M. Council is seeking State Government funding for the project and is anticipating an announcement to be made in coming months.
	Wade Park Turf Practice Nets		5.2 6.1		December 2016	February 2017	Consultation undertaken with Cricket NSW with regard to minimum requirements. Preliminary design commenced.
	Wade Park lighting upgrade		5.2	$150,000	March 2016	June 2016	Budget insufficient to upgrade lighting to preferred standard of 500 Lux. Consideration to be given to following options: ·   Reinstate lighting to 350Lux ·   Seek additional funding to upgrade to 500Lux ·   Stage project
	Riawena Oval turf wicket replacement		5.2	$45,000 budgeted plus a $5,000 contribution received from both the Orange District Cricket Association and Orange District Junior Cricket Association.	October 2016	November 2016	All works completed. Subject to weather, it is expected that turf wicket will be ready for play by late October 2016.
	Anzac Park BMX Track		5.2 6.1				All track construction work completed. The Orange BMX Club has secured additional funding to purchase and installation a start gate.
	New rectangular field and sporting precinct		5.2 6.1 6.2		No timeframes developed at this point.		Council has purchased land for the proposed facility however planning has not yet commenced. The Committee has requested further discussion at the next meeting.
	Mt Canobolas Mountain Bike Trail Centre		5.2 6.1 6.2		No timeframes developed at this point as approvals and funding required.		Council has identified the potential to create a Mountain Bike Trail Centre on Mt Canobolas encompassing both the State Conservation Area (SCA) and NSW Forestry Land. Following consultation with various stakeholders, a concept plan has been developed which will be considered at a meeting of Council on 4 October 2016.
	Cycle/Walking Facilities		5.1	$2,600,000 Budgeted over three years, consisting of $2,000,000 from NSW Roads and Maritime Services and $600,000 from Council.	2015	June 2018	Active Travel Plan currently being developed. When complete the Plan will guide the implementation and maintenance of active travel infrastructure and programs throughout the City and surrounding villages, with the aim of encouraging greater participation in active transport options. Cycleways - Council has completed a section of the Southern Cycleway through Nelson Park (commencing at Gardiner Road).
	Lake Canobolas Flying Fox		5.2	$35,000 budgeted	December 2016	December 2016	30m double flying fox to be installed on western side of Lake Canobolas Order has been placed with the installation expected to occur in December 2016.
	Construction of new playground in Waratah Estate (William Maker Drive)		5.2	$30,000 budgeted	January 2017	June 2017	Play equipment purchased and delivered. Awaiting shaping of broader site which includes stormwater retention basin prior to installing. Earth works expected to commence early 2017 with playground install shortly thereafter.

Events

The following sporting events have been secured by Council through negotiation with sports governing bodies or event promoters.

Date	Action	Who	Community Strategic Plan reference	Budget status	Start	End	Update/Completed
	Sydney Thunder V Hong Kong – T20 practice match		10.2 6.4	Budgeted	11 December 2016		Sydney Thunder will be bringing their full squad to Orange for two T20 practice matches against the Hong Kong National side.
	2017 Mountain Bike Australia – Cross Country National Series		10.2 6.4	Budgeted	13 January 2017	15 January 2017	MOU Signed. 200 competitors over 2.5 days of competition.
	2017 Orange Triathlon		10.2 6.4	Budgeted	4 February 2017		MOU signed with 100% Events to stage the event in Orange for 3 years 2016-2018. Between 400 and 800 participants for one day event.
	2017 Newcrest Orange Challenge (Cycling event)		10.2 6.4	Budgeted	5 March 2017		Following the success of the 2016 event, it is expected that participant numbers will increase beyond the 900 in 2017.
	2017 NSW Triathlon Club Championships		10.2 6.4	Budgeted	18 March 2017		1300 competitors and officials. MOU signed with Triathlon NSW to conduct event in Orange for 3 year period 2017-2019.
	2017 DerbyFest		10.2 6.4	Budgeted	Date to be confirmed		MOU signed. Roller Derby event attracting 120 participants over 2 days.
	2017 Cycling NSW Masters Road Cycling Championships		10.2 6.4	Budgeted	22 April 2017	24 April 2017	MOU signed with Cycling NSW to conduct the event in Orange for a three year period 2016-2018. 400 competitors and officials over 3 days competition.
	2017 Rugby NSW Junior State Championships (Age division to be confirmed)		10.2 6.4	Budgeted	10 June 2017	12 June 2017	MOU signed with Junior Rugby NSW to conduct the event in Orange for a three year period 2017-2019. 385 players and officials over a 3 day period.

Sport and Recreation Policy Committee                                        1 November 2016

2.2     Minutes of the Australia Day Community Committee Meeting - 5 October 2016

TRIM REFERENCE:        2016/2407

AUTHOR:                       Sharon D'Elboux, Manager Business Development    

EXECUTIVE Summary

The Australia Day Community Committee met on 5 October 2016, and the recommendations from this meetings 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

Council has been advised that as a council included in the NSW Government’s merger proposals under consideration by the Office of Local Government since referral on 6 January 2016, Council must comply with the merger proposal period guidelines issued under S23A of the Local Government Act 1993.

The guidelines instruct Council it should expend money in accordance with the detailed budget adopted for the purposes of implementing the Delivery/Operational Plan for the 2015/16 year.

Any expenditure outside the adopted budget requires the identification of clear and compelling grounds and must be approved by Council at a meeting that is open to the public. The guidelines indicate the resolution of Council for increased expenditure must specify the reasons why the expenditure is required and warranted.

If increased expenditure is greater than $250,000 or 1% of the Council’s revenue from rates in the preceding year, whichever is the greater, Council is required to exhibit the increase to the budget and consider comments received.

Council must also avoid entering into contracts or undertakings where expenditure or revenue is greater than $250,000 or 1% of the Council’s revenue from rates in the preceding year, whichever is the greater, unless the contract or undertaking is as a result of a decision or procurement process commenced prior to the merger proposal period or where entering into a contract or undertaking is reasonably necessary for the purposes of meeting the ongoing service delivery commitments of the Council or was previously approved in the Council’s Delivery/Operational Plan.

Policy and Governance Implications

Nil

Recommendation

That the recommendations made by the Australia Day Community Committee at its meeting held on 5 October 2016 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 5 October 2016

2        Event Action Plan - Cook Park - Australia Day 2017 - 26 January 2017, D16/39805⇩

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ORANGE CITY COUNCIL

MINUTES OF THE

Australia Day Community Committee

HELD IN Councillors Workroom, Civic Centre, Byng Street, Orange

ON 5 October 2016

COMMENCING AT 5:30pm

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 1      Introduction

Attendance

Mrs Lisa Cobb (Chairperson), Cr R Kidd (left 6.33pm), Cr R Turner (left 6.30pm), Mr Geoff Bargwanna, Mr Steve Brakenridge (5:35pm), Mr Peter Chilcott (left 6.15pm), Ms Ann Hailes, Mr Ian Hatswell, Ms Katherine Tollner (5:34pm), Manager Business Development, Events Officer, Mr Allan Brown (left 5.44pm), Mr Sina Marvasti (left 5.55pm).

1.1     Apologies and Leave of Absence

RESOLVED                                                                                               Ms L Cobb/Cr R Kidd

That the apologies be accepted from Cr J Davis OAM (Mayor) and Mrs Shirley Doherty for the Australia Day Community Committee meeting on 5 October 2016.

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 G Bargwanna/Cr R Turner

That the Minutes of the Meeting of the Australia Day Community Committee held on 7 September 2016 (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 7 September 2016.

3       General Reports

3.1     Supplier Discussion - Australia Day Community Committee

TRIM Reference:        2016/2248

Recommendation                                                                    Cr R Kidd/Mr G Bargwanna

That the Committee hold discussions between the suppliers in relation to event requirements, resulting in an Outcomes and Action Plans to be developed to ensure effective service delivery.

MATTER ARISING

RECOMMENDATION                                                                    Cr R Kidd/Mr G Bargwanna

That a site meeting at Cook Park occur with Cr Reg Kidd, Events Officer and Mr Alan Brown to confirm positioning of audio equipment and electrical supply.

3.2     Committee Members List - Australia Day Committee Meeting

TRIM Reference:        2016/2246

Recommendation                                                                Cr R Turner/Mr G Bargwanna

The Committee Members List for the Australia Day Community Committee be updated and finalised.

3.3     Event Action Plan - Australia Day Community Committee

TRIM Reference:        2016/2247

Recommendation                                                                    Cr R Kidd/Mr G Bargwanna

The Event Action Plan for Australia Day 2017 was reviewed, updated and tasks allocated.

The Meeting Closed at 6:40pm.

Sport and Recreation Policy Committee                                                                  1 November 2016

2.2                       Minutes of the Australia Day Community Committee Meeting - 5 October 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
Update Contact Details with Australia Day Council of NSW	Lisa/Rachel	19 Aug	ü
Complete Cat 3 Event Application Form	Rachel	7 Sept
Book Venue: Cook Park, and Northcourt (wet weather alternative)	Rachel	7 Sept	ü
Finalise Dates for all upcoming Committee meetings (1^st Wednesday of the month): ·      7 September ·      5 October ·      2 November (in Committee Room 3) ·      7 December (Reg/Katherine/Ann Birthday) ·      11 January ·      20 January (Packing Night) Venue to be decided ·      1 February (Debrief Meeting)	Rachel	7 Sept	ü		11 Jan – Judging Meeting (Certificates & Framing & engraving) Judging by email for those away
Determine who pays for the airfare for the ambassador	Rachel/Lisa	7 Sept	ü		Orange Aus Day Committee pay for accommodation. National Aus Day Council of NSW pay for airfare.
Confirm Australia Day Awards that will be presented: ·      Citizen ·      Youth ·      Event ·      Group	Rachel	7 Sept	ü		No Sports Awards
Confirm all contact details and Committee Members List	Rachel	7 Sept	ü
Determine who will be MC for day or who to approach	Rachel	7 Sept	ü		Reg Kidd confirmed as MC 5.10.16
Register for the Australia Day Ambassador program	Rachel	9 Sept	ü		Awaiting email from Australia Day Council of NSW Registered for ambassador 22/9/16 & ordered Citizen of the Year Certificates.
Seek new sponsor for event (Woolworths no longer sponsor). Bread, drinks & sausages.	Lisa check with National Aus. Day	16 Sept			Contact Matt Radburn (Manager – Local Woolworths) Still deciding – Geoff to get letter from Lisa.
Determine quantities and prices for Breakfasts ($8 each – need to confirm Breakfasts served – 800) Source quotes for discounted: ·      1600 thin sausages ·      800 buns (half round / half damper). These were donated in 2016 ·      Drinks (Dry Till) ·      Watermelons Send official letters requesting	Lisa/Geoff GB to speak to Matt re quote	16 Sept			Sausages/Buns to be picked up at 6:30am on Australia Day at back dock. On the day, Breakfast starts at 7:30am, with attending arriving from 6:30am / 7am. Organisers to arrive at 5:30am.
Obtain order number from Council	Rachel	16 Sept			For Matt Radburn Waiting on quotes
Organise 10 cartons of soft drink. Source quote for best deal for ‘dry till’ and return unopened/unsold drinks (Council pays for drinks after the event)	Rachel Geoff to speak to Matt re: this as per last year.	23 Sept			Matt Radburn
Organise to have enough BBQ’s and cooks for breakfast on the day. Canobolas Lions Club – BBQ’s from Electrolux. Steve to pick up BBQ’s prior to event. Order Number from Council	Peter/Steve Rachel	23 Sept			Rotary sell breakfasts on behalf of the committee (they have licence to reduce price for a family/circumstances to ensure it is all inclusive). Geoff Bargwanna able to provide extra labour if required?
Update and print Application Forms. Update online / Council website.	Rachel	30 Sept			Lisa’s mobile (not home phone) to be on the forms Nominations open ASAP Nominations close 31 Dec 2016
Distribute nomination Forms: ·      Council ·      CWD – see Allan/Nick re: articles ·      Mail to community groups ·      Promotion on Intranet/Council Social Media	Rachel	30 Sept			Forms due back by 31 December
Prepare application forms for Student Art Comp	Rachel/Ann	30 Sept	ü		Close on 31 Dec 2016 Ann – pick up from IGA
Send information on Student Art Competition to schools & Orange Art Society (Art Society will put them on display)	Rachel	30 Sept
Organise Kennard’s equipment: ·      6M x 3M Marquee ·      Generator ·      Banner ·      Light for Rotunda Organise collection/delivery and return.	Geoff	30 Sept			Craig @ Kennard’s Hire – in-kind sponsor (not financial) If they sponsor again, include logo and mention in program. Lisa to provide letter to Geoff
Book Council’s marquee and kiosk. To be delivered to Cook Park the day before and be left in compound area behind Guildry for service groups to source.	Rachel Cook Park Staff	30 Sept			Need: ·      2 x 6m x 3m marquee ·      1 x 3m x 3m marquee ·      Mobile kiosk for Ride ticket sellers
Organise CWD Marquee for St Johns	Ann	30 Sept	ü		For St Johns Ambulance
Contact Orange Male Choir to sing both versus of the National Anthem	Lisa	30 Sept	ü		Barry Patterson – Music teacher at Kinross/Choir Master
Organise and book Audio. Obtain quote and raise purchase order if selected supplier. Confirm he has ‘canned music’.	Rachel	30 Sept		$973.50	Centrestate Sound (Alan Brown)
Contact Belly Dance performers and organise to attend event	Shirley	14 Oct
Organise/Book Amusement Rides	Lisa	14 Oct	ü		Kate Birmingham No slides. Set up the day before and sleep in the van. No security needed. Need Public Liability Insurance
Organise tickets for Amusement Rides	Lisa	14 Oct			Tickets are $3 each. We take a 25% commission. They supply the tickets
Liaise with Orange Art Society re: Art Show display.  They will promote competition through their newsletter.	Lisa	14 Oct	ü		Located in Cultural Centre near Harris Farm. Wanda Driscoll:  (PO Box 792 Orange). To write to her to seek donation of a prize for the art comp
Ascertain quantities and quality of merchandise available: ·      Plates ·      Cutlery ·      Tattoos (old ones to be given away for free) ·      Hand wavers ·      Balloons (Wraprite) ·      Flags – need to source and ensure we have people who can sell them on the day. Determine what is needed for event. Advise Rachel of any supplies needed.	Lisa/Pete See what is currently in storage	14 Oct			Purchase from Wraprite. Should be biodegradable. See if Peter / Steve can assist. Pete/Lisa to check off before the next meeting
Contact Aboriginal Lands Council re: if they will be sending anyone to do Welcome to Country (Michael Newman). Send official invitation. ·      Raise purchase order ·      Naden Twins for Acknowledgement of Country ·      Didgeridoo Player – Wiradjuri Language Teacher from Canobolas High ·      Plan B – MC to do acknowledgement	Rachel/Lisa Rachel to check Council Policy	14 Oct			Committee request it to be free/voluntary/service to community. Council policy is that they need to be invited.
Liaise with park staff re: use of fernery for display. Send written invitation to attend.	Lisa	14 Oct			Chair: Tracey Wilkinson 302 Peisley Street, Orange
Organise for flags to be put up in Summer Street (Tammie) + Big Flag on Bathurst Road (Council Staff/Depot)	Rachel	14 Oct			13 flags – stored in Mark Beyers Office
Contact BOC Gas re: Balloon Gas (need 2 medium sized bottles). Rach to raise purchase order.	Lisa - Letter / Rachel	14 Oct
Contact prominent businesses/buildings with flagpoles (i.e. OCTEC Building, Ex Services Club, Hotel Canobolas, RSL (Ian Hatswell can assist with RSL)) re: ensure Aus. flags are raised on the day.	Geoff	31 Oct
Contact surveying company re: donating approx. 40 pegs for stall area (to be returned after event)	Katherine	31 Oct			Collins, Carpenter & Bentley – McNamara Lane
Determine stall holders and send out letters and application forms. Advise of price. Put in letters that: ·      No electricity to be provided ·      All electrical cords MUST be tested/tagged	Katherine	31 Oct			Use Council Letterhead. Cost is $33.50 in 2016. Must be received 5 Days before event. Vendors ONLY allowed to do direct debit if send remittance through to: payments@orange.nsw.gov.au
Contact Macquarie Alarms re: collection of cash takings at end of event. Invite Sina to next meeting.	Rachel	31 Oct			Sina. Need to make sure we have locked cabinet (with 2 seals).
Contact/send letters to: ·      3^rd Orange Scout Group(Leigh Williamson) ·      2^nd Orange Scout Group (Bob Hoye) re: raising the flag. Need to check the size of the flag so it doesn’t look odd on the large flag pole!	Lisa to ring initially	31 Oct	ü		Bob Hoye Bob Hoye from 2^nd Orange Scout Group is happy to do it in 2017.
Car Display: ·      Southern Cross Cruisers (George Georgiou) ·      Australian Sporting Car Club (Charlie Stammers) ·      Gnoo Blas (Denis Gregory)	Lisa	31 Oct
Source Raffle prizes / write to donors (copies of letters to go to Geoff): ·      John Woodhouse (case of wine) – Ann (no letter required) ·      Kelly’s Hotel - Lisa ·      Chemist (Kate Gray) - Reg ·      Nextra Orange (Paul Blunden) - Shirley ·      Pete’s Car Wash (4 x vouchers) - Geoff ·      Mitre 10 – Geoff (Major Prize – Webber BBQ) ·      Hog’s Breath – Geoff ·      Myer - Lisa ·      ALDI ($50 Voucher) - Geoff ·      Blowes (2 x $25 Vouchers) – Aaron - Lisa ·      Subway - Geoff ·      Autobarn - Geoff ·      Thompson’s Nursery - Geoff ·      Pizza capers - Katherine ·      Robson’s wines – Geoff ·      Greengate (Lottery Pack) - Geoff Develop list of organisations/businesses we have approached for prizes.	Committee	31 Oct	ü		Most prizes are for apple rolling + 10 draws of the raffle. Shirley to bring prize list to next meeting on 5 October and give copy to committee.
Organise raffle tickets	Lisa	31 Oct			10 book of tickets - $1 per ticket
Determine outdoor/Depot staff required for event and organise accordingly. Put in request and allocate budget. Assistance in setting up tents on the day?	Rachel	31 Oct
Site Plan to be conducted at Cook Park between Events Officer, Reg Kidd & Allan Brown (sound) Rachel to understand location of faulty power box and check with electricians re: ·      If it is working correctly ·      Capacity / current	Rachel	2 Nov
Check Council has large Aus. Day flag to go on Rotunda in Cook Park and is in a good state.	Rachel	2 Nov
Prepare draft event manual for review at Meeting	Rachel	2 Nov			To include ·      Risk Assessment ·      Debrief for stallholders re: requirements
Order milk, juice and water (1,200 units – sale or return basis). Raise purchase order.	Lisa	2 Nov			Bruce Lorimer – Milk Express
Organise/determine dinner event for ambassador on the Wednesday night. Accommodation booked at Duntry League – Lisa to look into dinner at Duntry League as well?	Lisa/Rachel	2 Nov			Budget? $ per person? Who else to attend? Glenn? Sharon? Lisa to advise number of RSVP’s after the Australia Day Packing Night.
Send letter to Colour City Dance Works	Lisa	2 Nov
Organise / book all equipment required: ·      1 x wooden table (to rotunda for trophy’s) ·      6 x plastic tables for service groups - Russell ·      10 x trestle tables (from Legacy) for Painting in the Park(lower height) - Russell ü Plastic covers for 10 x painting tables (above) ·      Lectern ·      1 x Rostrum for rotunda (from Theatre) ·      Chairs for rotunda ·      Four seats for Painting in the Park ·      6 x Plastic tables for service groups - Russell ·      35008 key for vehicle gates (Rach should have) ·      Bollards (6 for dancers area) ·      Plastic Tape (for dancers area) - Council ·      Universal Tap Key ·      Artificial Turf – 4 runs - Council ·      12 x witches hats ·      Banners – In Summer St / Council ·      Barriers ·      2 x Urns (1 from Lions / 1 from Quota) ·      + Equipment for Apple event (below)	Committee	2 Nov			To be delivered day before. To be left behind Guildry. Russell to potentially store tables at his place (if possible) and take off Legacy’s hands.
Organise Apple Event: ·      Source apples (x500) – Joe Leonie from Ballykeen Orchards - Peter ·      Confirm Rules ·      Organise supervisors of event ·      Prizes Ensure we can get materials required: ·      WHITE Grass Paint, ·      10 star posts, ·      Ties ·      Post driver ·      plate caps ·      barricade ·      bunting	Shirley	15 Nov			Get supplies from Graham Morcom who runs Cook Park. Shirley bring own tables/chairs. Reg Kid to pick up apples the day before.
Determine what songs will be played / type of music and apply (online) for APRA Licence (check Aussie CD).	Rachel	15 Nov			Review what songs were played in 2016.
Prepare draft program. Confirm MC.	Rachel	15 Nov
Approach & organise Highland Band	Lisa	15 Nov	ü		Ask Helen
Book St Johns Ambulance to attend. Raise purchase order.	Rachel	15 Nov		$500	Maureen Templar
Organise ‘Painting in the Park’: ·      Ensure trestle tables are not too high for small children ·      Volunteers to assist in set up ·      Access to water (or bring water canisters) ·      Roll of paper & a Roll of plastic ·      Judges: Wanda Driscoll & Loretta Thurtell in 2016 ·      Certificates (if required) Entries to be delivered to Council and given directly to the Gallery.	Lisa/Ian	15 Nov			Daybreak Rotary Club – Kerry Denny (Director) Timber tables obtained from Legacy previously. Organised by Russell Turner in consultation with David Williams. We use all that they have. Gives a $50 donation to Legacy for the use of the tables.
Organise through Netwaste for an additional 20 wheelie bins to be supplied	Rachel	15 Nov
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 ·      Organise through Zonta plants for new citizens ·      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
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) Food Bank	Lisa	30 Nov			Last year: Quota International Orange Inc – Lyn Haynes 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
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
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
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
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.