ORANGE CITY COUNCIL
Sport and Recreation Policy Committee
Agenda
6 December 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, 6 December 2016.
Garry Styles
General Manager
For apologies please contact Michelle Catlin on 6393 8246.
Sport and Recreation Policy Committee 6 December 2016
2.1 Minutes of the Australia Day Community Committee Meeting - 17 November 2016
Sport and Recreation Policy Committee 6 December 2016
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. |
TRIM REFERENCE: 2016/2832
AUTHOR: Kathy Woolley, Director Corporate and Commercial Services
EXECUTIVE Summary
The Australia Day Community Committee met on 17 November 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
1 That the recommendations made by the Australia Day Community Committee at its meeting held on 17 November 2016 be adopted, with the exception of the matter arising from item 3.1. 2 That in relation to item 3.1, Council consider the matter of fee payment for Welcome to Country at Australia Day.
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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.
SUPPORTING INFORMATION
The Action Plan and Minutes from the meeting of the 17 November 2016 are presented to Council.
The Committee asked that Council consider the Welcome to Country at the event. It is noted that Council has been previously advised that the funds raised at these events are used by Orange Local Aboriginal Council towards the delivery of their community based projects.
COMMENT FROM GENERAL MANAGER
Given the nominal fee of $200 goes to community based projects, the positive nature of the Welcome to Country ceremony, as well as the goodwill of the activity, it is recommended that Council support the nominal fee for Welcome to Country.
Attachments
1 Minutes of the Meeting of the Australia Day Community Committee held on 17 November 2016
2 Event Action Plan - Cook Park - Australia Day 2017 - 26 January 2017, D16/39805⇩
ORANGE CITY COUNCIL
MINUTES OF THE
Australia Day Community Committee
HELD IN Councillors Workroom, Civic Centre, Byng Street, Orange
ON 17 November 2016
COMMENCING AT 5.30PM
1 Introduction
Attendance
Mrs Lisa Cobb (Chairperson), Cr R Kidd (5:34pm), Cr R Turner, Mr Geoff Bargwanna, Mrs Shirley Doherty, Ms Ann Hailes (5:34pm), Mr Ian Hatswell (5:44pm), Ms Katherine Tollner (5:41pm), Manager Business Development and Events Officer.
1.1 Apologies and Leave of Absence
1.2 Acknowledgement of Country
1.3 Declaration of pecuniary interests, significant non-pecuniary interests and less than significant non-pecuniary interests
3 General Reports
TRIM Reference: 2016/2794 |
Recommendation Cr R Kidd/Cr R Turner The Event Action Plan for Australia Day 2017 be reviewed, updated and implemented.
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matter arising
RECOMMENDATION Cr R Turner/Cr R Kidd That the matter of fee payment for Welcome To Country at Australia Day be referred to the Council Meeting to be held 6 December 2016 for consideration.
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The Meeting Closed at 6:25pm.
Sport and Recreation Policy Committee 6 December 2016
2.1 Minutes of the Australia Day Community Committee Meeting - 17 November 2016
Attachment 1 Event Action Plan - Cook Park - Australia Day 2017 - 26 January 2017
Event Action Plan – Australia Day 2017 (Thursday 26 January)
D16/39805
Action / Task |
Who |
When |
ü |
$ |
Comments |
Collect all Food Vendor Application forms and check insurance. All Certificates of Currency should note ‘Orange City Council’ as an interested party. Ensure there is NO Soft Drink vendors (we sell that) or Alcohol/wineries. Coffee and Ice-cream okay. |
Katherine |
30 Nov |
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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 |
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A3 laminated sign listing prizes plus A3 ‘raffle tickets for sale’ (which lists prizes) sign |
Rachel |
30 Nov |
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Citizenship Ceremony · Invite new Citizens ensuring they are comfortable to be part of such a public ceremony · Invite Mayor, Councillors & Wives, Zonta Representative, Committee Members · Contact CWA (Debra Marr) for juice, apples, tea, coffee, lamingtons, scones jam & cream. Send official letter. |
Rachel |
30 Nov |
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New citizens to arrive at 9.30am for a 10am start. Morning tea to then follow Citizenship Ceremony. Free for Citizens, but committee pays for this. Citizens to assemble behind the marquee before the ceremony |
Confirm with Zonta re: provision of tree’s/plants for new Citizens |
Lisa |
30 Nov |
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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 |
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Murray McClosky – TV Footage
Lisa to do interview with Radio Station (Rob Bloomfield) |
Determine nominated beneficiary. Send official letter. (They held sell the tickets for $500 donation) 2017 Beneficiary: Food Bank |
Lisa |
30 Nov |
ü |
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Last year: Quota International Orange Inc RSPCA are ineligible as they were beneficiary in 2010. |
Written request to set up display in MYER (if still available). Australia-Day themed display to be placed in window closest to post office. Still open in lead up to event. |
Lisa |
30 Nov |
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Roz Beard from MYER. To email the manager via myer.orange.strmgr@myer.com Lee Picket |
Contact Councillors to encourage Councillor attendance at Citizenship Ceremony |
Rachel / Russell Turner |
30 Nov |
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Once program finalised, send copy through to: · BOC |
Rachel |
30 Nov |
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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 |
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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 |
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Determine and invite judges of Student Art Competition |
Katherine/Lisa |
9 Dec |
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OCC Gallery Director |
Print Program through Council. Source quotes. Approx. 200 – 500 copies. |
Rachel |
9 Dec |
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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 |
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Determine schedule / run sheet for: · MC · Presenters (sponsor will present awards. If not, Mayor) |
Rachel |
9 Dec |
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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 |
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Liaise with Canobolas Eggs regarding supply of eggs (1600). Council to raise purchase order. |
Russell |
9 Dec |
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Source prizes for winners of Student Art Competition |
Ann |
16 Dec |
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CWD sponsored competition in 2016 – 3 x $50 vouchers |
Liaise with National Australia Day Council for certificates and frames |
Rachel |
9 Jan |
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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 |
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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 |
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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 |
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Organise float |
Rachel |
9 Jan |
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Contact prominent businesses/buildings with flagpoles (i.e. OCTEC Building, Ex Services Club, Hotel Canobolas (Reg), RSL (Ian Hatswell can assist with RSL)) re: ensure Aus. flags are raised on the day. |
Geoff |
11 Jan |
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Contact surveying company re: donating approx. 40 pegs for stall area (to be returned after event) |
Katherine |
11 Jan |
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Collins, Carpenter & Bentley – McNamara Lane |
Organise raffle tickets |
Lisa |
11 Jan |
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10 book of tickets - $1 per ticket |
Judging Meeting. Organise: · Certificates · Framing |
Committee |
11 Jan |
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Organise for winning Student Art works to be transported to Guildry in Cook Park |
Lisa/Reg |
13 Jan |
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Contact: Graham Morcom & Lyn Gough |
Sign for display & large laminated sign for Apple Rolling competition. See what has already been produced. |
Shirley |
13 Jan |
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Prizes donated by Odeon 5 Cinemas in 2016 |
Organise certificates to be presented to winners. Update and print. |
Rachel |
13 Jan |
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Organise prizes – Amusement ride tickets. 10 x prizes – Lotto pack from Greengate Newsagency |
Lisa Geoff Bargwanna |
13 Jan |
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Stephen Parker |
Organise for trophies to be engraved with winner’s names. Council to raise purchase order. |
Lisa/Rachel |
13 Jan |
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Ricks Engraving. |
Organise return of artworks |
Gallery Staff |
13 Jan |
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Contact Matt Radburn (Woolworths) and confirm products for event: · 1900 sausages · 800 buns · Bread? · Drinks (Dry Till) – 20 cartons? · Watermelons? |
Rachel or Geoff |
16 Jan |
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Mat Radburn (manager of Anson Street store) 1120orange@woolworths.com.au |
Contact David Stonestreet from BOC re: 2 x canisters of balloon gas. Supply PO to put on account. Determine delivery/collection. |
Rachel or Geoff |
16 Jan |
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David Needs recognition letter / thank you! |
Send reminder email to Police (Yonneka Hill) re: drive by’s at Cook Park in order for it to be added to the tasking’s for the police on duty. |
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Nominees Resumes / Blurb – summarised paragraph of bullet points for presentation ceremony |
Rachel |
20 Jan |
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Collect supplies from Barrett’s & Wrap rite. Ensure Purchase Order for supplies. |
Peter/Steve |
20 Jan |
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Pick up apples |
Reg |
20 Jan |
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Collect ambassador from airport and provide transportation |
Lisa |
24 Jan |
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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 |
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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 |
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Supplied by Carpenter Collins Surveyors |
Ensure Marquees are delivered and positioned behind Guildry |
Rachel |
25 Jan |
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Pick up CWD, Kennard’s, VIC and First Choice Credit Union Marquees |
Reg |
25 Jan |
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Ensure Kennard’s light is positioned at Rotunda |
Geoff |
25 Jan |
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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 |
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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 |
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25 Jan |
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Ensure additional wheelie bins (x20) have been delivered |
Rachel |
25 Jan |
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Supply toilet key for amusement rides if they are staying overnight |
Rachel |
25 Jan |
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Mark out area and ascertain site for apple event. Need 8 star posts and a roll of barrier mesh |
Geoff |
25 Jan |
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Increase area to make it more challenging? |
Pick up Kennard’s gear (tent, banner) after lunch |
Reg/Ian |
25 Jan |
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Use Kennard’s truck to pick up the apples from Joe Leonie |
Reg/Ian |
25 Jan |
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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 |
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25 Jan |
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6 bollards, plastic tape, signage |
Make call re: if wet weather location is required |
Lisa |
25 Jan – 5:00pm |
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Day of event – 26 January |
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Unlock vehicle gates (Rach has 35008 key) |
Cook Park Staff |
5:30am |
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Distribute/Place additional wheelie bins |
Council/Cook Park Staff |
5:30am |
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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 |
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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 |
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Unlock / supply power boxes for stallholders (4) |
Rachel |
5:30am |
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Untie flagpole rope |
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5:30am |
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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 |
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Set up Rotunda: · One table inside · One table beside the rotunda in the shade for the officials · Rostrum |
Committee |
6:00am |
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Unlock all required buildings: · Fernery (bays for Art) · Conservatory |
Council |
6:00am |
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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 |
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Action / Task |
Who |
When |
ü |
$ |
Comments |
After event |
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Remove bollards, tape and signage from dance area |
Cook Park Staff |
26 Jan |
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Remove Rostrum from rotunda and return to Theatre |
Cook Park Staff |
26 Jan |
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Remove all chairs and tables and place behind compound near Guildry |
Cook Park Staff |
26 Jan |
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Lock all buildings, bird gate for hose access, Fernery bays |
Cook Park Staff |
26 Jan |
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Lock vehicle access gates once all stallholders have left the park |
Cook Park Staff |
26 Jan |
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Return Gas bottles to BOC |
Peter/Ian |
27 Jan |
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Conduct post-event site inspection and ensure all required activities have been completed (waste and equipment removal) |
Rachel / Lyn Gough |
27 Jan |
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Conduct event debriefing to determine success or ways to improve in the future |
Lisa |
1 Feb |
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Send thank you notes to staff, sponsors, volunteers and worthy participants |
Rachel |
1 Feb |
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Ensure all outstanding invoices are paid |
Rachel |
1 Feb |
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Provide Financial Review to committee and close off Financial Budget. |
Rachel |
1 Feb |
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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.