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City of hobart

 

 

 

 

AGENDA

Economic Development & Communications Committee Meeting

 

Open Portion

 

Thursday, 1 December 2016

 

at 5:00 pm

Lady Osborne Room, Town Hall


 

 

 

 

THE MISSION

Our mission is to ensure good governance of our capital City.

THE VALUES

The Council is:

 

about people

We value people – our community, our customers and colleagues.

professional

We take pride in our work.

enterprising

We look for ways to create value.

responsive

We’re accessible and focused on service.

inclusive

We respect diversity in people and ideas.

making a difference

We recognise that everything we do shapes Hobart’s future.

 

 


 

Agenda (Open Portion)

Economic Development & Communications Committee Meeting

Page 3

 

1/12/2016

 

 

ORDER OF BUSINESS

 

Business listed on the agenda is to be conducted in the order in which it is set out, unless the committee by simple majority determines otherwise.

 

APOLOGIES AND LEAVE OF ABSENCE

1.        Co-Option of a Committee Member in the event of a vacancy  4

2.        Confirmation of Minutes. 4

3.        Consideration of Supplementary Items. 4

4.        Indications of Pecuniary and Conflicts of Interest. 4

5.        Transfer of Agenda Items. 5

6          Reports. 6

6.1     Potential Relationships Between the City of Hobart and Cities in the Asia Pacific Region. 6

6.2     City Centre Support and Activation Arrangements. 35

6.3     Review of the Inaugural Antarctic Festival 2016 and the Annual Opening of the Antarctic Season Reception. 50

7          Committee Action Status Report. 68

7.1     Committee Actions - Status Report 68

8.        Questions Without Notice. 73

9.        Closed Portion Of The Meeting.. 74

 


 

Agenda (Open Portion)

Economic Development & Communications Committee Meeting

Page 5

 

1/12/2016

 

 

Economic Development & Communications Committee Meeting (Open Portion) held Thursday, 1 December 2016 at 5:00 pm in the Lady Osborne Room, Town Hall.

 

COMMITTEE MEMBERS

Deputy Lord Mayor  Christie (Chairman)

 Zucco

 Ruzicka

 Thomas

 Denison

 

APOLOGIES:

 

 

LEAVE OF ABSENCE:

 

 

ALDERMEN

Lord Mayor Hickey

Briscoe

Sexton

Burnet

Cocker

Reynolds

Harvey

1.       Co-Option of a Committee Member in the event of a vacancy

 

2.       Confirmation of Minutes

 

The minutes of the Open Portion of the Economic Development & Communications Committee meeting held on Thursday, 22 September 2016, are submitted for confirming as an accurate record.

 

 

3.       Consideration of Supplementary Items

Ref: Part 2, Regulation 8(6) of the Local Government (Meeting Procedures) Regulations 2015.

Recommendation

 

That the Committee resolve to deal with any supplementary items not appearing on the agenda, as reported by the General Manager.

 

 

4.       Indications of Pecuniary and Conflicts of Interest

Ref: Part 2, Regulation 8(7) of the Local Government (Meeting Procedures) Regulations 2015.

 

Aldermen are requested to indicate where they may have any pecuniary or conflict of interest in respect to any matter appearing on the agenda, or any supplementary item to the agenda, which the committee has resolved to deal with.

 

5.       Transfer of Agenda Items

Regulation 15 of the Local Government (Meeting Procedures) Regulations 2015.

 

A committee may close a part of a meeting to the public where a matter to be discussed falls within 15(2) of the above regulations.

 

In the event that the committee transfer an item to the closed portion, the reasons for doing so should be stated.

 

Are there any items which should be transferred from this agenda to the closed portion of the agenda, or from the closed to the open portion of the agenda?

 


Item No. 6.1

Agenda (Open Portion)

Economic Development & Communications Committee Meeting

Page 6

 

1/12/2016

 

 

6        Reports

 

6.1    Potential Relationships Between the City of Hobart and Cities in the Asia Pacific Region

          File Ref: F16/130023

Report of the Group Manager Executive and Economic Development, and the Economic Development Project Officer of 25 November 2016 and attachments.

Delegation:     Council


Item No. 6.1

Agenda (Open Portion)

Economic Development & Communications Committee Meeting

Page 8

 

1/12/2016

 

 

REPORT TITLE:                  Potential Relationships Between the City of Hobart and Cities in the Asia Pacific Region

REPORT PROVIDED BY:  Economic Development Project Officer

Group Manager Executive & Economic Development

 

1.         Report Purpose and Community Benefit

1.1.      From discussion at the Aldermanic workshop held on international relations (3 March 2016) it was understood that Aldermen were very interested in exploring a relationship with a city in the Asia Pacific region, with the key focus being community development.  This is as opposed to a main focus on economic development which is the key driver of Hobart’s relationships with Chinese cities.

1.2.      The purpose of this report is therefore to consider possible community development based relationships between the City of Hobart and cities in the Asia Pacific region.

1.3.      Utilising desk based research, this report will conduct an initial examination of a number of areas within the Asia Pacific region, evaluating their suitability and making recommendations about which areas / cities Council may want to investigate further.

1.3.1.    Depending on the precise nature of the ‘community development’ based relationship, benefits to the community of Hobart could include an opportunity for them to provide support to a less developed city, cultural exchange, educational exchange and potential outcomes for local business.

2.         Report Summary

2.1.      Council on 9 May 2016 considered a draft international relations action plan and resolved inter alia:

That:

1. The Council endorse the actions set out in the Draft International Relations Action Plan marked as Attachment A to item 8 of the Open Economic Development and Communications Committee agenda of 28 April 2016, with the substitution of action item 2.2.3 as follows:

“2.2.3         Seek to investigate options for developing and sustaining international relationships via social media channels, expatriate networks and other appropriate methods, as a means of increasing knowledge and reinforcing relationships between visits.”

2. The Council authorise a review of its existing policy titled Guidelines for Future International Relations to encompass changing the naming conventions of international relations, from Sister City to the Friendship City in respect of all relationships with the exceptions of Yaizu and L’Aquila, and the diverse nature of friendships on economic, cultural and community grounds.

 

3. The Council approve an amendment to the policy titled Aldermanic Development and Support to permit Aldermen to participate in two international delegations or more if deemed appropriate by the Council, in a four year term.

 

2.2.      The action below (5.2) has been extracted from the endorsed International Relations Action Plan (IRAP) as it is the most relevant to this report.  The full IRAP is also included (Attachment A).

5.2  Commence investigations into a community development based relationship with a city in the Asia Pacific region.

2.3.      This report is a response to the action above in that it is an initial investigation into a relationship with a city in the Asia Pacific region.

2.4.      This report also seeks to define in more detail what outcomes Council may seek from a community development based relationship.  This could be entirely altruistic or it could be based on exchange and it may or may not also include an economic element (i.e. where Hobart based businesses could benefit).

3.         Recommendation

That:

1.      Council officers further investigate community development based relationships with towns / cities in the Philippines, Indonesia, India and Timor Leste.

2.      Council officers provide a further report summarising the findings from the further investigations with the four countries and recommending one city to form a community development based relationship with.

 


 

4.         Background

4.1.      Following an Aldermanic workshop on international relations, the recently endorsed International Relations Action Plan (IRAP) 2016 recommended investigating a community development based relationship with a city in the Asia Pacific region.

4.2.      The report is an initial desk based examination of potential regions or cities that Council may want to consider further.

Defining ‘Community Development’

4.3.      This report also seeks to define what Aldermen mean by ‘community development’.  Potential ‘community development’ outcomes from a city to city relationship for the community of Hobart could be:

4.3.1.    Provision of financial / physical aid by Hobart to a less economically developed city.

4.3.2.    Information exchange whereby Hobart could provide expertise on a number of topics pertinent to the other city, including bio security, agriculture and governance.

4.3.3.    Cultural exchanges such as the staging of a festival to celebrate the Asia Pacific city in Hobart and vice versa.

4.3.4.    Educational exchanges where school / university students may travel to the city and vice versa.

4.3.5.    The development of business relationships.

Defining the Geographical Area

4.4.      There is no globally accepted definition of the ‘Asia Pacific Region’, with definitions differing according to context.  For example, one definition is based on membership of APEC (Asia Pacific Economic Cooperation forum).  The main purpose of this group was to champion free and open trade and investment between member countries but largely due to political reasons, there are a number of countries that are not members, including the seventh largest economy in the world - India. 

4.5.      An alternative definition of the region is that used at the 2015 Asia-Pacific Cities Summit & Mayors’ Forum held in Brisbane.  Their defined region stretches from Abu Dhabi in the west to Santiago in the east and from Vladivostok in the north to Invercargill in the south, as shown below:

4.6.      Given that the Aldermanic interest lies in ‘community development’ it appears logical to use the definition of the region according to the Asia Pacific Cities Summit.  This definition incorporates a greater number of less economically developed cities, one of which could benefit from a relationship of this kind with Hobart.

4.7.      The extensive region illustrated above will be split and considered in clusters, these being Southeast Asia, East Asia, Polynesia, Melanesia and South Asia.

4.8.      With the scale of the Asia Pacific region in mind, only countries and cities that are less economically developed than Australia have been considered, with the measure of ‘Economic Development’ being gross domestic product per capita (GDP) and gross state product per capita (GSP).  For comparison, the GDP per capita in Australia is $56,327 (USD) and in Tasmania is around $37,000 (USD).

4.9.      Each of the cities / regions will be considered against six criteria which will be summarised in table one.  These criteria are:

- GDP / GSP

- Population size (based on census data 2011 for country of birth of person for the Hobart LGA)

- Population size (based on census data 2011 for ancestry (1st response) of person for the Hobart LGA)

- UTAS student population

- Historical / community links to Australia / Tasmania / Hobart

- Alignment to the strategies of key partners such as UTAS, the State Government and Federal Government.

4.10.   As the majority of countries in the Asia Pacific region have a lower GDP than Australia and Tasmania, a number of partners including the Department of Foreign Affairs and Trade (DFAT), State Government (Antarctic Tasmania, Tasmanian Government Education and Training International), UTAS and council officers were consulted to assist with the development of an initial short list based on fit against the six criteria.  The short listed countries, cities and evaluation are included in this report in Attachment B.

5.         Proposal and Implementation

5.1.      It is evident from the table (Attachment B) that there are stronger justifications for investigating relationships in some regions than others.  Based on the desk research and discussion with key stakeholders, it is proposed that the following regions / cities are investigated further:

Timor Leste

The Philippines

Indonesia

India

5.2.      It is felt appropriate that these investigations are conducted via Hobart / Tasmania based community groups or partner organisations and a further report is brought to Council with a final recommendation of one city with which to foster a community development based relationship.

5.3.      Should Council support the establishment of a community development based relationship with one city in the Asia Pacific region, there will be resource implications.  From Council experience of servicing relationships with Yaizu, L’Aquila, Xi’an and Fuzhou, these can be resource intensive in terms of officer time.

5.4.      Although the City of Hobart is a strong supporter of the Antarctic and Southern Ocean sector and a member of the Tasmanian Polar Network, it is felt that relationships with cities such as Punta Arenas, Ushuaia and Incheon in South Korea could be developed in line with an alternate action in the International Relations Action Plan, namely:

1.4.2  Investigate and resolve whether to lead the re-establishment of the Antarctic Gateways Cities Group of Hobart, Christchurch, Ushuaia, Punta Arenas and Cape Town for the purpose of sharing information.

5.3     Commence investigations into a relationship with one or more of the Antarctic Gateway cities of Cape Town, Punta Arenas and Ushuaia.

6.         Strategic Planning and Policy Considerations

6.1.      Seeking to develop a community development based relationship with a city in the Asia Pacific region is in line with the following Council strategies:

Hobart 2025 Strategic Framework

FD 3.2  Partnerships with governments, the private sector and local communities in achieving significant regional, city and community goals.

FD 6.1.1  Create opportunities for the community to participate in shared experiences, where all sectors of the community can feel welcomed and valued.

Capital City Strategic Plan 2015-2025

1.2         Strong national and international relationships.

4.1                  Community connectedness and participation realises the cultural and social potential of the community.

4.4         Community diversity is encouraged and celebrated.

Social Inclusion Strategy 2014-2019

Community Engagement and Participation – Encouraging community engagement and providing participation opportunities.

7.         Financial Implications

7.1.      Funding Source and Impact on Current Year Operating Result

7.1.1.    It is unlikely that there will be a financial impact on the operating result of the financial year 2016/17.

7.2.      Impact on Future Years’ Financial Result

7.2.1.    Impact on future years’ financial result will be dependent on the nature of the ‘community development’ relationship.

7.2.2.    If the relationship requires travel to the Asia Pacific city or the hosting of delegations from the city, significant costs will be incurred.

7.3.      Asset Related Implications

7.3.1.    None.

8.         Legal, Risk and Legislative Considerations

8.1.      Agreements such as sister / friendship city /other agreements of this nature signed by the City of Hobart are not legally binding.

9.         Environmental Considerations

9.1.      Overseas travel has an environmental impact.

9.1.1.    The impact of overseas travel can be lessened by grouping together visits made overseas.  For example, delegations visiting Hobart’s friendship city of Xi’an in China always endeavour to visit the soon to be friendship city of Fuzhou, China. 

9.2.      Depending on the nature of the relationship, Hobart may be able to assist another city by providing knowledge relating to environmental best practice in certain industries such as agriculture which could have a positive environmental impact.

10.      Social and Customer Considerations

10.1.   The City of Hobart has received significant media attention relating particularly to Aldermanic overseas travel.

10.1.1.  It would be paramount that the City of Hobart demonstrates the value created for the local community in establishing a relationship with a city in the Asia Pacific region.

10.1.2.  The international relations action plan (IRAP - Attachment A) sets out measures of cultural and economic value.  The measures of cultural value could also be relevant measures for a relationship of this kind as they include:

- Number of cultural events hosted

- Number of school, college, university student / teacher exchanges

- Level of activity of local sister city committees and their engagement with activities

- Number of delegations sent to and received from the friendship city.

10.1.3.  Should Council decide to further investigate a community development based relationship, it may want to consider amending the IRAP to reflect some measures that would only be relevant to something of this nature.  Potential measures would be very specific to the relationship but could include:

 - Value of financial aid provided.

- Amount of officer / community time spent in the Asia Pacific city working on aid projects (such as building a library / health centre etc).

- Amount of officer / community time provided for the purposes of information sharing.

11.      Marketing and Media

11.1.   There would be significant opportunities to promote this kind of relationship in the media, whether telling good news stories or appealing for community involvement.

11.2.   Should the community / Aldermen / Council officers visit the city, there would be an opportunity to take City of Hobart branded items such as pull up banners for promotional purposes.

12.      Community and Stakeholder Engagement

12.1.   A number of stakeholders have been involved with the writing of this report, via email and conversations, these include:

- Council officers

- UTAS representatives

- Antarctic Tasmania representatives

- Department of Foreign Affairs and Trade (DFAT) representatives

12.2.   Should Council endorse the proposals set out in this report, community engagement would commence as a means of deciding upon the city to pursue a relationship with.  This would be done via further contact with the aforementioned stakeholders and also with established community contacts for each of the countries (India, Timor Leste, Indonesia and the Philippines).

12.2.1.  The community contacts may also provide overseas contacts to assist.

13.      Delegation

13.1.   This matter is one for Council.

 

As signatory to this report, I certify that, pursuant to Section 55(1) of the Local Government Act 1993, I hold no interest, as referred to in Section 49 of the Local Government Act 1993, in matters contained in this report.

 

Lucy Knott

Economic Development Project Officer

Tim Short

Group Manager Executive & Economic Development

 

Date:                            25 November 2016

File Reference:          F16/130023

 

 

Attachment a:             International Relations Action Plan

Attachment b:             Country by country analysis of the potential of a relationship with Hobart   


Item No. 6.1

Agenda (Open Portion)

Economic Development & Communications Committee Meeting - 1/12/2016

Page 16

ATTACHMENT a

 

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Item No. 6.1

Agenda (Open Portion)

Economic Development & Communications Committee Meeting - 1/12/2016

Page 27

ATTACHMENT b

1.              

 

Country/ City /

1. GDP per capita / GRP (USD)

2. Pop.n (place of birth)

3. Pop.n (ancestry)

4. UTAS student pop.n

5. Historical Links / Community ties

6. Alignment with Partner Strategies

Southeast Asia

Timor Leste

 

1,134 /

8 people

3 people

4 (Launceston)

In 1942 a number of Tasmanian based soldiers in the 2/40 battalion were sent to Portuguese Timor to face the Japanese occupation of East Timor.

The Hobart East Timor Committee took action to defend the independence of East Timor when Indonesia invaded in 1975 and occupied the country for 23 years which led to the Australian Government to defend and restore independence to East Timor.

The honorary consul in Tasmania for Timor Leste is active in his duties (Assoc. Prof. Dr. Nitin Verma).

5 war veterans from Timor Leste (TL) visited Hobart in 2015 for the commemoration of the centenary of the Anzac landings at Gallipoli and the Lord Mayor hosted the group.

There is an Australian TL Friendship Network.  Brian Doran is the State Coordinator for Tasmania.

His excellency Mr Abel Guterres, Ambassador of Timor-Leste to Australia is visiting Hobart on Nov 28 2016 and the Lord Mayor is hosting a reception. 

It is understood that local members of the TL community wish for Hobart to consider a relationship with a town / city in Timor Leste.

The Tasmanian Catholic Education Office sent three students from St James Catholic College over to work with the Carmelite Sisters of Timor where they did some refurbishment work in an orphanage’s school room in 2014.

East Timor Eye Program which aims to help eradicate preventable blindness by 2025.

Scotch Oakburn College Launceston went to TL in 2015.  They have strong links with Maliana.

Mackillop College Rosny went in 2013 – village of Marobo where $3000 they raised will build a community library.

Sacred Heart College in New Town has a sister school in Maliana and have visited 5 times.

 

Philippines

 

2,899

100

92

11 Hobart, 7 Launceston

Philippines-Australia Community of Tasmania (more active in Burnie than Hobart)

Fillipino Communities Council of Tasmania

Project Philippines Australia – City of Hobart agreed to promote the fund raising efforts of Anna Ladesma and Malcolm McDougall to sail a vessel with aid supplies to the Philippines after the Typhoon that hit in Nov 2013.  http://projectphilippinesaustralia.org/

http://www.partfoundationinc.org.au/part-foundation/  Formed in Oct 2015 to raise ongoing funds to assist marginalised communities in the Philippines – they have 8 programs that an individual can donate to.

UTAS visited the Philippines (Makati) on 23 Oct 2016 to meet potential students.

 

GETI (Tasmanian) Government Education and Training International) administers and provides quality assurance for TasTAFE’s partnership with Genting Star Tourism Academy in the Philippines

GETI Tasmania has also developed curriculum and provided quality assurance and licensing arrangements for international schools in the Philippines

Indonesia

 

3,346

50

23

19 Hobart, 21 Launceston

Tasmanian Indonesian Cultural and Art Society

Indonesian Student Association of Tasmania

Australia Indonesia Association of Tasmania

Australia Indonesia Youth Association (Tasmania) – based in Launceston

Australia Indonesia Business Council

Since the City of Hobart International Student Ambassador Program commenced in May 2015, there has been one ambassador from Indonesia.

Indonesian Diaspora Network  

GETI Tasmania has developed curriculum and provided quality assurance and licensing arrangements for international schools in Indonesia.

Dept. of State Growth trade mission to Indonesia, India, Sri Lanka and Singapore Sept 2016.  Par Avion signed agreement to train Indonesian aviation students in Tasmania.

The University of Tasmania (UTAS) and the Universitas Gadjah Mada (UGM) in Yogyakarta, Indonesia’s top-ranked university, signed an agreement to cement a double degree Masters of Nursing program for Indonesian students of UGM (Sept 2016).

UTAS visiting Indonesia in Nov 2016 to meet potential students.

Malaysia

 

9,766

517

135

308 Hobart, 290 Launceston

Malaysian Students’ Council of Australia

GETI (Tasmanian) Government Education and Training International) has developed a workforce development program implemented in Malaysia training engineers in the construction of infrastructure to service the country’s rubber plantations.

East Asia

Mongolia

3,973

0

0

0

Cameron Wright, adjunct Professor from UTAS worked as a public health project officer in Mongolia at the Mongolian Anti-Tuberculosis Association in 2013-14.

UTAS visited Mongolia in Sept 2016 to meet potential students.

South Korea (Incheon)

27,221

245

250

37 Hobart, 44 Launceston

Korean Community Volunteer Association of Tasmania

Hobart Full Gospel Central Church

GETI Tasmania has developed curriculum and provided quality assurance and licensing arrangements for international schools in Korea.

Korea’s Antarctic program is developing quickly and have recently co-hosted a facility in Punta Arenas, Chile.

Taiwan

31,900

41

8

25 Hobart, 6 Launceston

Rotary youth exchange scholarship to Taiwan (2016)

12 junior Launceston athletes went to Taiwan in July 2016 to take part in the 50th international children’s Games.

UTAS visited Taiwan in September 2016 to meet potential students.

 

Polynesia

Samoa

3,938 /

5

4

17 Hobart

Surf Life Saving Tasmania volunteer lifesavers went to Samoa in 2013 to rebuild confidence and provide lifesaving skills to villages affected by the 2009 tsunami.  They returned in 2016 with 5 volunteer surf life savers travelling to the islands to update the training and qualifications of those who have previously been involved in programs in Samoa and to work with the Samoan Government, Tourism Authority and Community leaders to identify opportunities for development of a surf life saving movement and establishment of Surf Life Saving Samoa.

Samoa and Tasmania are affiliated under a Commonwealth Parliamentary Association twinning arrangement between the two parliaments.  In the 1980s and 1990s, supported by the AUSAID program, a number of Samoans studied law at the University of Tasmania. Many of these now hold important senior positions in Samoa.  In December 2015, 29 members of the Samoan parliamentary staff graduated with the Graduate Certificate in Parliamentary Law, Practice and Procedure. Another 17 Samoan staff are currently enrolled in the 2016 program. 

Tonga (Nukualofa)

4,426 /

0

4

0

 

Significant numbers of Tongan people come to Tasmania as part of Australia’s seasonal worker program for pacific islanders.

Cook Islands

9,100

0

0

0

 

Entura (consulting arm of Hydro Tasmania) is helping the Cook Islands reduce reliance on diesel fuel, as part of the country’s goal to use renewable energy on all islands by 2020.

Melanesia

Vanuatu (Port Vila)

3,276

0

0

0

 

A delegation from Vanuatu was received in Nov 2016 offering agricultural workers as part of the seasonal worker’s program in the light of uncertainty surrounding the ‘backpacker tax’.

South Asia

India

1,581 /

466

521

284 Hobart, 85 Launceston

Indian Cultural Society of Tasmania Inc.

Guru Nanak Society of Tasmania

Tamil Association of Tasmania

Hindu Society of Tasmania

Since the City of Hobart International Student Ambassador Program commenced in May 2015, there have been 4 Indian ambassadors.

The Indian community have a strong active presence in Hobart.

Dept. of State Growth trade mission to Indonesia, India, Sri Lanka and Singapore Sept 2016. 

Students from India are the second largest source of international enrolments.

UTAS has a ‘Buddhist Studies in India Exchange Program’ where up to fifteen students from the University of Tasmania and other cooperating institutions spend one month (end December- end January) at the Central University of Tibetan Studies (Varanasi, India).

The ‘Australian B School’ is launching a world class education program in Tasmania, (Launceston) targeting aspiring business leaders from around the world including India. 

Sri Lanka

3,926 /

50

50

14 Hobart, 22 Launceston

 

Dept. of State Growth trade mission to Indonesia, India, Sri Lanka and Singapore Sept 2016. 

Chile (Punta Arenas)

13,383

40

31

10 Hobart

 

Punta Arenas is one of 5 Antarctic gateway cities in the world. 

Developing a city to city relationship could prove beneficial to the sector and would be in line with the ethos of the gateway cities. Subject to the nature of the relationship, this could produce outcomes for Antarctic Tasmania (Department of State Growth) and the sector as a whole.

UTAS has strong links with Chile, indicated by a specific scholarship offered to students from Chile wishing to study a doctoral degree in the areas of marine science, fisheries, climate change etc.

Argentina (Ushuaia)

13,431

10

4

4 Hobart, 1 Launceston

 

Ushuaia is one of 5 Antarctic gateway cities in the world.  Developing a city to city relationship could prove beneficial to the sector and subject to the nature of the relationship, this could produce outcomes for Antarctic Tasmania (Department of State Growth) and the sector as a whole.

 


Item No. 6.2

Agenda (Open Portion)

Economic Development & Communications Committee Meeting

Page 34

 

1/12/2016

 

 

6.2    City Centre Support and Activation Arrangements

          File Ref: F16/113743; 16/135

Report of the Director Community Development and the Manager City Marketing of 25 November 2016.

Delegation:     Council


Item No. 6.2

Agenda (Open Portion)

Economic Development & Communications Committee Meeting

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1/12/2016

 

 

REPORT TITLE:                  City Centre Support and Activation Arrangements

REPORT PROVIDED BY:  Manager City Marketing

Director Community Development

 

1.         Report Purpose and Community Benefit

1.1.      The purpose of this report is to provide an update on the range of initiatives to promote shopping in the city centre.

1.2.      The report also provides a review of the Super Sidewalk Saturday event, which was held on 27 August 2016 in response to the flooding incident at the ICON Complex construction site in Murray Street.

2.         Report Summary

2.1.      Since the flooding incident, the City has delivered the Super Sidewalk Saturday promotion that was very well received by the city centre business community and the public.  In addition, Myer has reopened, the Christmas promotions program that includes Christmas decorations is underway and a highly successful Myer Hobart Christmas Pageant was held on 19 November 2016.

2.2.      A review of the Super Sidewalk Saturday event suggests a high level of support from retailers for the City to run the event again.  Consequently, it is proposed that the event be held in 2017 and in 2018.

2.3.      The City has removed street fencing and planter boxes in Murray Street at the Cat and Fiddle / Centrepoint pedestrian crossing to enable better sight-lines and pedestrian access to those businesses directly impacted by the flooding incident.

2.4.      A marketing strategy that involves the new brand ‘Hello Hobart’ is progressing.  The annual ‘Shop and Win’ city centre retail competition is this year branded as a ‘Hello Hobart’ promotion, and Facebook and a website are active.

2.5.      The existing parking television commercial for the Hobart city centre is being updated and will remind shoppers of the 90 minute free parking offer in the Hobart Central, Centrepoint and Argyle Street car parks. The advert will also include the 3 hours of free parking offer on Sundays.

2.6.      The annual Park and Ride service will run from 12 - 24 December 2016 between the Regatta Ground and the city centre.

2.7.      An extensive program of activities has been developed by the City as part of the Christmas city centre program.

2.8.      The City of Hobart is again staging a City of Hobart Christmas Decorations Competition that is open to all businesses and service providers in the City of Hobart municipal area that are street facing, with a chance to win $1,000 for a nominated charity of their choice.

2.9.      A report with a recommended design for an upgrade of the Elizabeth Mall Information Booth is scheduled to be presented to the Council in early 2017.

2.10.   As a result of media advertising partnerships, the Council is delivering commercial advertising exposure for the city centre in excess of $120,000 for the Christmas period.  This is augmented by exposure provided through social media and news media reporting, together with the City’s own City News.

3.         Recommendation

That:

1.      A Super Sidewalk Saturday event be held in the Hobart city centre in August 2017 and 2018 replicating the format of the 2016 event.

2.      This be funded in the first instance by an additional allocation of $76,000 in the City Marketing function to be listed for consideration as part of the preparation of the 2017/2018 draft budget, in addition to an estimated $12,000 of income foregone in the Off Street Parking function as a result of waiving parking fees in the Council’s multi-storey car parks for the day of the event, namely, Argyle Street, Hobart Central and Centrepoint car parks.

3.      An annual evaluation be conducted to ensure that the event continues to deliver value for city centre retailers, and that the entertainment and format remains an effective drawcard for consumers.

 

4.         Background

4.1.      At its 8 August 2016 meeting, in considering a report on city centre support and activation arrangements, the Council resolved:

“That     1.      Ratify the decision of the General Manager to extend the 90 minute free car parking in Council multi storey car parks to 3 hours from Tuesday 2 August up to and including Monday 8 August noting the income forgone is estimated to be $37,000 and extend until such time as the General Manager provides an update to Council on the CBD.

2.      Further ratify the decision of the General Manager to temporarily offer car spaces in the Centrepoint car park to affected Centrepoint tenants for the purposes of allowing deliveries while Murray Street is closed.

3.      Delegate to the General Manager the ability to extend the offer of 3 hour free parking until such time as traffic flow in Murray Street is restored.

4.      Approve Council’s facilitation and coordination of a one off sidewalk sale / super Saturday for city centre retailers on Saturday 27 August 2016, noting the cost of this event will be in the order of $45,000.

5.      Approve associated media and promotions for the sidewalk sale / super Saturday event up to an estimated cost of $31,000.

6.      Approve the waiving of parking fees in Council’s multi storey car parks on Saturday 27 August noting the income forgone will be in the order of $7,000 - $10,000.

7.      Authorise the General Manager to undertake any ancillary matters in preparation and execution of the event on Saturday 27 August 2016.

8.      Approve the partial removal of the pedestrian barriers and associated works at the mid block pedestrian crossing in Murray Street between Liverpool and Collins Streets.

9.      Pursuant to section 22 of the Local Government Act 1993, a delegation be granted from the Council to the General Manager for the following powers:

In situations where an emergency event occurs or where a one off event occurs that detrimentally effects a significant proportion of ratepayers, residents or businesses in a given geographic area in the Municipal area, the General Manager be temporarily authorised to exercise such powers and commit Council resources as he or she sees fit in the circumstances with the aim of rectifying or improving the immediate situation. So long as such powers do not contravene section 22 or any other section of the Local Government Act or any other law and that the General Manager advises the Council of those actions as soon as practicable after the exercise of those powers.

10.    An appropriate media release be issued.

11.    An urgent report be provided detailing a range of options to promote shopping in the city in the current circumstances and including strategies for liaising with business owners and other key stakeholders and also including actions undertaken since the flooding incident at the ICON complex.”

 

4.2.      It is noted that since the flooding incident, the City has delivered the Super Sidewalk Saturday event that was very well received by the city centre business community and the public.  In addition, Myer has reopened, the Christmas promotions program that includes Christmas decorations is underway and a highly successful Myer Hobart Christmas Pageant was held on 19 December.

4.3.      The City also removed street fencing and planter boxes in Murray Street at the Cat and Fiddle / Centrepoint pedestrian crossing to enable better sight-lines and pedestrian access to those businesses directly impacted by the flooding incident, namely Cue and Jacquie E.  These businesses remain closed due to issues relating to the rivulet breach.

Super Sidewalk Saturday review

4.4.      Super Sidewalk Saturday was held on 27 August 2016 as a response to the flooding incident at the ICON Complex construction site.

4.5.      Traders within the defined area bounded by Harrington, Macquarie, Argyle and Brisbane Streets including both sides of the road were encouraged to participate in Super Sidewalk Saturday by placing a trestle table outside their store and trading from the footpath.

4.6.      As this was the first event of its kind in the Hobart city centre, considerable efforts was made to ensure that appropriate guidelines were developed to allow for an accessible and safe public event.

4.6.1.    Some streets in the city centre are particularly narrow and it was determined that displays could not extend onto the pavement any further than 1 metre, and a distance of 1.8 metres between the curb line and the display had to be maintained to allow for safe public access.

4.7.      To encourage participation and to attract shoppers to the city centre significant entertainment was scheduled for the day and included roving street performers, musicians and a headline performance from popular ABC television’s show “Ben and Holly”.

4.8.      A team of City staff personally visited 435 businesses located in the Hobart city centre.  This was considered important to encourage business participation in Super Sidewalk Saturday and to be personally available to answer any questions.  It is noted that this was particularly well received by businesses that recognised that the effort the City was making to support them.

4.8.1.    A flyer was developed that provided the key information about the day and how businesses could participate.

4.8.2.    Businesses were provided with a poster and flyers to distribute to customers to let them know about the event.

4.8.3.    The email addresses of city centre businesses were collected so that the City had an up-to-date database in order to communicate about the Super Sidewalk Saturday event and in regard to future ‘Hello Hobart’ activities.

4.9.      Significant advertising sponsorship was provided by media partners, The Mercury, Southern Cross, Heart 107, Win TV and 7HOFM.

4.9.1.    A lift out was included in The Mercury that provided an advertising offer to participating businesses of a full page colour advertisement, valued at $7,761 for the special price of $1,000.

4.9.2.    Each media partner also generously provided a prize on the day for the most “fun and creative” sidewalk display.  This helped to provide an incentive for businesses to create attractive displays and make the City more vibrant and exciting.

4.9.3.    The competition was judged by media representatives from 7HOFM, Southern Cross, Win TV and The Mercury.  The judges viewed all of the displays as they walked around the city centre and awarded the most creative displays to:

·      The Stagg, on Elizabeth Street - $2,500 media package from 7H0FM

·      The Map Shop, on Elizabeth Street - $2,000 media package from Southern Cross

·      Fullers, on Collins Street -  $1,000 media package from Win TV

·      The Mercury also announced a special $8,000 advertising prize on the day, which was won by Chez Moi, on Liverpool Street.

4.10.   The event was advertised extensively on TV and on local radio.  Posters were distributed throughout the greater Hobart area and extensive promotion through social media was also used to create awareness and interest in the event.

4.11.   The Myer building officially reopened on the same day as the Super Sidewalk Saturday event.  The reopening provided added incentive for shoppers to visit the city centre on the day.

4.12.   The City of Hobart provided free parking at Hobart Central, Centrepoint and Argyle Street car parks.  Additionally free parking was also offered at the Regatta Grounds and a complementary shuttle bus was provided to the City.

4.13.   The Super Sidewalk Saturday promotion had an approved budget of $76,000.  This included $45,000 on production, entertainment and staff costs and $31,000 on advertising, collateral and signage.

4.14.   A survey prepared by the City Marketing Unit was sent to 269 Hobart city centre businesses asking them for feedback on the event.  36 surveys (approximately 8 percent of the database) were returned.  Cat and Fiddle and Centrepoint centre management were also contacted for both qualitative and quantitative feedback.  The key findings are as follows:

(i)        88 percent of respondents saw an increase of foot traffic on the day with almost half of these retailers noting an estimated increase of 50 percent.

(ii)       The top methods of participating in the promotion were in-store specials (for the day only) at 78 percent, and trestle table outside the store at 47 percent (some retailers did both).

(iii)      71 percent of survey respondents saw an increase in sales for the day.

(iv)      Centrepoint food outlets noted a 30 - 50 percent increase in sales on the day.

(v)       Shoe stores in Centrepoint saw a 20 - 50 percent turnover in sale stock.  This was attributed to the fact that people were keen to shop and Myer was not selling any shoes as its basement area was still closed.

(vi)      Centrepoint centre management provided feedback from its shops that the entertainment was a ‘big hit’.  The only poor comment they had was from The Body Shop that mentioned the outdoor entertainment on Murray Street prevented customers from entering its store at times, as the crowds were large.

(vii)     Anecdotal feedback from some of the participating retailers within the Cat and Fiddle arcade reported that sales were “better than the Boxing Day sales”.

(viii)     Some smaller businesses felt they couldn’t discount heavily like the larger retailers as they run off a much smaller margin.  This was considered a detriment to them on the day.

4.15.   Many thousands of people visited the Hobart city centre to shop and to enjoy the entertainment.

4.16.   The entertainment was engaging and was programmed for strategic locations throughout the main city centre area creating a festive and vibrant atmosphere at different sites.

4.17.   It is difficult to gauge the final number of participating businesses in the event, as many stores did not place a trestle table outside their store, but instead preferred to run an in-store promotion.

4.18.   Many franchise businesses were unable to participate due to national branding issues and guidelines.  These stores tended to participate with in-store promotions and special deals.

4.19.   Many smaller retailers delivered highly creative ideas for their sidewalk displays.

4.19.1.  The Stagg on Elizabeth Street had a trailer outside its store with a BBQ, couches and special offers on the day.

4.19.2.  Chez Moi on Liverpool Street created a French themed trestle display complete with staff members dressed as mimes and popcorn giveaways for children.

4.19.3.  At least two fitness stores had training bicycles on the street with staff members actively cycling while they chatted to people as they walked by.

4.20.   The overall feedback indicates that retailers would like to hold the event again.  This was captured anecdotally during the walk-around undertaken by the judges for the “most fun and creative sidewalk display” competition as well as through the survey.  Survey respondents indicated that the best period would be at a similar time of the year, between June and September, as this is traditionally a slower retail period.

4.21.   It is noted that Launceston City Prom has run a similar promotion for 20 years and has advised the City of Hobart that maintaining momentum over a longer period is difficult.  Taking this advice into account, a further two year commitment is proposed.

4.22.   The Super Sidewalk Saturday event is a considerable logistical exercise involving both the events and marketing teams, with cross-divisional support.  A reasonable lead period to minimise adverse impacts on existing program commitments is advised.

4.23.   Acknowledging this, it is proposed that a Super Sidewalk event be held again in 2017 and 2018.

4.24.   It is proposed that an annual figure of $76,000 would be required if the event was to be held again in 2017 and 2018.

4.25.   The projected foregone parking income from the Council’s off-street car parks would be in the order of $12,000.

Marketing strategy for the Hobart city centre

4.26.   The Council has endorsed the development of a marketing strategy for the city centre that involves a new brand, rebranded collateral, a social media campaign, promoting and facilitating entertainment opportunities for the city centre and evaluation though benchmark research.

4.27.   A new brand, ‘Hello Hobart’, has been developed based on extensive research and focus group testing and it has been endorsed by the Council.  Work has begun to roll out this brand in the context of the marketing strategy.

4.28.   The City of Hobart has applied for a trademark protection for ‘Hello Hobart’.

4.29.   The ‘Hello Hobart’ Facebook page was successfully used to assist with the Super Sidewalk Saturday event promotion.  Facebook communications will continue to increase in frequency and in content, in line with the marketing strategy.

4.30.   A website page has been created at hellohobart.com.au which contains a search directory of Hobart city centre businesses and public toilet and parenting room facilities as well as information on the Christmas city centre Shop and Win promotion.

4.31.   It is intended to produce a website with greater functionality once the upgrade of the corporate website to the new OpenCities platform is completed-mid 2017.  The OpenCities platform allows the City to create independent websites (sub sites) at no further financial cost other than the graphic design.  The corporate website upgrade is being managed through Project Phoenix.

4.32.   The Council has previously determined that concept design work be undertaken to increase the functionality of the Elizabeth Mall Information Booth as part of the marketing strategy for the city centre, and that this would be the subject of a further report to the Council.  Designs for the booth have been advanced and a report is expected to be submitted to the Council early in 2017, with a view that works would be completed in 2017 to avoid negatively impacting on the pre-Christmas retail period.

Shop and Win competition

4.33.   For the past few years, the City of Hobart has staged a retail promotion during the Christmas period to provide incentives to encourage retail spending in the city centre and that would promote the Council’s off-street car parks.

4.34.   This year, the Shop and Win competition is being branded as a ‘Hello Hobart’ promotion to tie in with the new marketing strategy and it will run from 1 - 24 December 2016.

4.34.1.  The promotion is a collaboration between city centre businesses and the City, with businesses asked to donate the instant prizes.

4.34.2.  One or more purchase receipts to the collective value of a minimum $25 would be presented to the Elizabeth Mall Information Booth attendant, in order to redeem an instant prize ticket that offers the chance to win an instant prize.

 

4.34.3.  If an instant prize is not won, the customer is provided with a further ‘second chance’ opportunity and would be invited to complete their name and contact details on the instant prize ticket and this ticket would be placed into an entry barrel kept in the Elizabeth Mall Information Booth.

4.34.4.  The proposed major prize would be drawn in the final week of the competition from all ‘second chance’ entries.

4.35.   The Shop and Win promotion applies to those businesses who fall within the boundaries of the City of Hobart ‘Hello Hobart’ campaign, which is defined as the area bounded by Harrington, Macquarie, Argyle and Brisbane streets, including both sides of these four perimeter streets.

4.36.   In 2015, 65 gift vouchers were donated by local businesses and used as instant prizes at a total value of $4,000.  Receipts presented by competition entrants represented a large variety of different city centre businesses for a total of $160,000 worth of purchases.

4.37.   An exclusive 4 for 1 advertising package has been negotiated with Southern Cross television and Hit 100.9 FM after a request for quotation process that invited commercial media to quote.  These packages will deliver value of $56,000 worth of advertising exposure.

4.37.1.  Southern Cross is also providing ten live radio crosses to promote participating businesses during the promotional period.

4.38.   In addition, there will be the Mercury newspaper advertising supporting this promotion.

Parking promotion - television commercial

4.39.   The existing parking television commercial for the Hobart city centre is being updated and will remind shoppers of the 90 minute free parking offer in Hobart Central, Centrepoint and Argyle Street car parks.  The advert will also include the three hours free offer on Sundays.

Park and Ride

4.40.   The Park and Ride service is a free shuttle bus that runs from the Regatta Grounds to the City.  It has been provided by the City of Hobart for more than ten years and this service will be operational again in 2016.

4.41.   Based on analysis of car park usage trends, the Operations Manager Parking has confirmed the optimal period for running Park and Ride would be from 12 - 24 December 2016.

4.42.   The Park and Ride service is an important car parking overflow solution at peak retail times or for major festival activities, where an increased demand for parking is required.

City centre activation program

4.43.   An extensive program of activities has been developed by the City as part of the Christmas city centre program.

4.44.   Local charities will again be offering a gift wrapping and parcel minding service located in the Elizabeth Mall, in exchange for a gold coin donation.

4.45.   The Hobart LINC will present 30 minutes of stories, rhymes and songs for pre-schoolers on Tuesday 6 and Tuesday 13 December.

4.46.   The City will be running imagination playground in Collins Court on Wednesday 7 and Wednesday 14 December.

4.47.   Choirs will be performing Christmas carols in the Elizabeth Mall from Wednesday 7, Saturday 10, Friday 23, and Saturday 24 December, and in Collins Court on Tuesday 13 December.

4.48.   The Mathers House Ukelele Group will perform in the Elizabeth Mall for a short performance on Tuesday 6 December.

4.49.   Young people from the Hobart Youth Arts and Recreation Centre will showcase their musical and dance skills in the Elizabeth Mall on Friday 2 and Friday 9 December.

4.50.   Throughout December, roving performers including a roving elf, stilt walker and balloon twister will perform through the city centre.

City of Hobart Christmas Decorations Competition

4.51.   The City of Hobart has run a City of Hobart Christmas Decorations Competition for the past two years that is open to all businesses in the City of Hobart municipal area that are street facing, to dress their premises for their chance to win $1,000 for a nominated charity of their choice.

4.52.   The aims of the Christmas Decorations Competition are to incentivise businesses and service providers from across the entire municipal area to more fully engage with the Christmas consumer through their Christmas decoration treatments, and to extend the investment made by the City of Hobart in Christmas decorations, thereby creating a collective Christmas experience that is ‘greater than the sum of its parts’.

4.53.   This year the top three most creative entries will each win $1,000 for a registered charity of their choice and a $1,000 7HOFM media package to help promote their business.

4.54.   The public can vote for their favourite display in the People’s Choice Award.  The winning organisation in the People’s Choice Award will win a further $1,000 for a charity.

4.55.   The Christmas decorations Competition will be supported by media partners, The Mercury and 7HOFM radio selected after a request for quotation process that invited all media to quote.

4.55.1.  The Mercury is providing a 1 for 1 advertising package which will provide advertising to the value of $10,000.

4.55.2.  7HOFM is providing a 2 for 1 advertising package that will provide advertising valued at $9,605.

4.55.3.  Additionally, 7HOFM will provide ten live radio crosses for participating businesses and will actively promote the competition via its social media channels.  In addition, four advertising packages valued at $1,000 to be awarded to each of the winning businesses are being provided by the station.

Myer Hobart Christmas Pageant

4.56.   The City held the annual Myer Hobart Christmas pageant on 19 November 2016.  Over $30,000 of media obtained through sponsorship from Southern Cross, 7HOFM and The Mercury promoted this event and it is estimated that a crowd of 35,000 attended.

Business liaison

4.57.   The City has an email database of Hobart city centre businesses.  This database represents engaged businesses that are interested in hearing about further marketing opportunities.

4.58.   The database has already been used to let businesses know about the upcoming cruise ship season and tourism opportunities.

4.59.   It will continue to be used in the future and has been used for the Shop and Win competition, the Christmas Decorations Competition and other Christmas activities in the Hobart city centre.

4.60.   The City of Hobart has a strong relationship with a number of key retail stakeholders in the Hobart city centre and regularly engages with them on a one-to-one basis.  Key stakeholders include the management team at Cat and Fiddle Arcade, Centrepoint, Myer, Les Lees and Red Herring Surf.  This was reinforced through the Super Sidewalk Saturday event.

4.61.   The City of Hobart is also working collaboratively with the Hobart Chamber of Commerce.  It is noted that the Hobart Chamber of Commerce provided support for Super Sidewalk Saturday through its member database and this group has stated its willingness to share information and support city centre retail initiatives.

 

 

Promotions in summary

4.62.   In summary, there are numerous promotions currently underway that aim to support the business community, within the city centre, and more widely in the municipal area.

Activation

Implementation dates

Area

Christmas decorations program

19 November 2016 to early January

City centre, Town Hall, North Hobart and Salamanca Square

Shop and Win competition

1 - 24 December 2016

City centre

Myer Hobart Christmas Pageant

19 November 2016

City centre

Christmas activation / entertainment

1 - 24 December 2016

City centre

Gift wrapping and parcel minding - city centre

14 - 23 December 2016

City centre

Parking television commercial

1 - 14 December 2016

City centre

Park and Ride

12 - 24 December 2016

City centre

City of Hobart Christmas Decorations Competition

14 November - 21 December 2016

Hobart municipal area

Hopes and Dream panel (Kennedy Lane)

17 November - early January

An initiative of Salamanca Square Inc with the support of the City

5.         Proposal and Implementation

5.1.      It is proposed that a Super Sidewalk Saturday event would be held in the city centre in August 2017 and August 2018, replicating the format of the 2016 event.

5.2.      The Super Sidewalk Saturday event would be managed through the Community Development Division, principally the City Marketing and the Events and Salamanca Market Units.

5.3.      An annual evaluation would be conducted to ensure that the event continues to deliver value for city centre retailers and to ensure that the entertainment and format remains an effective drawcard for consumers.

5.3.1.    This report would evaluate the number or participating retailers and the benefit of the event to them in terms of increased foot traffic and percentage increase in sales.

5.3.2.    Additional data would be sourced from consumer feedback, social media metrics, foot traffic counters on the day in major shopping centres and car park usage.

6.         Strategic Planning and Policy Considerations

6.1.      This item responds to Goals 1 and 4 of the Capital City Strategic Plan 2015 - 2025, namely:

Economic Development, Vibrancy and Culture - “City growth, vibrancy and culture comes when everyone participates in city life”; and

Strong, Safe and Healthy Communities - “Our communities are resilient, safe and enjoy healthy lifestyles”.

7.         Financial Implications

7.1.      Funding Source and Impact on Current Year Operating Result

7.1.1.    The 2016 Christmas promotions program with the exception of the Myer Hobart Christmas Pageant and Park and Ride is funded through the City Marketing function of the 2016/2017 Annual Plan.  The program includes a budget allocation for the Shop and Win competition of $15,000, the City of Hobart Christmas Decorations competition of $19,000 and $86,700 for the capital and operating costs of the 2016 Christmas decorations program.  $5,000 has been allocated for the city centre roving entertainment.

7.1.2.    The Council approved $76,000 for a one-off Super Saturday on 27 August 2016 which was addressed with a budget variation associated with the City Marketing function.

7.1.3.    The Council also approved the waiving of parking fees in Council’s multi-storey car parks on Saturday 27 August noting foregone income in the order of $7,000 - $10,000.

7.2.      Impact on Future Years’ Financial Result

7.2.1.    Subject to Council approval, $76,000 would be required to deliver a Super Sidewalk Saturday event in the financial years 2017/2018 and in 2018/2019.

7.2.2.    An estimated $12,000 income would be foregone as a result of waiving parking fees in the Council’s multi-storey car parks for future Super Sidewalk Saturday events.


 

7.3.      Asset Related Implications

7.3.1.    None are foreseen.

8.         Marketing and Media

8.1.      Considerable support from commercial media partners enabled the City to deliver a successful Super Sidewalk Saturday event in the wake of the flooding incident at the ICON Complex construction site.

8.2.      A review of this event shows a high level of retailer support for future Super Sidewalk Saturday events. 

8.3.      It is generally considered that the timing and nature of the Super Sidewalk Saturday event was a positive public relations exercise for the City of Hobart and delivered meaningful sales and marketing outcomes for the city centre.

9.         Delegation

9.1.      This matter is delegated to the Council for determination.

 

As signatory to this report, I certify that, pursuant to Section 55(1) of the Local Government Act 1993, I hold no interest, as referred to in Section 49 of the Local Government Act 1993, in matters contained in this report.

 

Iris_Goetzki

Iris Goetzki

Manager City Marketing

Philip Holliday

Philip Holliday

Director Community Development

 

Date:                            25 November 2016

File Reference:          F16/113743; 16/135

 

 

  


Item No. 6.3

Agenda (Open Portion)

Economic Development & Communications Committee Meeting

Page 49

 

1/12/2016

 

 

6.3    Review of the Inaugural Antarctic Festival 2016 and the Annual Opening of the Antarctic Season Reception

          File Ref: F16/131362

Report of the Group Manager Executive and Economic Development, and the Economic Development Project Officer of 25 November 2016 and attachments.

Delegation:     Council


Item No. 6.3

Agenda (Open Portion)

Economic Development & Communications Committee Meeting

Page 52

 

1/12/2016

 

 

REPORT TITLE:                  Review of the Inaugural Antarctic Festival 2016 and the Annual Opening of the Antarctic Season Reception

REPORT PROVIDED BY:  Economic Development Project Officer

Group Manager Executive & Economic Development

 

1.         Report Purpose and Community Benefit

1.1.      The purpose of this report is to present a summary to Council of the 2016 Australian Antarctic Festival (8-11 September) and also to provide an evaluation of the annual City of Hobart hosted Opening of the Antarctic Season Reception.

1.1.1.    This report is being brought to Council to ensure that events supported by the City of Hobart continue to be relevant to and create value for the community.

2.         Report Summary

Australian Antarctic Festival

2.1.      The Australian Antarctic Festival received $20,000 cash and $5,000 in-kind funding from the City of Hobart.

2.2.      This funding was allocated from the Economic Development function for the 2016/17 financial year.

2.3.      Funding from other sources was also secured, including Events Tasmania.

2.4.      The festival created significant value for the community, with 12,000 local community and visitors enjoying a range of attractions from tours of Antarctic vessels, witnessing of Husky running and the viewing of rare photographic material.

2.5.      Organisers have advised that the next Antarctic Festival will take place in September 2019.

The Opening of the Antarctic Season Reception

2.6.      This reception has been organised by the City of Hobart since 2010.

2.7.      Due to time constraints in the first year, the budget for 2010 was $2,500 which catered for 50 attendees.  As the popularity of the event grew, a budget of $7,500, catering for 150 attendees plus 10 international marine science students was endorsed by Council in 2013.

2.8.      With four receptions having been staged since the last decision in Council 2013, now is felt to be an appropriate time to reflect on the event and relevance to the community.

2.9.      This report will highlight successes and areas for improvement and seek feedback from Aldermen as to whether they would like to continue supporting the annual reception.

3.         Recommendation

That:

1.      The organisers of subsequent Antarctic Festivals are advised that in line with Council policy ‘Applications for Grants – Community Development’, funding for future festivals must be sought through either the City of Hobart Events Grants or the Event Partnership Programs.

2.      Council continues to support the staging of the Annual Opening of the Antarctic Season Reception for 150 attendees plus 10 international marine science students for a budget of approximately $7,500.

 


 

4.         Background

AUSTRALIAN ANTARCTIC FESTIVAL

4.1.      Council at its meeting on 07 September, 2015 resolved:

That:

1. The Council contribute $25,000 from General Reserves as a one-off grant to the Spring Thaw Festival, to be allocated to the Economic Development Function in the 2015/16 Annual Plan.

(i)      The contribution comprise a $20,000 cash contribution and $5,000 in-kind support.

2. The grant be recorded in the ‘Grants, Assistance and Benefits Provided’ section of the City of Hobart Annual Report, in accordance with the Council’s policy in respect to disclosure of grants and benefits.

4.2.      As this was a pilot festival, it was deemed appropriate that funding was derived from the Economic Development function, particularly as the development of the Antarctic sector is one of the key themes in the unit’s strategy.

4.3.      A report has been provided by the Hobart Antarctic Festival Pty Ltd summarising key outcomes from the festival (see Attachment A for full report).

4.4.      The Australian Wooden Boat Festival Inc. was contracted to manage and deliver the event.

4.5.      The following numbers of participants were noted over the four day festival from September 8-11, 2016:

- Estimated total audience over 4 days: 12,000

- Participating school children on tours of L’Astrolabe / Aurora Australis: 900

- School children participating in Antarctic activities (inc. interstate):6,000

- Schools participating in creating ‘rookeries’ of painted penguins: 110

- People participating in guided tours of the Antarctic ships: 1,500

- Film festival attendees: 400

- Antarctic dinner attendees: 300

- Visitors to the photography competition exhibition: 4,000

4.6.      Other highlights from the festival included:

-   The Royal Norwegian Embassy presented an exhibition of rare photographic material, personally opened by Her Excellency Unni Kovstad (Ambassador of Norway to Australia).

-   The Derwent Symphony Orchestra presented a concert in the Hobart Town Hall that was full to capacity.

-   More than 120 volunteers including scientists, students, technicians and Antarctic veterans donated their time to the festival.

-   Media exposure for Hobart as an Antarctic gateway city was secured as far away as the UK and Ireland, as well as significant television and newspaper coverage in Tasmania and interstate.

-   The Mawson’s Huts Gala Fundraising Dinner at the Hotel Grand Chancellor saw more than 300 people gather from all sectors of the Antarctic community, raising significant funding for the Mawson’s Huts Foundation.

-   P&O Maritime opened their vessels (L’Astrolabe and the Aurora Australis) to the public for the first time in 14 years.

4.7.      Funding was also secured from Events Tasmania, Chimu Adventures, Mawson’s Huts Foundations, Veolia and other sources (see Attachment A for full breakdown of funding and costs).

4.8.      Organisers have indicated that the next Australian Antarctic Festival will take place in September 2019.

 

ANNUAL OPENING OF THE ANTARCTIC SEASON RECEPTION

4.9.      The Annual Opening of the Antarctic Season Reception has been hosted by the City of Hobart since October 2010.

4.10.   The event is a formal stand up function, held predominantly in the Town Hall and is by invitation only.

4.11.   The primary purpose of the reception is to recognise those expeditioners soon to be departing for Antarctica and the Southern Ocean.

4.12.   The reception also reinforces Hobart’s status as an Antarctic gateway city and celebrates the cultural and economic significance this sector has for both Hobart and Tasmania.

4.13.   In hosting the reception, the City of Hobart brings together stakeholders from the sector including government personnel, scientists, politicians and businesses.  The reception presents these stakeholders with a good opportunity for networking and socialising before the season starts in earnest.

4.14.   Due to growing numbers of attendees, Council made decisions relating to the size of the event and budget in 2013 (as follows).

4.15.   Council on 13 May 2013 resolved:

That the Council limit the number of guests invited to the Council’s annual Antarctic Season Reception to 150 guests, plus the invitation of 10 international marine science students, with an approximate budget of $7,500.

4.16.   With four receptions having been staged since the last decision in Council 2013, now is felt to be an appropriate time to reflect on the event and relevance to the community.

4.17.   Attendee numbers since 2013 to 2016 have fluctuated between 100 and 120 and the event has always been delivered in line with the budget of $7,500

4.18.   Each year feedback has been sought from key partners such as Antarctic Tasmania, the Australian Antarctic Division and the Tasmanian Polar Network.  This feedback has been taken on board and fed into the planning stages of the subsequent reception.

4.19.   The resounding message is that this reception is greatly appreciated by the sector and in receiving an invitation, the expeditioners feel respected and valued by the city.

4.20.   Attendance by the expeditioners has dropped over recent years and officers after the event in October this year met with the Australian Antarctic Division (AAD) to discuss this matter.

4.20.1.  The AAD felt that they could assist with securing the attendance of more expeditioners for the 2017 event and that this was largely reliant on the date of the event and the way in which the AAD promote this internally.

4.21.   Other attendees over the years have included:

- Sir Guy Green (Honorary Antarctic Ambassador)

- The Honourable Matthew Groom MP – Minister for State Growth

- The Hon Bryan Green MP – Leader of the Opposition

- Mayor Bob Parker, Christchurch City Council, New Zealand

- Mr Yilin Wu – Consul, Antarctic Affairs, Consulate General for the People’s Republic of China in Sydney

- Mrs Dianne Bye Honorary Consul of France

- Professor Margaret Otlowski Honorary Consul of Switzerland

- Ms Jenny-Ellen Kennedy Honorary Consul of Norway

- Australian Antarctic expeditioners

- French Antarctic expeditioners

- Representatives from:

              Australian Antarctic Division

              Antarctic Tasmania

              Tasmanian Polar Network

          University of Tasmania and the Institute of Marine and Antarctic Studies

Institut Polaire Francais

5.         Proposal and Implementation

5.1.      It is proposed that Council note the summary report (Attachment A) relating to the Australian Antarctic Festival 2016.

5.2.      It is also proposed that the organisers of any future Antarctic Festivals be advised of the way in which funding can be sought from Council.

5.2.1.    It is in line with Council policy ‘Applications for Grants – Community Development Division’ that applications be submitted to the City of Hobart Events Grants Program (up to $20,000) or the Event Partnerships Funding Program ($20,000+). 

5.2.2.    This will ensure that the application is determined by merit against the assessment criteria and in consideration of other submissions.

5.3.      It is also proposed that Council continue to support the staging of the Annual Opening of the Antarctic Season Reception.

5.3.1.    Should Council support this, the event will continue to be organised by the Economic Development Unit and the Lord Mayoral Support Unit.

6.         Strategic Planning and Policy Considerations

6.1.      Supporting or organising events that reinforce Hobart’s status as an Antarctic Gateway and celebrate the associated scientific community are in line with the following Council strategies:

Hobart 2025 Strategic Framework:

FD 1.1     Opportunities for education, employment and fulfilling careers and retaining our young people.

FD 3.2     Partnerships with governments, the private sector and local communities in achieving significant regional, city and community goals.

Capital City Strategic Plan 2015-2025

1.1         Partnerships with Government, the education sector and business create city growth.

1.2         Strong national and international relationships

Economic Development Strategy 2013-2018

4.4         Establish strategic alliances and relationships with existing or potential businesses or markets both domestic and international

              4.4.2          Antarctic sector development

7.         Financial Implications

7.1.      Funding Source and Impact on Current Year Operating Result

7.1.1.    There is no impact on the current year operating result

7.2.      Impact on Future Years’ Financial Result

7.2.1.    Council may be asked to contribute financially to an Australian Antarctic Festival in 2019.  If a successful application is made to the City of Hobart Events Grants Program or the Event Partnerships Funding Program, this will be derived from the Community Development Division budget allocation for that year.

7.2.2.    $7,500 has been included in the 2016/2017 Economic Development Unit budget for the Opening of the Antarctic Season Reception in October 2017.

7.3.      Asset Related Implications

7.3.1.    None.

8.         Legal, Risk and Legislative Considerations

8.1.      None.

9.         Environmental Considerations

9.1.      The majority of the scientific studies taking place in Antarctica and the Southern Ocean relate to the way the environment is changing.  Promoting Hobart’s status as a gateway to Antarctica also raises awareness of the work that takes place there.

10.      Social and Customer Considerations

10.1.   The Australian Antarctic Festival presented those people outside of the sector (including school children and community members) with exposure to the Antarctic, including tours of Antarctic vessels that have not been open to the public for 14 years.  This festival increased the opportunity for community members to gain insight into a key aspect of the city’s identity (as an Antarctic gateway) that they otherwise may not have.

10.2.   The Antarctic reception is an event staged by the City of Hobart for a subset of the community (i.e. those involved in Antarctic and Southern Oceans work).  Council resolution (May 2013) specifically mentions inviting 10 international marine science students.  This is for the purpose of broadening the makeup of the attendee group, thus giving students an invaluable opportunity to meet more senior members of the scientific community.

11.      Marketing and Media

11.1.   Should an Antarctic Festival be staged in 2019 and should the organisers submit a successful funding bid, marketing requirements would be adhered to, in line with the City of Hobart Grant and Partnership Acknowledgment Guidelines.

11.2.   Both an Antarctic Festival and Antarctic Reception present opportunities for media promotion through the City of Hobart’s social media channels and through local media such as the Mercury. 

11.2.1.  A press release would be created in collaboration with the Projects & Executive Officer – Lord Mayor.

12.      Community and Stakeholder Engagement

12.1.   Stakeholder engagement relating to a potential Antarctic Festival would be conducted by the event organisers.

12.2.   A stakeholder group is annually consulted with relation to feedback on the Annual Opening of the Antarctic Season Reception.  This includes the Tasmanian Polar Network, a spokesperson for the French expeditioners and support staff, Antarctic Tasmania and the Australian Antarctic Division.  This is done largely via email to enable feedback to be saved and fed into planning for the subsequent year.

13.      Delegation

13.1.   This matter is one for Council.

 

As signatory to this report, I certify that, pursuant to Section 55(1) of the Local Government Act 1993, I hold no interest, as referred to in Section 49 of the Local Government Act 1993, in matters contained in this report.

 

Lucy Knott

Economic Development Project Officer

Tim Short

Group Manager Executive & Economic Development

 

Date:                            25 November 2016

File Reference:          F16/131362

 

 

Attachment a:             Australian Antarctic Festival Summary   


Item No. 6.3

Agenda (Open Portion)

Economic Development & Communications Committee Meeting - 1/12/2016

Page 60

ATTACHMENT a

 

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Item No. 7.1

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7        Committee Action Status Report

 

7.1       Committee Actions - Status Report

 

A report indicating the status of current decisions is attached for the information of Aldermen.

REcommendation

That the information be received and noted.

Delegation:      Committee

 

 

Attachment a:             Attachment - Economic Development & Communications Committee - 1 December 2016 - Open Economic Development and Communications Committee Status Report    


Item No. 7.1

Agenda (Open Portion)

Economic Development & Communications Committee Meeting - 1/12/2016

Page 70

ATTACHMENT a

 

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Agenda (Open Portion)

Economic Development & Communications Committee Meeting

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8.       Questions Without Notice

Section 29 of the Local Government (Meeting Procedures) Regulations 2015.

File Ref: 13-1-10

 

An Alderman may ask a question without notice of the Chairman, another Alderman, the General Manager or the General Manager’s representative, in line with the following procedures:

1.         The Chairman will refuse to accept a question without notice if it does not relate to the Terms of Reference of the Council committee at which it is asked.

2.         In putting a question without notice, an Alderman must not:

(i)    offer an argument or opinion; or

(ii)   draw any inferences or make any imputations – except so far as may be necessary to explain the question.

3.         The Chairman must not permit any debate of a question without notice or its answer.

4.         The Chairman, Aldermen, General Manager or General Manager’s representative who is asked a question may decline to answer the question, if in the opinion of the respondent it is considered inappropriate due to its being unclear, insulting or improper.

5.         The Chairman may require a question to be put in writing.

6.         Where a question without notice is asked and answered at a meeting, both the question and the response will be recorded in the minutes of that meeting.

7.         Where a response is not able to be provided at the meeting, the question will be taken on notice and

(i)    the minutes of the meeting at which the question is asked will record the question and the fact that it has been taken on notice.

(ii)   a written response will be provided to all Aldermen, at the appropriate time.

(iii)  upon the answer to the question being circulated to Aldermen, both the question and the answer will be listed on the agenda for the next available ordinary meeting of the committee at which it was asked, where it will be listed for noting purposes only.

 


 

Agenda (Open Portion)

Economic Development & Communications Committee Meeting

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9.       Closed Portion Of The Meeting

 

The following items were discussed: -

 

Item No. 1          Minutes of the last meeting of the Closed Portion of the Council Meeting

Item No. 2          Consideration of supplementary items to the agenda

Item No. 3          Indications of pecuniary and conflicts of interest

Item No. 4          Committee Action Status Report

Item No. 4.1       Committee Actions - Status Report

LG(MP)R 15(2)(g)

Item No. 5          Questions without notice – File Ref: 13-1-10