Agenda of Community, Culture and Events Committee Meeting

Agenda (Open Portion)

Community, Culture and Events Committee Meeting

Page 4

8/5/2019

Community, Culture and Events Committee Meeting (Open Portion) held Wednesday, 8 May 2019 at 5:30 pm in the Lady Osborne Room, Town Hall.

COMMITTEE MEMBERS

Harvey (Chairman)

Sexton

Dutta

Ewin

Sherlock

NON-MEMBERS

Lord Mayor Reynolds

Deputy Lord Mayor Burnet

Zucco

Briscoe

Thomas

Denison

Behrakis

Apologies:

Leave of Absence: Nil.

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 Community, Culture and Events Committee meeting held on Wednesday, 3 April 2019 and the Special Community, Culture and Events Committee meeting held on Wednesday, 1 May 2019, 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.

Elected Members 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)

Community, Culture and Events Committee Meeting

Page 7

8/5/2019

REPORT TITLE: 2019-20 Fees and Charges - Community Life

REPORT PROVIDED BY: Director Community Life

1. Report Purpose and Community Benefit

1.1. In accordance with the requirements of the Council Pricing Policy and Guidelines dated 24 January 2019, the Council is to review its fees and charges on an annual basis as part of the budget process.

1.2. Setting appropriate fees and charges for the Council’s programs and services provides a sustainable framework within which programs and services can be delivered.

1.3. The purpose of this report is to present the proposed schedule of fees and charges for the Community Life Division for the 2019-20 financial year for endorsement.

2. Report Summary

2.1. The attached fees and charges as summarised in Attachments A to E of this report outline the proposed fees and charges for the Community Life Division for the 2018-19 financial year.

2.2. The total income generated for the 2019-20 financial year is estimated to be $1,364,594 with is an increase of approximately $26,949 or two per cent from the 2018-19 budget.

3. Recommendation

That the schedules of fees and charges for the Community Life Division as referenced below for the 2019-20 financial year be endorsed.

1. Positive Ageing – Mathers House (Attachment A).

2. Positive Ageing – Criterion House (Attachment B).

3. Youth Arts and Recreation Centre (Attachment C).

4. Mobile Food Vendors (Attachment D).

5. Salamanca Market (Attachment E).

4. Background

4.1. The attached fees and charges as summarised in Attachments A to E of this report outline the present fees of the Community Life Division and the proposed fees and charges for the 2019-20 financial year.

4.2. Minor increases to most fees are in line with CPI.

4.3. No new fees are proposed in this report.

4.4. The fees and charges for the Doone Kennedy Hobart Aquatic Centre will be presented to the Parks and Recreation Committee 9 May 2019.

4.5. It is noted that:

4.5.1. The Council, at its meeting held on 18 March 2019, delegated to the General Manager the setting of fees and charges for the Taste of Tasmania; and

4.5.2. The Council, at its meeting held on 1 April 2019, approved the fees and charges for the Tasmanian Travel and Information Centre.

5. Proposal and Implementation

5.1. It is proposed that the attached schedules of fees and charges for
2019-20 be endorsed by the Council.

5.2. Subject to the Council’s approval, the fees and charges for the 2019-20 financial year will become effective from 1 July 2019.

5.3. The following provides information in relation to the fees and charges levied by the Community Life Division in each program area.

Positive Ageing (Mathers & Criterion House)

5.4. The hire fees for Mathers and Criterion House have had a minor increase in line with CPI. Hire is strategically priced low to allow accessibility and to recognise community benefit for smaller community organisations.

5.5. An increase in the total revenue derived from the hire of Mathers and Criterion House is unlikely primarily due to:

5.5.1. a long-term tenant relocating to their own premises (previously using three spaces across four nights a week); and

5.5.2. due to the floods in May 2018, the Youth Arts and Recreation Centre are using Mathers and Criterion House for three open access sessions each week. This reflects a loss of income for these programs as we choose not to charge for use internally.

Youth Arts and Recreation Centre

5.6. The hire rate fees for the Youth Arts and Recreation Centre have had a minor increase in line with CPI.

5.7. Due to the floods in May 2018, the Centre is currently unavailable for hire, it is anticipated that the Centre will be available for hire during 2019-20.

5.8. When in operation, the Centre provides its use free of cost for most youth organisations or for activities for young people during working hours, when staff are on hand.

Mobile Food Vendors

5.9. The Hobart Food Trucks Mobile Food Vendor Program and associated permit fees were endorsed by the Council at its meeting held on
21 November 2016

5.9.1. The fees for this program have had a minor increase in line with CPI.

5.9.2. Based on the participation in the mobile food program during 2018-19 it is anticipated that annual income will decrease which is reflected in the proposed fees and charges for 2019-20. Increasingly operators are seeking to engage with three-month permits (at $781) rather than 12-month permits (at $2,606).

5.9.3. It is unlikely that until more reliable trading areas are developed that the subscription to this program will increase.

5.9.4. A review of this program is underway and revised fees and charges may develop as part of that review.

Salamanca Market

5.10. The Licence Agreement between Salamanca Market stallholders and the Hobart City Council provides for site fees to be adjusted annually in accordance with movements of the Consumer Price Index (CPI) (Hobart) for the previous twelve (12) months with revaluation by a suitably qualified valuer every five (5) years.

5.10.1. Site rentals were last re-valued in 2017 and are not due to be revalued until 2022 by an independent valuer

5.10.2. Accordingly the site fees for the 2019-20 financial year have been adjusted by 2.99 per cent in line with Stallholder Licence Clause 37(b), which stipulates that for non-valuation years, fees will be "indexed to the most recent available twelve month change in Consumer Price Index (All Groups - Hobart December Quarter) published by the Australian Bureau of Statistics."

5.10.3. Notwithstanding the above, Clause 39 of the Stallholder Licence states that, "fees and charges which constitute cost recovery for goods or services provided by the Council to the Licensee (other than the issue of the Licence), the cost of which is beyond the Council's control (including insurance, supply of power to the Stall Site, gas, electrical, fire and/or structural compliance checking services and collection of trade waste) will be set by the Council at 1 July each year to meet the reasonable cost of providing those goods or services."

5.11. The proposed increases in fees would add an estimated
$45,000 (ex. GST) in income for Salamanca Market in 2019-20 financial year.

5.12. The increase would be reinvested in the Market through developing a Customer Experience strategy, employing a broad marketing strategy and implementing further waste strategies in-line with the City's Zero Waste strategy; all designed to benefit stallholders and Market patrons.

6. Strategic Planning and Policy Considerations

6.1. The annual review of the City’s fees and charges contributes to the Capital City Strategic Plan 2015-2025 - Goal 5 – “Governance, Leadership provides for informed decision-making for our capital city”.

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. The fees and charges revenue projected for the Community Life Division for 2019-20 is $1,364,594 which is an increase of approximately $26,949 or two per cent from the 2018-19 budget. This is summarised per budget function in the table below.

Function Area	2018-19 Budget	2019-20 Budget	Increase / (Decrease)
Mathers House	$30,000	$30,621	$621	2.07%
Criterion House	$11,500	$11,738	$238	2.07%
Youth Arts and Recreation Centre	$4,637	$4,733	$96	2.07%
Mobile Food Vendors	$31,508	$12,502	($19,006)	(60.32%)
Salamanca Market	$1.260M	$1.305M	$45,000	3.62%
TOTAL	$1,337,645	1,364,594	$26,949	2.01%

8. Community and Stakeholder Engagement

8.1. Consultation has occurred with Divisional Budget Function Officers in the preparation of this report.

Salamanca Market

8.2. Any approved increases to the fee structure will be communicated with the Salamanca Market Stallholders' Association and all stallholders prior the new financial year invoices being raised.

9. Legal, Risk and Legislative Considerations

9.1. Pursuant to section 205 of the Local Government Act 1993, Council may impose fees and charges for various services.

9.2. The Licence Agreement between Salamanca Market stallholders and Hobart City Council provides for site fees to be adjusted annually by Consumer Price Index (CPI) (Hobart) for the previous twelve (12) months with revaluation every five (5) years. The last revaluation was undertaken for the 2017-18 financial year

9.2.1. Clause 37 of the Stallholder Licence also states that:

"for all other years during the Term the Site Fee will be indexed to the most recent available twelve month change in Consumer Price Index (All Groups - Hobart - December Quarter) published by the Australian Bureau of Statistics."

10. Delegation

10.1. This matter is delegated to the 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.

Tim Short

Director Community Life

Date: 3 May 2019

File Reference: F19/32221; 18/20

Attachment a: 2019-20 Fees & Charges, Positive Ageing - Mathers House ⇩

Attachment b: 2019-20 Fees & Charges, Positive Ageing - Criterion House ⇩

Attachment c: 2019-20 Fees & Charges, Youth Arts and Recreation Centre ⇩

Attachment d: 2019-20 Fees & Charges, Mobile Food Vendors ⇩

Attachment e: 2019-20 Fees & Charges, Salamanca Market ⇩

Item No. 6.2

Agenda (Open Portion)

Community, Culture and Events Committee Meeting

Page 18

8/5/2019

REPORT TITLE: Possible Venues for Community and/or Council Events

REPORT PROVIDED BY: Manager Future, Engaged and Active Communities

Director Community Life

1. Report Purpose and Community Benefit

1.1. This report responds to the Council decision of 9 March 2016 that, ‘A further report also be provided investigating the possibility of the Amphitheatre at the Soldiers Memorial Oval and other venues, being provided for community focussed and/or Council run events’.

2. Report Summary

2.1. Investigations into the possibility of staging community events at a range of outdoor venues has been undertaken.

2.2. Since the date of the Council decision (ref 1.1) there have been some changes to the public amenity around the Domain precinct - most notably the Amphitheatre, being constructed as part of the upgrade of the Soldiers Memorial Oval, has been completed as well as the opening of the Bridge of Remembrance.

2.3. Given current financial expectations and objectives from FY 2018-19, recognition of resources applied to this precinct to date and the level of public demand, it is unlikely that there will be opportunities to further develop any of the sites listed in the 2019-20 financial year.

3. Recommendation

That:

1. This report be received and noted.

2. The next review of the potential usage of these sites be undertaken no earlier than March 2022.

4. Background

4.1. A number of outdoor venues and sites have been investigated by Council officers as potential sites for the staging of small and large scale events.

4.2. While no site currently provides all the infrastructure that would be required for supporting the presentation of events, some sites do provide some physical and amenity advantages (toilets and parking) that would provide some financial benefits to hirers.

4.3. Based on data collected through the 2018 Community Christmas Carols programs and Major Event Grants, supported through the City of Hobart Grants Program, it is estimated that:

· a small community event - for 500-1000 people would require staging and production valued at the cost of at least $5000.

· a larger community event - for 1000-2500 people would require at least $15,000 - $18,000 for staging, production and site management.

· a significant commercial event - for over 3000-5000 people (like TSO Symphony under the Stars) has production costs of up to $80,000. This includes traffic management, toilets, parking etc.

4.3.1 These costs do not include program or promotion costs and merely reflect base infrastructure required.

4.4. Given the above issues, any use of these sites for public or City of Hobart run events will require significant resources over and above this value to ensure the site is suitable for use.

4.5. The Community Christmas Carols Grant program was established in 2017 to:

· provide resources for community groups to meet these “hard costs” required to deliver events;

· provide a broader range of community driven events (rather than a singular event); and

· quarantining the city from a level for financial exposure that went with a large, single Carols program.

4.6. The range of sites considered was not exhaustive and focuses on areas around the Domain and Lower Sandy Bay.

4.7. It is anticipated that the City’s Activation team, as well as Parks and Recreation teams will continually look to develop the potential and capacity of all City sites for commercial, community and cultural activation opportunities.

4.8. This report has been developed in consultation with the Program Leader Parks and Reserves, the Manager Parks and Recreation and officers from Parks and City Amenity as well as discussions with commercial events operators.

Soldiers Memorial Oval

4.9. The redevelopment of the Soldiers Memorial Oval includes the construction of a small Amphitheatre. This terraced space with no event infrastructure was completed in 2018. It has been designed for small community presentations and it is envisaged that this venue would seat approximately 30-40 people.

4.10. The site now provides 3Ø power (for lighting and sound) and is promoted through the City of Hobart website for public access. (https://www.hobartcity.com.au/Projects/Current-projects/Community-Hub-at-the-Queens-Domain).

4.11. Outside of a fixed stage / awning it is unlikely that any additional work will be undertaken on this facility, nor would additional work increase the site’s capacity greatly.

Queens Domain Venues

4.12. The Queens Domain Master Plan 2013-2033 proposes significant infrastructure and groundwork improvements on the Domain which could greatly improve their suitability for a range of community and major events.

4.13. The appropriateness of these sites for staging future events could only be considered practical options once the physical works noted for the following two venues within the Master Plan are complete.

The Regatta Ground

4.14. The Master Plan's proposal is well suited to accommodating large scale events pending the construction of a stage near the water’s edge with seating / viewing rising up the terraced slope, including the John Colvin Stand itself. It also contains a proposal for a new small open air amphitheatre at the rear of the John Colvin Stand.

4.15. Based on the drawings within the Master Plan the proposed Amphitheatre would have the potential to seat approximately 200 audience members.

The TCA Ground

4.16. The Master Plan proposes a revitalised and improved landscape arrival plaza / forecourt / hub area treatment between the TCA Ground and the Tennis Centre, which better caters for community as well as larger scale events. In addition, this proposal features an upgrade to water and power supplies to better cater for events.

4.17. There may also be the possibility that a sound shell (similar in concept to the structure at Tolosa Street Reserve) could be considered as part of the implementation of the Queens Domain Master Plan 2013-2033.

4.18. Such a provision could alleviate the cost of providing temporary covered stages for large outdoor concerts in the future.

4.19. It should be noted that the above options, while providing the potential for enhanced outdoor performance venues, are not included with in the City’s 10 year project plan.

Government House ‘Paddock’

4.20. The 'Paddock' is a green field site that has been considered by private event organisers for a number of large events as it offers a spectacular backdrop of the Derwent River and significant space for an audience of up to 10,000 people. It is understood that the site is available for use for some events.

4.20.1. Most recently a school children’s carols event was held on the site in the lead up to Christmas 2018.

4.21. There is however no event or audience infrastructure, services or amenities on site. This includes no access to power, water or appropriate lighting as well as limited flat sites for the installation of a large stage. There are also no toilets, adequate fencing or suitable entry to the site.

4.22. The venue does have access to on street parking in the local area however a shuttle bus service from the Regatta Grounds would need to be implemented in order to accommodate significant audience numbers.

4.23. It has previously been estimated that a Council run / produced event in this area would be in the vicinity of $350,000 - $450,000 depending on content. It is unlikely that these costs will have reduced - with the TSO suggesting that the recent Symphony under the Stars (February 2019) cost $75,000 for site servicing alone (see 4.25 below)

Royal Tasmanian Botanical Gardens (RTBG)

4.24. While the RTBG has staged a number of concerts, including most recently the Tasmanian Symphony Orchestra Symphony under the Stars, there are a limited number of suitable sites for large events, all of which require significant infrastructure to be brought on site.

4.25. The first “Symphony under the Stars” had (as an indication) the following hard costs to make the site suitable for holding an event:

· Traffic Management - $8500

· Toilets - $5000

· Staging and Production - $50,000

· Security - $8500

(This cost is equal to the commitment that the City currently makes to the Community Christmas Carol program).

4.26. RTBG have recently reduced the capacity of Events held on this site to 4000 pax to address issues of parking and site management.

4.27. The RTBG also requires significant site management for access and parking and provides significant risk from patrons crossing the Tasman Highway.

4.28. While the Bridge of Remembrance is now open - there is still need for traffic and pedestrian management to direct the public across Davies Avenue to Lower Domain Road or along the Soldiers Memorial Avenue.

North Hobart Oval

4.29. The North Hobart Oval offers limited potential for public usage for events, both through reservations over ground surface damage and fitting in with existing bookings and usage.

4.30. The ground is predominantly dedicated to Football (Australian Rules Football) usage.

4.31. Any staging and event requirements, i.e installation of temporary infrastructure and services such as fencing, with the possible exception of toilets, would have to be brought in as required.

4.32. There is little evidence of it being used for community or cultural events in the past seven years.

4.33. All requests for usage are managed by Parks and Recreation on a case by case basis upon application.

St David's Park

4.34. St David's Park, has proven itself a viable performance venue for large outdoor events, delivered by the City as well as private event organisers.

4.35. It does however require the installation of temporary infrastructure and services such as fencing, toilets and lighting for each event.

4.36. As St David's Park has limited capacity and is a sensitive heritage park, patron numbers need to be set at a maximum number. From the experience of previous events, this capacity could be capped at 5000 people per event.

Cornelian Bay

4.37. Cornelian Bay, like North Hobart Oval, predominantly services sporting and recreational needs but provides some community programming opportunity, such as “Blokes and Spokes”, Harmony Day and Hobart City Mission’s “Great Pram Push”.

4.38. Any staging and event requirements would have to be brought in as required.

Sandy Bay Long Beach Reserve

4.39. Long Beach Reserve, has proven itself a viable space for community activity being utilised for the Sandy Bay Regatta as well as the Twilight Market program.

4.40. It does require the installation of temporary infrastructure and services such as fencing, toilets (depending on the size of the event) and lighting on a case by case basis.

4.41. There could be issues with noise and resident amenity should this area be used extensively for community or commercial events.

4.42. The adjacent Sandown Park also has potential for this kind of usage, however like Cornelian Bay has a predominant sports and recreation focus.

5. Proposal and Implementation

5.1. There is no implementation required or suggested by this report - for noting only.

6. Strategic Planning and Policy Considerations

6.1. These activities and usages of public spaces aligns with the following goals of the Capital City Strategic Plan 2015-2025:

· Goal 1 - Economic Development, Vibrancy and Culture

· Goal 2 - Urban Management

· Goal 3 - Environment and Natural Resources

· Goal 4 - Strong, Safe and Healthy Communities

6.2. These activities and usages of public spaces aligns with the following aspects of Hobart: A community vision for our Island capital:

· Identity Statements:

Where we live

Who we are

How we relate

How we live

How we engage in civic life

· Pillars

Sense of Place

Community Inclusion, Participation and Belonging

Creativity and Culture

Natural Environment

7. Financial Implications

7.1. There are no funding implications as a result of this report.

8. Legal, Risk and Legislative Considerations

8.1. There are no legal, risk or legislative considerations.

9. Community and Stakeholder Engagement

9.1. This report has been developed in consultation with the Program Leader Parks and Reserves, the Manager Parks and Recreation and officers from Parks and City Amenity as well as discussions with commercial events operators.

9.2. There are no additional engagement considerations as this report is for noting only.

10. Delegation

10.1. This report is delegated to the Council for consideration.

Luke Doyle

Manager Future, Engaged and Active Communities

Tim Short

Director Community Life

Date: 3 May 2019

File Reference: F18/17703; S13-025-03/23

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