Agenda of Extraordinary Meeting

ITEM 1 - APPLICATIONS FOR LEAVE OF ABSENCE

REPORT IN BRIEF

Reason For Report	To allow tendering of apologies for councillors not present.
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.g - Code of Meeting Practice adopted and implemented.
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\COUNCIL - COUNCILLORS LEAVE OF ABSENCE - 1048588

Recommendation

THAT any apologies tendered be accepted and the necessary leave of absence be granted.

General Manager REPORT

A call for apologies is to be made.

ITEM 2 - DECLARATIONS OF INTEREST

REPORT IN BRIEF

Reason For Report	To allow an opportunity for councillors to declare an interest in any items to be determined at this meeting.
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.g - Code of Meeting Practice adopted and implemented.
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\COUNCIL - COUNCILLORS AND STAFF DECLARATIONS OF INTEREST - 2019 - 1048590

Recommendation

THAT the Declarations of Interest be noted.

General Manager REPORT

A call for Declarations of Interest.

ITEM 3 - DECLARATIONS FOR POLITICAL DONATIONS

REPORT IN BRIEF

Reason For Report	To allow an opportunity for Councillors to declare any Political Donations received.
Policy Implications	Nil
Budget Implications	Nil
IPR Linkage	4.5.1.g - Code of Meeting Practice adopted and implemented.
Annexures	Nil
File Number	\OFFICIAL RECORDS LIBRARY\GOVERNANCE\COUNCIL MEETINGS\COUNCIL - COUNCILLORS DECLARATION OF POLITICAL DONATIONS - 1048591

Recommendation

THAT any Political Donations be noted.

General Manager REPORT

A call for declarations of any Political Donations.

ITEM 4 - EVENTS ASSISTANCE PROGRAM 2019-20 - A DAY ON THE GREEN

REPORT IN BRIEF

Reason For Report	For council to consider an application for funding under the 2019-20 Events Assistance Program for the Day on the Green music event at Borenore in February 2020
Policy Implications	Nil
Budget Implications	$30,000 over three years from the Events Assistance Program
IPR Linkage	4.4.1.b - Implement funding opportunities through the Events Assistance Program
Annexures	1. day on the green EAP letter 28 oct 2019.pdf ⇩
File Number	\OFFICIAL RECORDS LIBRARY\ECONOMIC DEVELOPMENT\REPORTING\COUNCIL REPORTS - 1048693

Recommendation

THAT Council place on public exhibition for 28 days its intention to provide funding of $30,000 over three years from its Events Assistance Program to Roundhouse Entertainment for A Day on the Green at Heifer Station, Borenore, to support the event and associated site establishment costs as follows:

1. Year 1 2019-20 $20,000;

2. Year 2 2020-21 $5,000;

3. Year 3 2021-22 $5,000.

Community Engagement and Development Manager's REPORT

Council has received the following application under the 2019/2020 Events Assistance Program (EAP) for an event that promotes Cabonne and that attracts visitors to the area.

Application 1

Organisation:	Roundhouse Entertainment
Event:	A Day on the Green at Heifer Station Wines, Borenore
Date:	1 February 2020
Requested amount:	$60,000 over three years

Reason for funding:

A contribution towards initial set-up and site development costs

Event Description:

Council has received a request from Roundhouse Entertainment for financial assistance under the Events Assistance Program for the inaugural A Day on the Green in Cabonne Shire next year. The event will be held at Heifer Station Wines at Escort Way, Borenore on Saturday 1 February 2020. Heifer Station was chosen as the location that could best meet the needs of the event after Roundhouse Entertainment undertook site inspections of a number of vineyards in the Cabonne and Orange Local Government Areas.

Roundhouse Entertainment is responsible for the A Day on the Green concert series held across 17 wineries in Australia and New Zealand since 2001, staging more than 300 concerts in that time. Performers have included Fleetwood Mac, Leonard Cohen, Rod Stewart, Blondie, Joe Cocker, Paul Kelly, Jimmy Barnes and INXS.

Renowned Australian band Cold Chisel will be the headline act at the Heifer Station event, supported by Birds of Tokyo. The promoters estimate the concert will attract an audience of more than 8,000 people.

Assessment

The application meets the grant criteria of the Events Assistance Program as a flagship event that attracts a large number of visitors to the Cabonne LGA and makes a significant contribution to the Shire’s economy. A Day on the Green would be one of the largest one-day events ever held in Cabonne. It is estimated about 2,500 people will stay overnight in the Cabonne and Orange Local Government Areas, with a further 3,500 travelling from outside the two areas, injecting about $1.6 million into the region.

Using data from the Tourism Research Australia Local Government Area Profiles, supplied by Destination NSW, it is estimated that overnight visitors will spend $467 per person for a total of $1,167,500, while day trippers are expected to spend $140 per head for $490,000. An estimated 2,000 Cabonne and Orange locals are also expected to attend, with little net addition to the economy.

The estimate of overnight visitors may be conservative. Surveys undertaken by Roundhouse Entertainment have indicated that 64 per cent of the audience at A Day on the Green in Mudgee have stayed overnight, while 47 per cent of the audience at their Hunter events stayed overnight.

Although it is anticipated most of the overnight visitors would stay in Orange, it is considered there would be significant benefits for Cabonne accommodation providers, food and wine outlets and other businesses such as transport operators.

Roundhouse Entertainment would include the Cabonne logo on marketing and promotional material and its website and would make available a list of accommodation available in Cabonne on the weekend of the event.

The promoters would also:

1. Promote additional attractions on its social media channels, encouraging patrons to spend time discovering and enjoying all that is on offer in Cabonne;

2. Actively engage and employ local community groups;

3. Provide donations to organisations for assistance with parking and cleaning. This could include the Rural Fire Service and local sporting groups;

4. Employ local suppliers where possible; and

5. Seek out local bar and event staff.

In its application, Roundhouse Entertainment said it was dedicated to continued investment in the establishment and growth of A Day on the Green in Cabonne Shire and would welcome the opportunity to partner with Council and local stakeholders to ensure a successful and enduring future for A Day on the Green in the LGA.

Amount Requested

To assist with initial set-up and site development costs, Roundhouse Entertainment has requested EAP funding of $60,000, staggered over a three-year term, with $40,000 provided in the first year and $10,000 in each of the subsequent years.

In its application, Roundhouse Entertainment said that for each event, its team temporarily transforms the winery space into a world class concert venue that provides an appropriate level of safety and amenity expected by audiences and world-class artists.

A Day on the Green site requirements include the following:

a. Concert space for up to 10,000 patrons;

b. Two to 2.5 hectares of stage viewing area clear of trees with low canopies;

c. Land featuring an amphitheatre effect (preferred but not essential);

d. Area with views of vineyards and or rolling hills, trees etc;

e. A relatively level area where the stage sits;

f. Overall area of seven to 10 hectares for parking, drop-off and bus parking;

g. Venue close to a sealed two-way road;

h. The bump-in and bump-out of the event involves semi-trailers so roadways leading into the venue and to the concert area should be able to accommodate larger vehicles;

i. Preference for wineries/vineyards with an existing cellar door; and

j. Preference for site with existing buildings on-site that can be utilised for artist rooms and artist catering.

To meet the site needs for A Day on the Green, a significant amount of works is required at Heifer Station, estimated to be in the order of $160,000.

Roundhouse Entertainment has estimated the following income and expenditure estimates for the initial year of A Day on the Green at Heifer Station.

Expenditure:

$1.3m, including artists fees, production, security, insurance, site set-up, infrastructure, staffing, fencing and traffic management.

Income:

$1.35m from ticket sales and other sources.

Roundhouse Entertainment has requested a similar amount of funding from Orange City Council, which has resolved to:

Exhibit for 28 days the intention to provide funding to Roundhouse Entertainment for the Heifer Station A Day on the Green to support the event and site establishment as follows:

· Year 1 2019-20 $40,000;

· Year 2 2020-21 $10,000;

· Year 3 2021-22 $10,000.

Orange City Council and Heifer Station have also sought funding support from Destination NSW.

POlicy and Governance Implications

Under Section 356 of the Local Government Act 1993:

(1) A Council may, in accordance with a resolution of the Council, contribute money or otherwise grant financial assistance to persons for the purpose of exercising its functions.

(2) A proposed recipient who acts for private gain is not ineligible to be granted financial assistance, but must not receive any benefit under this section until at least 28 days' public notice of the Council's proposal to pass the necessary resolution has been given.

Events Assistance Program Expenditure

2019 - 2020 Funding Allocation $53,803

23 July Canowindra Baroquefest $2,000.00

23 July Melbourne Cup Visits Yeoval $2,000.00

23 July Canobolas Endurance Riders $1,000.00

23 July The Canowindra Phoenix Christmas in July $500.00

27 August 2019 Orange Wine Festival $5,000.00

27 August PINK UP Molong $2,000.00

27 August NSW Disc Golf Championships $500

24 September Australian National Field Days $2,500

24 September Eugowra Murals Weekend $2,000

24 September Fanny Lumsden Country Halls Tour $500