notice of committee meeting - city of west torrens · a sub committee comprising of the civic...

Notice of Committee Meeting

NOTICE IS HEREBY GIVEN in accordance with Section 87 of the Local Government Act 1999, that a meeting of the

CIVIC COMMITTEE

Members: Crs: K McKay, A Mangos, J Pilkington, M Coxon, A Christopoulos, B Banham, J Lindner.

of the

CITY OF WEST TORRENS

will be held in the Mayor's Reception Room, Civic Centre 165 Sir Donald Bradman Drive, Hilton

on

TUESDAY, 24 NOVEMBER 2009 at 7.30 PM

Declan Moore Chief Executive Officer (Acting) City of West Torrens Disclaimer

Please note that the contents of this Committee Agenda have yet to be considered by Council and Committee recommendations may be altered or changed by the Council in the process of making the formal Council decision.

CIVIC COMMITTEE 24 November 2009

I N D E X

1. MEETING OPENED ..............................................................................................1

1.1 Evacuation Procedure .........................................................................................1

2. PRESENT..............................................................................................................1

3. APOLOGIES..........................................................................................................1

4. DISCLOSURE STATEMENTS..............................................................................1

5. CONFIRMATION OF MINUTES............................................................................1

6. COMMUNICATIONS BY THE CHAIRPERSON ...................................................1

7. REPORTS OF THE GENERAL MANAGER .........................................................2 7.1 LETTERS OF THANKS ..............................................................................2 7.2 TALKING POINTS BALLOT.....................................................................10 7.3 AMENDMENT TO GOOD NEIGHBOURHOOD AWARDS 2010 .............11 7.4 SPONSORSHIP REQUEST/ADELAIDE FESTIVAL FRINGE 2010.........12 7.5 EVENT MARKETING AND BRANDING REPORT...................................21 7.6 AUSTRALIA DAY AWARDS 2010 - NOMINATIONS AND RECOMMENDATIONS .............................................................................30

8. OUTSTANDING REPORTS/ACTIONS ...............................................................31

9. OTHER BUSINESS.............................................................................................31

10. NEXT MEETING..................................................................................................31

11. MEETING CLOSE ...............................................................................................31

CIVIC COMMITTEE Page 1 24 November 2009 1. MEETING OPENED

1.1 EVACUATION PROCEDURE

2. PRESENT

3. APOLOGIES

4. DISCLOSURE STATEMENTS

The following information should be considered by Committee Members prior to a meeting: 1. Consider Section 73 of the Local Government Act and determine whether they have a conflict

of interest in any matter to be considered in this Agenda; and

2. Disclose these interests in accordance with the requirements of Sections 74 and 75 of the Local Government Act 1999.

The following disclosures of interest have been made in relation to:

Item Elected Member 5. CONFIRMATION OF MINUTES

RECOMMENDATION That the Minutes of the meeting of the Civic Committee held on 22 September 2009 be confirmed as a true and correct record. 6. COMMUNICATIONS BY THE CHAIRPERSON

CIVIC COMMITTEE Page 2 24 November 2009 7. REPORTS OF THE GENERAL MANAGER

7.1 Letters of Thanks Brief To advise Members of ‘thank you’ letters received from recent recipients of Council grants and donations. RECOMMENDATION(S) It is recommended to Council that the report be received. Introduction Council has recently received letters of thanks from recipients of Council grants and donations. Discussion A letter of thanks (refer Attachments 1 and 2) has been received from the following: • Camden Athletic Club Camden Classic Sponsorship

• Athletics SA Adelaide Invitational Sponsorship

• University of Adelaide Western Region Enterprise Day Sponsorship

• Christmas Party for Special Children Ex gratia payment

Conclusion Council's support of local individuals and community groups is greatly appreciated.

CIVIC COMMITTEE Page 3 24 November 2009

CIVIC COMMITTEE Page 10 24 November 2009 7.2 Talking Points Ballot Brief This report advises of the requirement for a ballot to be drawn to randomly select the placement of Elected Members' messages and the feature article in the summer edition of Talking Points RECOMMENDATION(S) It is recommended to Council that the outcomes of the ballot (to be conducted) for the placement of Elected Members' messages in the autumn 2010 Edition of Talking Points be endorsed. Introduction At its June 2007 meeting, Council endorsed the Talking Points Guidelines which include the process to determine the placement of Elected Members' messages in the publication. These Guidelines also provide the opportunity for each Elected Member to submit a feature article once during the term of Council. Discussion The Guidelines provide that Elected Members' messages will be placed throughout the publication rather than in block. To ensure fairness and equity, Section 4.9 of the Guidelines requires the Civic Committee to undertake a draw at the meeting prior to the production of each issue of Talking Points to randomly select the placement of Elected Members' messages throughout each edition as follows:

'Elected Members’ messages will be distributed throughout the publication. The order of placement will be determined by a random draw undertaken at the Civic Committee prior to the production of each edition of Talking Points.'

Given that the autumn edition of Talking Points will be in production in about February 2010, the draw needs to be undertaken at the November 2009 Civic Committee meeting. Section 4.11 of the Guidelines also provides the opportunity for Elected Members to submit one Feature Article in Talking Points during the term of Council as follows:

'Each edition will include a feature article, which should be different from their message, from one Elected Member. On the basis of fairness and equity, Elected Members will be provided the opportunity to include one feature article during the term of office of Council. Calls for submissions of feature articles will be made via email and expressions of interest will be placed in a draw to be undertaken at the Civic Committee prior to the production of each edition of Talking Points. The successful Elected Member will be required to submit their feature article within the timeframes provided.'

In accordance with the provisions of Section 4.11, an email has been forwarded to Elected Members seeking expressions of interest for the submission of a Feature Article, for the autumn edition of Talking Points, by 17 November 2009. Should more than one Expression of Interest be submitted, they will be collated and presented for a ballot to be undertaken at the Civic Committee to be held on 24 November 2009. Conclusion The placement ballot will randomly select the placement of Elected Members' messages throughout the autumn edition of Talking Points. Should a ballot be required for the selection of an Elected Member's Feature Article then this will be undertaken at the same meeting.

CIVIC COMMITTEE Page 11 24 November 2009 7.3 Amendment to Good Neighbourhood Awards 2010 Brief Amendment to the "Good Neighbour Awards" scheme for 2010. RECOMMENDATION(S) It is recommended to Council that a sub group comprising the Civic Committee’s Presiding Member, Deputy Presiding Member, Mayor and CEO be delegated the authority to select the winners of the "Good Neighbour Awards" scheme for 2010. Discussion At the July 2009 Council meeting the “Good Neighbour Awards” Scheme was approved. In this proposal it was agreed that the judging would be carried out by a panel made up of Elected Members from the Civic Committee. The first Civic Meeting for 2010 will not be held until 24th March 2010, while the “Good Neighbour Awards” will be presented at an afternoon tea to be held on “Good Neighbour Day” 28 March 2010, which does not provide sufficient time to complete the judging etc. There are 3 options available 1. Conduct a special Civic Meeting in February 2010. 2. The award nominations could go directly to the Council Meeting in February 2010 or 3. A sub committee comprising of the Civic Committee’s Presiding Member, Deputy Presiding

Member, Mayor and CEO be delegated the authority to select the winners of the “Good Neighbour Awards” scheme for 2010.

Conclusion Due to the timeframe and some level of confidentiality required, option 3 would appear to be the best option.

CIVIC COMMITTEE Page 12 24 November 2009 7.4 Sponsorship Request/Adelaide Festival Fringe 2010 Brief This report seeks the Committee's consideration of the sponsorship application from Rita Papillo for her Adelaide Festival Fringe play “….but Mama, do you love me?” RECOMMENDATION(S) It is recommended that the Committee consider the application after receiving a verbal update from the Manager Community Services. Introduction Rita Papillo is a school teacher who has recently written her first play script for theatre, called “….but Mama, do you love me?” which she plans to present at the Wheatsheaf Hotel, George St Thebarton during the Adelaide Festival Fringe 2010 Discussion The play will be performed on 2nd – 4th March 2010 during the Adelaide Festival Fringe and Ms Papillo’s application and additional information appears in attachment one.. Ms Papillo suggests that the City of West Torrens would benefit from the support of this venture by; o Local residents having easy, affordable access to the arts o Increasing the profile of local business and industry in the council area o Drawing a range of national and international individuals to the area, increasing tourism and

revenue o Adding to the promotion of the positive and progressive image of The City of West Torrens o Making theatre accessible to West Torrens residents. If sponsorship is approved, Council will be acknowledged as a sponsor on the graphic/posters used to publicise the event and in the media. This may extend to the Messenger Press, Coast FM, Channel 10 and the Fringe and Wheatsheaf mailing lists. The sponsorship request is for $3,000, and, while an expenditure budget has been supplied, there is no mention made of income from ticket sales from what is presumed to be a commercial event? Conclusion The Administration will attempt to obtain information about the commercial nature of the production (e.g. ticket sales?) and discuss a satisfactory agreement with Ms Papillo about the forms of sponsorship, such as: the council logo on the posters and other publicity, council sponsorship banners being on display at the venue when it is open for the performances, and that sponsorship monies are not used to pay wages for anyone involved in the production.


ATTACHMENT 1

CIVIC COMMITTEE Page 21 24 November 2009 7.5 Event Marketing and Branding Report Brief This report provides Civic Committee members with an update on marketing, branding and sponsorship activities for the City of West Torrens. RECOMMENDATION(S) It is recommended to Council that the: 1. Sponsorship sliding scale be adopted. 2 Design concept for suburb signs, park signs, bikeway signs and roadwork signs be

endorsed so that costings for the project can be scoped and reported to the Civic Committee.

3 Use of Council’s logo on street signage be endorsed. Introduction Following a report to the Civic Committee meeting in May 2009 regarding branding, marketing and strengthening the brand of the City of West Torrens, a number of recommendations were adopted by Council: 1. All Council events be branded with tag lines that state if the event is solely organised by

Council, is a collaborative event or part of a national/state activity (implemented). 2. A sliding sponsorship scale be developed that requires recipients to promote Council

according to the amount of funding received. 3. Sponsorship and all forms of grant recipients be acknowledged at an annual Council event. 4. The tag line ‘Between the City and the Sea’ be incorporated with the logo in all Council

promotional material (implemented). 5. An audit of all Council entry signage be undertaken with a view to developing new signage

featuring the tag line. Discussion Members are advised that the following actions are underway: Item 2 above – sliding sponsorship scale A sponsorship sliding scale stating expectations that Council requires when sponsoring individuals/organisations has been developed (Attachment 1) for endorsement by the Civic Committee. These expectations will be provided to each individual/organisation that receives support from Council. Item 3 above – annual event for all sponsorships awarded Internal discussions and arrangements regarding an annual sponsorship event will commence once the sliding sponsorship scale has been endorsed by Council. Item 5 above – entry/exit signage. Based upon the report presented to the Civic Committee at its most recent meeting (22 September 2009), an audit of all entry/exit signage that exists within the City of West Torrens is being carried out. Council currently has 31 entry/exit signs at various locations, however several of these could be disposed of as they are away from main roads. Council’s Depot employees are currently photographing each site with the aim that these be reviewed as being suitable locations for signage.

CIVIC COMMITTEE Page 22 24 November 2009 In preparation of updating Council’s entry/exit signs, a concept for a new suite of signage has been developed for consideration. This concept is based upon initial designs shown to Civic Committee members at its May 2009 meeting. These designs have been developed to replace the majority of Council’s entry/exit signage with suburb signs, which will be a much more practical tool for motorists, tourists, visitors and residents. The idea for the suburb signs has been developed in such a way that the signs would be easy for Council workers to install/replace/upgrade. Based upon initial discussions with staff responsible for maintaining our current signage, the new concept would relatively cost effective, however a full cost analysis of materials and resources is yet to be undertaken. This can occur once Council agrees on the design and location of signs. In addition to developing a concept for suburb signs, ideas for other signage within West Torrens have also been created and include park signage, bikeway signage and roadwork signage (Attachment 2). These concepts have been drafted in such a way that all the black panels featuring Council’s logo and the words ‘Between the City and the Sea’ are the same size, thereby keeping production costs down. White panels of varying lengths can be added to the black panels and used for a variety of purposes, eg park signage, roadwork signage and bikeway signage. At the request of Elected Members, the Administration has also considered branding street signage (road signs) with Council’s logo (Attachment 3). Depot staff have developed some approximate costings for replacing major road street signs and these options are listed below. At this stage, consideration has only been given to replacing street signs along major roads, as to replace all street signs would require significant funds and resources. The initial costings exceed current budget and if any of these options were adopted, a budget review would need to be undertaken and endorsed by Council. An alternative to either of the options listed below would be to replace street signs as needed (eg damaged signs) and the costs for this would be largely absorbed in current budget allocation. This process would take a lot longer and would not achieve any strong branding outcome as the new sign installation would be spasmodic. Street (road) signs costs

• Please note that these figures are approximations only. • The material cost is to replace the ‘blade’ of the sign only and does not include any

replacement poles that may be needed. • The resources cost includes employing staff full time to undertake the project and is

based upon using two staff, a truck and miscellaneous plant equipment. This figure is based upon the 09/10 labour/plant rate from Council’s fees and charges.

Options Number of

signs Material cost @ $55 per sign (approx)

Resources cost (eg staff to replace signs) @ $143 per hour

Total cost (includes materials and resources costs)

Signs on DTEI roads only

373 signs $20,515 $13,335 $33,850

Signs on DTEI and main council roads

930 signs $51,150 $33,248 $84,398

Conclusion The event marketing and branding report contains a number of suggestions and recommendations to advance the resolutions adopted by the Civic Committee in May 2009.


ATTACHMENT 1

1. Sponsorship Program The City of West Torrens provides a range of ‘in kind’ services to community groups and businesses and is always available to assist with guidance and advice. Council has several community funding programs, details of which may be found on Council’s website www.wtcc.sa.gov.au and operates a Community and Environmental Grants Program, a Donation Program and a Sponsorship Program. As is the case with all commercial sponsorship arrangements, Council expects that defined and measurable outcomes be obtained in exchange for its investment and sponsorship requests must align with Council’s overall Vision and Mission: Vision Committed to being the best place to live, work and enjoy life. Mission To strive for excellence in serving our diverse community. 2. Sponsorship expectations As a sponsor, Council expects formal recognition of the support provided so that City of West Torrens residents are made aware of ways in which their rates are expended.

Amount: up to $500

• Provide Council with photographs and an overview of how sponsorship money was used. Amount: $500 - $1,500

• City of West Torrens logo recognition on flyers/posters/programs. • Mention of City of West Torrens support in any advertising/media releases generated by the

recipient. • Provide Council with photographs and an overview of how sponsorship money was used. • Club representative to attend Council’s annual event which recognises grant and sponsorship

recipients. Amount: $1,500 - $2,500


recipient. • Provide Council with photographs and an overview of how sponsorship money was used. • Banners/signs promoting event/program to feature the City of West Torrens logo. • City of West Torrens free standing flags (‘Proud Sponsor, City of West Torrens’) to be

displayed at the event. • Elected Members to be invited to the Event/Activity/Program. • Council’s support to be mentioned in all promotional opportunities (eg speeches, event

openings) that may arise.

• Club representative to attend Council’s annual event which recognises grant and sponsorship recipients.

Sponsorships

CIVIC COMMITTEE Page 24 24 November 2009 Amount: $3,000 – $5,000 Sponsorships at this level generally require Joint Naming Rights with the organisers for the community Event/Activity/Program, or Naming Rights to a component of a larger community Event/Activity/Program.


recipient. • Provide Council with photographs and an overview of how sponsorship money was used. • Banners/signs promoting event/program to feature the City of West Torrens logo. • City of West Torrens free standing flags (‘Proud Sponsor, City of West Torrens’) to be

displayed at the event. • Elected Members to be invited to the Event/Activity/Program. • Council’s support to be mentioned in all promotional opportunities (eg speeches, event

openings) that may arise.

• Club representative to attend Council’s annual event which recognises grant and sponsorship recipients.


ATTACHMENT 2


ATTACHMENT 3 *Note: The logo used for street signage does not feature the tag line ‘Between the City and the Sea’ due to size restrictions.

CIVIC COMMITTEE Page 30 24 November 2009 7.6 Australia Day Awards 2010 - Nominations and Recommendations Brief This report seeks the Committee’s support for recommendations to Council nominating candidates to receive Australia Day Council and City of West Torrens Awards. RECOMMENDATION(S) It is recommended to Council that: 1. Council adopts the recommendations detailed in the attachment distributed under separate

cover. 2. Elected Members and the Administration refrain from publicly discussing the names of

nominees and/or recommended award recipients, until all nominees have been advised of their nomination and award outcomes.

Introduction The SA Australia Day Council sponsors the Citizen, Young Citizen and Community Event of the Year Awards, while Council sponsors the Anniversary Medal, Civic, Business, Community Group and Community Service Awards. Nominations were received from the community in response to the publicly advertised call for 2010 Australia Day Award nominations. The Administration’s report (distributed under separate cover) summarises the nominations received and contains a brief assessment of each nomination (by the Administration) against the Award Guidelines. While not a Confidential item in terms of the Local Government Act, the Administration recommends that award nominees/nominations/recommendations not be discussed publicly, to enable the Australia Day Council to consider Council’s nominations and for the Administration to contact nominees to advise them of the result of their nominations and arrange their attendance at Council’s Australia Day Ceremony to be held on Australia Day – 26 January 2010.

CIVIC COMMITTEE Page 31 24 November 2009 8. OUTSTANDING REPORTS/ACTIONS

Nil 9. OTHER BUSINESS

10. NEXT MEETING

11. MEETING CLOSE

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