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MINUTES

MARKETING, SPONSORSHIP AND INTERNATIONAL RELATIONS

COMMITTEE

21 JULY 2009

P R E S I D I N G M E M B E R ’ S

S I G N AT U R E

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MARKETING, SPONSORSHIP AND INTERNATIONAL RELATIONS COMMITTEE

INDEX

Item Description Page

MP187/09 DECLARATION OF OPENING 1

MP188/09 APOLOGIES 1

MP189/09 QUESTION TIME FOR THE PUBLIC 2

MP190/09 MEMBERS ON LEAVE OF ABSENCE AND APPLICATIONS FOR LEAVE OF ABSENCE 2

MP191/09 CONFIRMATION OF MINUTES 2

MP192/09 DISCLOSURE OF MEMBERS’ INTERESTS 2

MP193/09 CHRISTMAS DECORATIONS 2009 - INTERACTIVE DECORATIONS MURRAY STREET MALL 3

MP194/09 EVENT AND CORPORATE SPONSORSHIP SUMMARY OF EXPENDITURE - 2009/10 6

MP195/09 EVENT SPONSORSHIP - CITY OF PERTH FLY IN 10

MP196/09 CORPORATE SPONSORSHIP - LORD MAYOR’S CUP 15

MP197/09 EVENT SPONSORSHIP – NISSAN / BRW CORPORATE TRIATHLON 20

MP198/09 SPORT SPONSORSHIP - AUSTRALIA CUP 2009 26

MP199/09 CULTURAL SPONSORSHIP SUMMARY OF EXPENDITURE CULTURAL SPONSORSHIP 2009/10 33

MP200/09 CULTURAL SPONSORSHIP ARTS PARTNERSHIP PROGRAM 2009/10 40

MP201/09 CULTURAL SPONSORSHIP 2009/10 - PERTH THEATRE COMPANY - ‘EQUUS’ AND ‘AN OAK TREE’ THEATRE PRODUCTION 43

MP202/09 CULTURAL SPONSORSHIP 2009/10 - BURNING DAYLIGHT 49

MP203/09 FEASIBILITY STUDY TO PRESENT A SPORTING FESTIVAL 56


21 JULY 2009


MP204/09 AUSTRALIA DAY CELEBRATIONS 2010 - JULY UPDATE REPORT 64

MP205/09 TENDER 015-09/10 INSTALLATION, ELECTRICAL CONNECTION AND DISMANTLING OF CHRISTMAS DECORATIONS 68

MP206/09 CAPITAL WORKS PROGRESS - MARKETING 71

MP207/09 CITY OF PERTH EVENT BOOKINGS - JULY 2009 TO DECEMBER 2009 73

MP208/09 GENERAL BUSINESS 74

MP209/09 ITEMS FOR CONSIDERATION AT A FUTURE MEETING 75

MP210/09 CLOSE OF MEETING 75


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Minutes of the meeting of the City of Perth Marketing, Sponsorship and International Relations Committee held in Committee Room 1, Ninth Floor, Council House, 27 St Georges Terrace, Perth on Tuesday, 21 July 2009.

MEMBERS IN ATTENDANCE

Cr Evangel - Presiding Member Cr Hardy - Deputy for Cr Liu Cr Tognolini

OFFICERS

Mr Edwards - Chief Executive Officer Mr Dunne - Director Service Units Mr Bradbrook - Manager Corporate Support Mr Cross - Manager Contract Management Ms Napier - Manager Community Services Ms Parker - Manager Marketing Mr Stevens - Contracts Administrator Mr Jackson - Media Liaison Coordinator Ms Morgan - Senior Events Team Leader Ms Ferrari - Assistant Promotions Officer Ms Hilton - Governance Coordinator Ms Honmon - Acting Governance Officer Ms Carlucci - Governance Officer

OBSERVER

Cr Davidson

GUESTS

Mr Kitto - Western Australian Yachting Foundation Mr Lissiman - Western Australian Yachting Foundation

MP187/09 DECLARATION OF OPENING

The Presiding Member declared the meeting open at 4.00pm.

MP188/09 APOLOGIES

Nil


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MP189/09 QUESTION TIME FOR THE PUBLIC

Nil

MP190/09 MEMBERS ON LEAVE OF ABSENCE AND APPLICATIONS FOR LEAVE OF ABSENCE

The Chief Executive Officer advised that Cr Liu has previously been granted leave of absence for the period 15 July 2009 to 8 August 2009, inclusive.

MP191/09 CONFIRMATION OF MINUTES

Moved by Cr Evangel, seconded by Cr Tognolini That the minutes of the meeting of the Marketing, Sponsorship and International Relations Committee held on 9 June 2009 be confirmed as a true and correct record. The motion was put and carried The votes were recorded as follows:- For: Crs Evangel, Hardy and Tognolini Against: Nil Given that Cr Evangel was the only member present to confirm the minutes for the Marketing, Sponsorship and International Relations Committee meeting held on 30 June 2009, it was agreed that the minutes be presented for confirmation at the next meeting of the Marketing, Sponsorship and International Relations Committee.

MP192/09 DISCLOSURE OF MEMBERS’ INTERESTS

Nil Moved to Item MP198/09.


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MP193/09 CHRISTMAS DECORATIONS 2009 - INTERACTIVE DECORATIONS MURRAY STREET MALL

BACKGROUND:

FILE REFERENCE: P1002142-6 REPORTING OFFICER: Morris Stevens RESPONSIBLE DIRECTOR: Doug Forster, Director Business Units DATE: 14 July 2009 MAP / SCHEDULE: Schedule 1 - Concepts At the Marketing, Sponsorship and International Relations Committee meeting held on 19 May 2009, it was requested that investigation be undertaken on giant baubles and large Christmas cards to form part of the City’s Christmas decorations for the Murray Street Mall.

LEGISLATION / STRATEGIC PLAN / POLICY:

Strategic Plan City Vibrancy Substantially increase Christmas decorations

DETAILS:

Designs have been developed to the stage where indicative costs have been obtained. Giant Bauble The proposal is to manufacture the bauble by producing a fibreglass mould in six equal sections including a flat base to be weighted with ballast. The ballast is to prevent overturning or movement and does not require fixing into the granite pavement of the mall. Other features are:- structure to be approximately 4 metres wide x 3.8 metres high; structure to be produced in two equal sections for transport; a spray paint finish with gloss gel coat (similar to boat or surfboard); silver finishes from mirror acrylic which is router cut and heat moulded to follow

the curve of the bauble.


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The indicative cost for one bauble is:- Fibreglass mould $39,500Moulded mirror acrylic shapes $ 8,000Bow Tassels $ 3,500Fabrication drawings $ 1,600Engineering Certification $ 1,600Transportation & Installation $ 3,000Project management $12,600Anticipated total cost $69,800

The mould would remain the property of the City and any additional or subsequent baubles could be produced with a saving of approximately $8,500. With limited space in the Mall area and so as not to impede pedestrian traffic, it is proposed that one bauble be produced and located in the vicinity of the Commonwealth Bank building. Large Christmas Cards The large Christmas cards would be manufactured in a steel or aluminium frame with each side clad in a colorbond metal sheet with a digital print over. The option is also included for the production of sound recording. To ensure stability and to keep the cards out of the trafficable area of the Mall it is proposed to site them adjacent to multifunction light poles and if necessary clamp to the pole. Other features are:- anti graffiti laminate cover to provide a matt finish; white powder-coated end capping card fixed to mild steel base plates with a ‘wind gap’ under; additional clamp to pole if required; lighting from existing overhead lights; sound recording of up to eight messages per card (12 - 15 seconds each). The indicative cost for two cards is:- Manufacture as above (including installation) $23,200Mild steel base plates $ 1,800Fabrication drawings $ 1,000Engineering Certification $ 1,400Sound recording including hardware and installation $ 3,600Anticipated total cost $31,000

Note:- The sound recording cost is dependent on message style, recording time and whether ‘Actor’ quality voice is required.


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FINANCIAL IMPLICATIONS:

ACCOUNT NO: CW BUDGET ITEM: Recreation and Culture - Other Culture -

Christmas Decorations BUDGET PAGE NUMBER: TBA (2009/10 Budget) BUDGETED AMOUNT: $250,000 AMOUNT SPENT TO DATE: $Nil PROPOSED COST: $100,800 BALANCE: $149,200 ANNUAL MAINTENANCE: TBA All figures quoted in this report are exclusive of GST.

COMMENTS:

It is recommended that the Marketing, Sponsorship and International Relations Committee give consideration and direction on the interactive Christmas decorations for the Murray Street Mall in the form of a giant bauble and large Christmas cards. It was therefore recommended that the Marketing, Sponsorship and International Relations Committee considers and provides direction on interactive decorations for the Murray Street Mall in the form of:- 1. giant baubles; 2. large Christmas cards. Moved by Cr Tognolini, seconded by Cr Hardy That the Marketing, Sponsorship and International Relations Committee:- 1. does not support the concept of giant baubles as Christmas

decorations for the Murray Street Mall; 2. approves the concept of four large Christmas cards as interactive

decorations for the Murray Street Mall, at an indicative cost of $62,000 (excluding GST) with the design of the cards to be as follows:- 2.1 the front of the four cards to feature:-

2.1.1 manger with lambs; 2.1.2 red baubles; 2.1.3 an angel with children; 2.1.4 a single red candle;

(Cont’d)


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2.2 the inside greeting of the four cards to include the City of Perth crest alongside various Christmas messages;

2.3 the back of the four cards to list the events to be held around

the city during the “City of Perth Festival of Christmas”. The motion was put and carried The votes were recorded as follows:- For: Crs Evangel, Hardy and Tognolini Against: Nil

MP194/09 EVENT AND CORPORATE SPONSORSHIP SUMMARY OF EXPENDITURE - 2009/10

BACKGROUND:

FILE REFERENCE: P1010627-16 REPORTING OFFICER: Karis Ferrari RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 9 July 2009 MAP / SCHEDULE: N/A SPONSORSHIP SUMMARY FOR 2009/10

EVENT & CORPORATE SPONSORSHIP – 2009/10

Event Cash In-Kind Total Value

Funds Remaining

Total Funds CL1423 1000 (Event & Corporate Sponsorship) $165,000Apex WA Teenage Fashion Awards

$5,000 $0 $5,000 $160,000

Australasian Safari $15,000 $0 $15,000 $145,000Oz Concert 2010 $15,000 $0 $15,000 $130,000City of Perth Rat Race $20,000 $0 $20,000 $110,000Swan Festival of Lights 2009 $15,000 $0 $15,000 $95,000Quit Targa West Tarmac Rally 2009

$20,000 $0 $20,000 $75,000

Langley Park Fly-In $4,900 $0 $4,900 $70,100Lord Mayor's Cup $5,000 $700 $5,700 $64,400TOTAL $99,900 $700 $100,600 $64,400


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SPORT SPONSORSHIP – 2009/10

Event Cash In- Kind

Total Value

Funds Remaining

Total Funds CL 1474 5000 (Sport Sponsorship) $74,500HBF City to Surf 2009 $20,000 $0 $20,000 $54,500Great Bike Ride 2009 $20,000 $0 $20,000 $34,5002009 Perth ITU Long Distance Triathlon World Championships

$20,000 $0 $20,000 $14,500

Nissan/BRW Corporate Triathlon

$8,500 $0 $8,500 $6,000

Australia Cup $25,000 $0 $25,000 ($19,000)TOTAL $93,500 $0 $93,500 ($19,000)

PARTNERSHIP - 2009/10

Event Cash In- Kind

Total Value

Funds Remaining

Total Funds CL 1486 5000 (Partnership) $569,500AWESOME International Arts Festival for Bright Young Things 2009

$85,000 $0 $85,000 $484,500

One Movement Festival $200,000 $0 $200,000 $284,500Pride Festival Fairday and Parade 2009

$45,000 $0 $45,000 $239,500

TOTAL $330,000 $0 $330,000 $239,500

OTHER SPONSORSHIP – FUNDED FROM OTHER BUDGETS 2009/10

Event Cash In-Kind Total ValueAwesome October School Holidays $70,000 $0 $70,000City of Perth's Northbridge Festival (part payment)

$313,000 $14,000 $327,000

City of Perth's Northbridge Festival (part payment)

$42,000 $0 $42,000

Perth Fashion Festival $265,200 $0 $265,200Tourism Council WA $17,000 $0 $17,000RTA Christmas Decoration Prizes $20,000 $0 $20,000Australia China Business Council Dinner $5,000 $0 $5,000Resourcestocks Best of Best Awards $3,000 $0 $3,000Australasian Oil and Gas Conference $40,000 $0 $40,000Skyworks Aboriginal Cultural And Community Event 2010

$65,000 $0 $65,000

TOTAL $840,200 $14,000 $854,200


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SPONSORSHIP UNDER CEO DELEGATION 2009/10 Cash In-Kind Total Value

TOTAL $0 $0 $0

SPONSORSHIP SUMMARY 2009/10

Cash In-Kind Total Budget

Event & Corporate Sponsorship $99,900 $700 $100,600 $165,000Sport Sponsorship $93,500 $0 $93,500 $95,000Partnership $330,000 $0 $330,000 $569,500Other Sponsorship $840,200 $14,000 $854,200 N/ACEO Delegation $0 $0 $0 N/ATOTAL $1,363,600 $14,700 $1,378,300

SPONSORSHIP SUMMARY FOR 2008/09

EVENT, CORPORATE, PARTNERSHIP & SPORT SPONSORSHIP


2009 Asics Bridges Fun Run $6,500 $0 $6,500APEX Fashion Awards $1,000 $0 $1,000Australasian Safari 2008 $25,000 $0 $25,000AWESOME International Arts Festival for Bright Young Things 2008

$80,000 $0 $80,000

BHP Billiton 2008 Beijing Olympics Live Site

$22,100 $0 $22,100

BRW Corporate Triathlon $8,500 $0 $8,500Buddha Birthday Festival 2009 $23,000 $0 $23,000Business News 40 Under 40 $18,000 $0 $18,000Butcher's Picnic $12,000 $0 $12,000Chef of the Year 2008 $12,000 $0 $12,000Church Together $10,000 $0 $10,000City of Perth Challenge (Triathlon) $70,000 $0 $70,000City of Perth Family Night at Gloucester Park

$15,000 $0 $15,000

City of Perth Festival of Motoring $0 $0 $0Earth from Above (part payment) $15,000 $0 $15,000East Perth Twilight Christmas Picnic in the Park

$14,000 $0 $14,000

Fed Cup $20,000 $0 $20,000Great Bike Ride $50,000 $0 $50,000HBF City to Surf Fun Run $12,000 $8,000 $20,000


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EVENT, CORPORATE, PARTNERSHIP & SPORT SPONSORSHIP


Hong Kong Cultural Festival $9,000 $0 $9,000IGA Carols by Candlelight 2008 $28,000 $0 $28,000International Squash Challenge $5,000 $0 $5,000Local Chambers Business Awards $3,700 $0 $3,700Lord Mayor's Cup (Perth Racing) $15,000 $700 $15,700Miss Universe WA $13,637 $0 $13,637Oz Concert 2009 $25,000 $0 $25,000Paspaley Polo in Langley Park $10,000 $0 $10,000Perth City Romp (part payment) $0 $0 $0Perth's Biggest Office Party $5,000 $0 $5,000Pride Festival Fairday and Parade $44,637 $0 $44,637Quit Targa West 2008 $37,200 $3,800 $41,000Restaurant and Catering Institute $0 $0 $0Sanitarium Weet-Bix Kids TRY-athlon $10,000 $0 $10,000State Tee-Ball Championships 2009 $9,000 $0 $9,000The RAC Channel 7 Christmas Pageant with the City of Perth

$170,000 $30,000 $200,000

Transplant Games $15,000 $0 $15,000WALGA Banners in the Terrace $0 $3,017 $3,017West End Festival $50,000 $0 $50,000TOTAL $864,274 $45,517 $909,791

OTHER SPONSORSHIP – FUNDED FROM OTHER BUDGETS 2008/09

Event Total Value 2008 Australian Hotel Association Awards (WA) for Excellence

$5,500

Australasian Oil & Gas Exhibit & Expo $40,000City of Perth's Northbridge Festival (part payment)

$42,000

Earth from Above (part payment) $15,000Earth Hour $2,000Fed Cup Reception $6,500O'Keefe Media - Inflight Video $24,000Perth Convention Bureau 2008-09 $250,000Perth Fashion Festival $260,000Telethon Call Centre $22,000WA Youth Environment Conference $5,000FORM Laneway Activation $0TOTAL $725,000


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COMMENTS:

It is recommended that the Marketing, Sponsorship and International Relations Committee receive the information on the Summary of Event, Corporate and Sport Sponsorship. Moved by Cr Tognolini, seconded by Cr Hardy That the summary of expenditure for event and corporate sponsorship, as outlined in the report dated 9 July 2009, be received. The motion was put and carried The votes were recorded as follows:- For: Crs Evangel, Hardy and Tognolini Against: Nil

MP195/09 EVENT SPONSORSHIP - CITY OF PERTH FLY IN

BACKGROUND:

FILE REFERENCE: P1010627-16 REPORTING OFFICER: Zoe Morgan RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 9 July 2009 MAP / SCHEDULE: N/A The Royal Aero Club WA (RACWA) has previously held three fly-ins to Langley Park, utilising the reserves use as an airfield. In 2002, the Fly In commemorated the first commercial flight in Australia. In 2003, the Fly In commemorated the centenary of aviation. In 2004, the Fly In commemorated women pilots in Australia. An application has been received for sponsorship for a 2009 Fly In. The application is not from RACWA, but from an individual formerly associated with RACWA.


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Strategic Plan City Vibrancy Support tourism, the retail trade and entertainment through

a vibrant programme of campaign advertising, sponsorship and promotions and encourage and support initiatives, festivals and events which showcase the diversity of people and lifestyles in Perth

Policy Policy No and Name: 18.8 – Provision of Sponsorship and Donations

DETAILS:

The City of Perth Fly In is to occur on Langley Park on Saturday 7 November 2009. The event will be held in memory of Australia’s most famous woman aviator, Nancy Bird Walton, who recently passed away. The organiser wishes to celebrate Langley Park’s use as an airfield and the role aviation has in Western Australia, in particular due to the Red Bull Air Race not being held in 2009. The Fly In will run from 11.00am to 2.00pm, with 15 types of aircraft from vintage, new, tail wheel, nose wheel and twin landing. The activities on the day will include static aircraft display, parachute landings, model aircraft, helicopters and vintage cars. The event also aims to raise funds for family cancer charity, Camp Quality. It is expected that up to 1,000 people will attend the landing and activities on Langley Park. Assessment of Application. To be eligible for event sponsorship:- The total value of the event must exceed the cost of sponsorship. The total value of the event is $16,900. A cash sponsorship of $4,900 (29%) is requested. The event must contribute to the achievement of one or more of the City’s marketing objectives:- to position the City of Perth as a city of regional and international significance; to increase visitation to the city; to increase economic investment in the city; to create a vibrant, energetic 24-hour city.


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The City of Perth Fly In is a unique event that will attract visitors to Langley Park and the Perth Foreshore. The event must take place in the public spaces of the City of Perth. The event takes place on Langley Park. The event may or may not be cultural or arts based. The event is an aircraft display. Preference will be given to events which provide free attendance. The event is free to attend. Preference will be given to events that will be held exclusively in the City of Perth. The event is to be held exclusively in the city. Dates and amounts of any previous sponsorship to the applicant / event. The City provided sponsorship of $10,330 to RACWA for the 2004 Fly In. Sponsorship was not sought by RACWA for the 2002 and 2003 Fly Ins. The applicant must detail how they will promote the support of the City of Perth. This may be (but is not limited to) any of the following:- a) signage at the event; b) inclusion of the City of Perth crest in press advertising or any promotional

material; c) acknowledgement of the City of Perth in radio or television advertising; d) opportunities for the Lord Mayor, or their representative, to open the event or

make a presentation. The organisers will provide promotional support as outlined in the recommendation section of this report. The applicant must provide adequate guarantee that they can deliver the event. This proof of capacity may be (but not limited to) any of the following:- a) history of previous dealings with the City of Perth; b) evidence of support from governing body; c) evidence of funding from other sources;


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d) statement of the organisation’s income and expenditure, and auditor’s certificate;

e) evidence of the capacity of the organising committee to manage, present and market the event.

The applicant was previously employed by the RACWA and successfully organised the 2002, 2003 and 2004 Fly Ins on their behalf. The applicant also works closely with the City of Perth in the presentation of the Air Show on Australia Day. Private aircraft owners will donate the cost of running their aircrafts and aviation company, AVWest, will also donate staff resources to the event. Event Sponsorship Category:- Major Civic Partnership – Three to five years funding commitment, $50,000,

plus CPI; State and National – Three years funding commitment, less than $50,000, plus

CPI; Annual – Annual or historic funding, less than $20,000; Start-Up/One-Off – Once only funding, less than $15,000. The applicant has been considered eligible for event sponsorship under the One-Off category, in accordance with Policy 18.8 – Provision of Sponsorship and Donations. Classifications are indicative only and subject to annual consideration.


ACCOUNT NO: CL 1423 1000 BUDGET ITEM: Recreation and Culture – Other Culture – Other

Cultural Activities BUDGET PAGE NUMBER: TBA (2009/10 Budget) BUDGET ITEM THIS COMPONENT

BUDGETED AMOUNT: $ $165,000 AMOUNT SPENT TO DATE: $ $ 90,000 PROPOSED COST: $ $ 4,900 BALANCE: $ $ 70,100 All figures quoted in this report are exclusive of GST.

COMMENTS:

The event will add vibrancy and increase visitation to the foreshore. The City of Perth Fly In is an event that cannot be duplicated in any other Australian capital city. The uniqueness of Langley Park on the river’s edge at the foot of the city being available as an airstrip is a special feature from which the city can benefit.


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The Marketing, Sponsorship and International Relations Committee agreed that the option for a bag of mail to be flown from Albany to Perth should be investigated. Moved by Cr Hardy, seconded by Cr Tognolini That the Marketing, Sponsorship and International Relations Committee approves:-

1. cash sponsorship of $4,900 (excluding GST) to Vontiger (ABN 79

553 632 598) for ‘The City of Perth Fly In’ to be held at Langley Park on Sunday, 7 November 2009;

2. the expenditure in part 1 above being charged to Budget Item

‘Recreation and Culture – Other Culture – Other Cultural Activities’; 3. the cash sponsorship to be inclusive of the City’s fees and charges

which will be invoiced by the City and paid by the applicant in the normal manner;

4. the event organiser providing the following sponsorship benefits:-

4.1 naming rights to the event as ‘The City of Perth Fly In’; 4.2 City of Perth signs to be displayed at the event; 4.3 City of Perth crest to be included on all promotional material; 4.4 the City of Perth to be acknowledged in all media promotions; 4.5 18 invitations to the Elected Members and guests to attend the

event; 4.6 the Lord Mayor, or representative, invited to officiate at the

event.

The motion was put and carried The votes were recorded as follows:- For: Crs Evangel, Hardy and Tognolini Against: Nil


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MP196/09 CORPORATE SPONSORSHIP - LORD MAYOR’S CUP

BACKGROUND:

FILE REFERENCE: P1010627-16 REPORTING OFFICER: Zoe Morgan RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 6 July 2009 MAP / SCHEDULE: N/A

Perth Racing (formerly the Western Australian Turf Club) has hosted thoroughbred racing in Western Australia for over 150 years and runs two riverside racecourses at Ascot and Belmont Park, both situated minutes from the city. The Belmont Racecourse is the venue for horse-racing during the winter season which ends in October. The race meetings are then relocated to Ascot for the summer / autumn racing season. The City of Perth has a long association with Perth Racing which has presented the Lord Mayor’s Cup at Ascot for many years.





DETAILS:

Perth Racing promotes its summer racing season under one name as the “Festival of Perth Racing”. The Festival commences with the opening of Ascot on Saturday, 17 October and concludes with the Perth Cup on Friday 1 January 2010. Seven race days are held as part of the Festival of Perth Racing. The City has been offered naming rights to the Lord Mayor’s Cup race, to be held as part of the “Go for 2 & 5” Kingston Town Stakes Race Day. The race day features eight races.


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Naming rights to the race day is jointly held by the Cancer Council’s “Eat 2 Fruit and 5 Vegetable” campaign and the famous race horse, Kingston Town. The race day will also include the running of the Queen’s Cup. This prestigious race has been run throughout Australia since 1927 and every fourth year comes to Perth. The Queen’s Cup is sanctioned by Her Majesty Queen Elizabeth II and the Governor-General will be in attendance to present the trophy to the winner. City of Perth Band For the past three years, the City of Perth Band has provided a 12 - piece ensemble during the Lord Mayor’s Cup race day. The band has performed a ceremonial fanfare upon the Lord Mayor’s arrival at the winner’s circle where the Lord Mayor’s Cup trophy and sash are presented. The band has indicated an interest in performing this role again in 2009. The arrangement is made under the agreement held between the City and the City of Perth Band in return for its practice rooms. Assessment of Application. To be eligible for corporate sponsorship:- The range of activities which may be considered for corporate sponsorship include:- a) awards, presentations, acknowledgement for excellence in relevant professional

fields; b) support for activities which award endeavour in community service; c) events and activities held outside the City of Perth which will increase

awareness of, and goodwill for, the City of Perth; d) support for promotional material (such as publications and films) which

positively position the City of Perth; e) support for the activities of organisations or individuals that provide positive

positioning for the City of Perth. The Lord Mayor’s Cup is eligible for sponsorship under criteria ‘c’ and ‘e’. The applicant must identify the markets / public who will be exposed to the sponsorship information. The markets exposed to the festival will be primarily:- An estimated 6,000 patrons aged 25 to 60 years at Ascot Racecourse on

Saturday, 5 December 2009. 3,000 Perth Racing members via the Perth Racing publication ‘Turf Talk

Magazine’. 1,000 Perth Racing members via email updates.


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Perth Racing will implement an extensive marketing campaign for the Festival of Perth Racing, which will include promotion of the “Go for 2 & 5” Kingston Town Classic race day. The media campaign will include print, radio and television advertising. Advertisements for the “Go for 2 & 5” Kingston Town Classic race day, including a listing of each race name, will take place in the following media:- in the newspapers The West Australian and Sunday Times; Sky TV sports television channel; Racing Radio; TABform; interstate racing publications. The applicant must detail how they will promote the support of the City of Perth to the markets / public. Direct sponsorship benefits are provided as detailed in the recommendation section of this report. Dates and amounts of any previous sponsorships to the applicant. Perth Racing has presented the Lord Mayor’s Cup for many years. Prior to a change in funding structure in 2005 there was no cost to the City. The following table outlines financial support provided by the City since 2005:- Summer Racing Season Cash In-kind Total 2005/06 $10,000 $700 $10,700 2006/07 $15,000 $700 $15,700 2007/08 $15,000 $700 $15,700 2008/09 $15,000 $700 $15,700 2009/10 (requested) (recommended)

$15,000 $5,000

$700 $700

$15,700 $5,700

Cost of current sponsorship application. Perth Racing has requested a cash sponsorship of $15,000 (excluding GST) for the Lord Mayor’s Cup. A cash sponsorship of $5,000 (excluding GST) is recommended. The additional $700 accounts for the provision of the City for the City of Perth Band Fanfare Team. At its meeting held on 7 April 2009, the Marketing, Sponsorship and International Relations Committee approved the Marketing Budget for 2009/10, which included the following in relation to event sponsorship funding:-


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“Allowance has been made for support of some 35 events/activities based upon expected requests. However, some reductions in support have been taken into account, based upon history and relevancy to policy, and this will likely result in a reduction in financial support for some event sponsorships. Significant growth has been experienced in the annual funding of event and sport sponsorships with an average 29% pa increase. The 2009/10 budget has ‘corrected’ this trend with a proposed 13% reduction based on a revision of the relevance of the potential sponsorships against the Council Policy, the length of time that the City has been funding a number of events and the comparative value of funding to various organisations.” The additional sponsorship benefits the City will receive for a $15,000 cash sponsorship are as follows:-

nomination of one other race name to promote the City of Perth;

hospitality for Elected Members and their guests on two tables in the Committee Room that includes 18 complementary:-

entries to Ascot Racecourse;

race books;

sit down four-course luncheon;

selection of beverages;

link from the Perth Racing website to the City website;

the City of Perth crest to appear in the Perth Racing Members’ Magazine ‘Turf Talk’;

the City to receive 50 passes to the race day to distribute to community groups;

the City to be provided with a framed photograph of the winning owner presentation.

Assessment of value of naming rights sponsorship application. Naming rights of the race day is not available. Naming rights to the Lord Mayor’s Cup race is a benefit of the sponsorship offered. Identification of opportunities to add value to the sponsorship. There is no existing City activity to add value to the race day offered by Perth Racing. Previously Perth Racing had indicated they were hoping to include as part of the Festival of Perth Racing a promotional activity in Forrest Place in the lead up to the summer racing season. However, due to budget constraints Perth Racing is unable to do this activity at this time and it is not offered as a benefit should the City provide funding of $15,000.


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Cultural Activities. BUDGET PAGE NUMBER: 2009/10 BUDGET ITEM THIS COMPONENT

BUDGETED AMOUNT: $ $165,000 AMOUNT SPENT TO DATE: $ $ 94,900 PROPOSED COST: $ $ 5,700 BALANCE: $ $ 64,400 All figures quoted in this report are exclusive of GST.

COMMENTS:

The applicant qualifies for Corporate Sponsorship and the proposed $5,000 cash sponsorship provides the City with the sponsorship benefit of naming rights to the Lord Mayor’s Cup at one of Perth Racing’s major race days of the summer season. The marketing campaign of Perth Racing’s summer season as the Festival of Perth Racing would also incorporate promotion of the race day. Moved by Cr Tognolini, seconded by Cr Hardy That the Marketing, Sponsorship and International Relations Committee approves:-

1. cash sponsorship of $5,000 (excluding GST) to Perth Racing for the

Lord Mayor’s Cup, to be held on the “Go for 2 & 5” Kingston Town Stakes Race Day at Ascot Racecourse on Saturday, 5 December 2009;

2. in-kind sponsorship of $700 (excluding GST) for the City of Perth

Band Fanfare Team to perform between races at the event; 3. the expenditure in parts 1 and 2 above being charged to Budget Item

‘Recreation and Culture – Other Culture – Other Cultural Activities’; 4. the event organisers providing the following sponsorship benefits:-

4.1 the race meeting to include the Lord Mayor’s Cup; 4.2 one full page mono advertisement within the race book;

(Cont’d)


- 20 - 21 JULY 2009


4.3 the Lord Mayor, or representative, invited to present the Lord Mayor’s Cup and sash to the winning owner and attend the luncheon in the Committee Room.


MP197/09 EVENT SPONSORSHIP – NISSAN / BRW CORPORATE TRIATHLON

BACKGROUND:

FILE REFERENCE: P1010627-16 REPORTING OFFICER: Zoe Morgan RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 29 June 2009 MAP / SCHEDULE: Schedule 2 – Course Map Super Sprint Events is based in Melbourne and has staged over 360 triathlon events during the past 20 years. Each season Super Sprint manages approximately 20 events that include triathlons, fun runs, cycling races and other speciality events. The season also includes a National Corporate Triathlon Series, held in Melbourne, Adelaide, Sydney, Gold Coast and Perth. This series attracts over 15,000 competitors from Australia’s corporate sector and raises money for charity. The Perth leg of the Corporate Series has been held at Langley Park for 15 years. Participant numbers have grown from 300 to 2,100 in 2009 and event organisers expect that the 2010 event will attract 2,300 participants.


- 21 - 21 JULY 2009






DETAILS:

The Perth leg of the 2010 National Corporate Triathlon Series is to be held at Langley Park on 7 March 2010. The event organisers anticipate approximately 5,500 participants and spectators will attend the event. The event includes a 400m swim, 10km cycle and 4km run and competitors may compete as teams in either of the following two components:- 1. Corporate Teams Relay

Relay with three team members. Each competitor completes the entire triathlon in turn.

2. Sprint Relay

Each team member competes only one leg of the triathlon.

For 2010 the run course has been extended east from Langley Park to the Causeway. Previously the run course went west from Langley Park to Terrace Road. The run course has been altered to reduce congestion during the race and reduce the impact the event has on pedestrians and cyclists using the path along the foreshore. The course map is attached in Schedule 2. Funding The event organisers are seeking cash sponsorship of $10,000 (excluding GST) from the City. This is an increase of $1,500 (18%) from last year to cover costs of an expanded promotional plan and improve the presentation of the event. At its meeting held on 7 April 2009, the Marketing, Sponsorship and International Relations Committee approved the Marketing Budget for 2009/10, which included the following in relation to event sponsorship funding:-


- 22 - 21 JULY 2009


“Allowance has been made for support of some 35 events/activities based upon expected requests. However, some reductions in support have been taken into account, based upon history and relevancy to policy, and this will likely result in a reduction in financial support for some event sponsorships. As the request for additional funds was not budgeted for in the 2009/10 budget the recommendation is for cash sponsorship of $8,500. The following details funding provided by the City for similar events:- Event Total Duration Attendees Sanitarium Weet-bix Kids TRY-athlon 2009 $10,000 Half day 9,000 City to Surf 2009 $20,000 1 hour 30,000+ITU Long Distance Triathlon World Championships 2009

$20,000 4 days 6,000

Great Bike Ride 2009 $20,000 1 day 5,000 BRW Corporate Triathlon 2009 $8,500 Half day 5,000 Nissan/BRW Corporate Triathlon 2010 (requested) (recommended)

$10,000$8,500

Half day 5,500

The additional benefit for a $10,000 cash sponsorship would be the City of Perth crest to be included on event advertisements in Business Review Weekly Magazine. Assessment of Application. To be eligible for event sponsorship:- The total value of the event must exceed the cost of sponsorship. The estimated total value of the event is $100,000. The organisers are seeking a $10,000 (10%) contribution from the City. A contribution of $8,500 (8.5%) is recommended. The event must contribute to the achievement of one or more of the City’s marketing objectives:- to position the City of Perth as a city of regional and international significance; to increase visitation to the city;

to increase economic investment in the city; to create a vibrant, energetic 24-hour city. The Nissan/BRW Corporate Triathlon is an established event that organisers expect will attract an estimated 5,500 participants and spectators to the foreshore. The event provides activity on the foreshore and adds vibrancy to the city.


- 23 - 21 JULY 2009


The event must take place in the public spaces of the City of Perth. The event will be held on Langley Park and Perth Water. The event may or may not be cultural or arts based. The event is a triathlon race. Preference will be given to events which provide free attendance. Participants pay an entry fee to compete in the triathlon. The event is free for spectators. Preference will be given to events that will be held exclusively in the City of Perth. The event is a National Series that also takes place in Melbourne, Adelaide, Sydney and the Gold Coast. The Perth leg is held exclusively in the city. Dates and amounts of any previous sponsorship to the applicant / event. The City has provided the following previous support for the event:-

Year Amount 2007 $7,500 2008 $8,000 2009 $8,500 2010 (requested) (recommended)

$10,000

$8,500 The applicant must detail how they will promote the support of the City of Perth. This may be (but is not limited to) any of the following:- a) signage at the event; b) inclusion of the City of Perth crest in press advertising or any promotional


make a presentation. The organisers will provide promotional support as outlined in the recommendation section of this report.


- 24 - 21 JULY 2009


The event organisers propose to promote the event in local newspapers, radio stations and national magazines Business Review Weekly (BRW) and Australian Triathlete. The applicant must provide adequate guarantee that they can deliver the event. This proof of capacity may be (but not limited to) any of the following:- a) history of previous dealings with the City of Perth; b) evidence of support from governing body; c) evidence of funding from other sources; d) statement of the organisation’s income and expenditure, and auditor’s

certificate; e) evidence of the capacity of the organising committee to manage, present and

market the event. The BRW Corporate Triathlon has been successfully held at Langley Park for 15 years and is sanctioned by Triathlon Australia. Nissan and BRW are the naming rights sponsors for the national series. Nissan is a new co-naming rights sponsor for 2010. Other sponsors confirmed for the series are Brooks Sports, Terra Firma Business Consulting, Hotham Alpine Resort, Balmain Commercial, Active Feet and Engine Swimwear. Event Sponsorship Category:- Major Civic Partnership – Three to five years funding commitment, $50,000,


CPI; Annual – Annual or historic funding, less than $20,000; Start-Up/One-Off – Once only funding, less than $15,000. The applicant has been considered eligible for event sponsorship under the Annual category, in accordance with Policy 18.8 – Provision of Sponsorship and Donations. Classifications are indicative only and subject to annual consideration.


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Cultural Activities BUDGET PAGE NUMBER: TBA BUDGET ITEM THIS COMPONENT

BUDGETED AMOUNT: $ $74,500 AMOUNT SPENT TO DATE: $ $60,000 PROPOSED COST: $ $ 8,500 BALANCE: $ $ 6,000 All figures quoted in this report are exclusive of GST.

COMMENTS:

The BRW Corporate Triathlon – Perth is part of a National Series and attracts a significant number of competitors and spectators. The event provides activity on the foreshore and adds vibrancy to the city. The applicant has requested cash funding of $10,000 however the recommendation is for $8,500 as the increase has not been budgeted for in the 2009/10 budget. Moved by Cr Tognolini, seconded by Cr Hardy That the Marketing, Sponsorship and International Relations Committee approves:- 1. cash sponsorship of $8,500 (excluding GST) to Super Sprint Events

Pty Ltd for the Nissan / BRW Corporate Triathlon National Series – Perth, to be held at Langley Park on Sunday, 7 March 2010;




4. the event organisers providing the following sponsorship benefits:-

4.1 City of Perth signs at the event;

(Cont’d)


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4.2 the City of Perth crest to appear on all promotional material, including:-

4.2.1 Super Sprint website; 4.2.2 Corporate Event email newsletters;

4.3 nine invitations to the Elected Members to attend the VIP

marquee at the event; 4.4 the Lord Mayor, or representative, invited to officiate at the

presentation ceremony; 4.5 a post-event report by 7 June 2010.

The motion was put and carried The votes were recorded as follows:- For: Crs Evangel, Hardy and Tognolini Against: Nil Moved to Item MP199/09.

MP198/09 SPORT SPONSORSHIP - AUSTRALIA CUP 2009

BACKGROUND:

FILE REFERENCE: P1010627-16 REPORTING OFFICER: Zoe Morgan RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 6 July 2009 MAP / SCHEDULE: Schedule 3 – Course Map

Schedule 4 – Example Photos of Event Schedule 5 – Budget

The Western Australian Yachting Foundation Inc. (WAYF) was formed in 1988 after Australia’s unsuccessful defence of the America’s Cup in 1987. The purpose of WAYF is to provide sailing opportunities for Western Australians and tourists to Western Australia through a range of activities. WAYF has its own fleet of Foundation 36 yachts which are used for these activities.


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In addition, WAYF aims to encourage and manage state, national and international sailing events in Perth by utilising its fleet. The Australia Cup was originally organised by the Royal Perth Yacht Club in 1982 to build the skill level of match racing of the Australian Americas Cup teams prior to competing in the Americas Cup. The Australia Cup was held in Matilda Bay and was last held in 2002. WAYF, with the support of the Royal Perth Yacht Club, propose to recommence the Australia Cup event to meet a demand for an international standard match racing event in the Asia Pacific region.




Foreshore The river itself is highly activated by recreational maritime

activities


DETAILS:

The Australia Cup is to be held from the 26 November to 29 November 2009 on Perth Water and Matilda Bay. The Australia Cup is a sailing match racing event which involves pairs of large keel yachts (36 foot) racing against each other. The event is to be held in November to allow world-class match racing teams practice prior to the world match racing championship event, the Monsoon Cup, held in Malaysia in December 2009. The event will include ten teams, consisting of five members in each team. Teams from France, Great Britain, New Zealand, Sweden, Italy and Australia will be invited to compete. In addition, eight international umpires will be hosted in Perth for the event.


- 28 - 21 JULY 2009


World-class yachtsmen of the calibre of Perth local and international champion Peter Gilmore, seven of the top ten world ranking skippers and Australian youth champion Torvar Mirsky will be competing. Each race will take between 10 to 15 minutes and will be held during the following times:- Thursday, 26 November 9.00am to 6.00pm Friday, 27 November 10.00am to 6.00pm Saturday, 28 November 10.00am to 6.00pm Sunday 29, November 10.00am to 4.30pm

Race Course The course area in the morning will be at Matilda Bay. The afternoon races will be held on Perth Water between Barrack Square Jetty and the Narrows Bridge. The race final will be held on Perth Water. A map of the race course is attached in Schedule 3. The event organisers have advised that a large fixed keel yacht event has never been conducted on Perth Water. The shallowness of Perth Water and access impeded by the Narrows Bridge has been the deterrent. Recent depth testing, the uniqueness of short course racing and mast lowering facilities of the modern fleet has made this activity possible on Perth Water. The race course on Perth Water covers an area of 600 metres by 200 metres. The confinement of the course means the competing crews will be constantly in action manoeuvring their yachts off the shore line and between the marker buoys of the course. The event will create an on water spectacle as the yachts race centimetres from each other and sail as close as 20 metres off shore. The Perth Foreshore and Narrows Bridge will be premium spectator vantage points for the event and it is likely to attract a large number of spectators. Viewing from officer towers will also be a highlight. Photos of the expected view spectators will have of the races is attached in Schedule 4. In addition to the match racing, the event will include a feature race of between 40 to 60 junior sailors in the Optimist class yacht (one person per yacht) from 10.00am to 1.00pm on Sunday 29 November. The organisers aim to create a “sea of sails” with the feature race prior to the final series of Australia Cup races. The organisers plan for the Australia Cup to become an annual event.


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Assessment of Application. To be eligible for event sponsorship:- The total value of the event must exceed the cost of sponsorship. The cost of the event is $209,080. The organisers are seeking cash sponsorship of $50,000 (24%). A cash sponsorship of $25,000 (12%) is recommended for the four day on water spectacle. The event budget is attached in schedule 5. The event must contribute to the achievement of one or more of the City’s marketing objectives:- to position the City of Perth as a city of regional and international significance; to increase visitation to the city; to increase economic investment in the city; to create a vibrant, energetic 24-hour city. The event will attract competitors from interstate and overseas, positioning the City as a city of regional and international significance for sporting events, particularly yachting in which Perth, Western Australia, is highly regarded. The event will activate the foreshore and Perth Water and increase visitation to this area. The on water spectacle, never before seen on Perth Water, will attract significant public and media attention for the City helping to create a vibrant and energetic city. It is likely that the international and interstate competitors will travel with partners and family members, which may increase visitation and economic investment in the city. The event must take place in the public spaces of the City of Perth. The event will be held on Perth Water and Matilda Bay. Spectators can view the event from the Perth Foreshore, Narrows Bridge, South Perth foreshore and Matilda Bay, Crawley foreshore. The premium viewing points will be from the Narrrows Bridge to Barrack Square Jetty. The event may or may not be cultural or arts based. The event is a yacht race. Preference will be given to events which provide free attendance. The event is free for spectators to attend.


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Preference will be given to events that will be held exclusively in the City of Perth. The event is to be held on Perth Water and Matilda Bay, Crawley. The afternoon races, the feature race and race final will be held on Perth Water. Dates and amounts of any previous sponsorship to the applicant / event. The City has not provided financial support previously to the applicant. The applicant must detail how they will promote the support of the City of Perth. This may be (but is not limited to) any of the following:- a) signage at the event; b) inclusion of the City of Perth crest in press advertising or any promotional


make a presentation. The organisers will provide promotional support as outlined in the recommendation section of this report. The organisers have contracted a Perth marketing and communications company to develop a marketing and promotional plan for the event. Previous Australia Cup events received daily print media coverage and television highlights. The event will also be promoted in the City’s What’s On newsletter, What’s On advertising and website. The applicant must provide adequate guarantee that they can deliver the event. This proof of capacity may be (but not limited to) any of the following:- a) history of previous dealings with the City of Perth; b) evidence of support from governing body; c) evidence of funding from other sources; d) statement of the organisation’s income and expenditure, and auditor’s

certificate; e) evidence of the capacity of the organising committee to manage, present and

market the event. WAYF have successfully presented the Warren Jones Regatta, held in Matilda Bay, for the past seven years. The organisers also worked with the Royal Perth Yacht Club to present the Australia Cup from 1988 to 2002. WAYF also conduct over 200 corporate sailing functions each year.


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The organisers have secured two yacht sponsors and propose to seek additional yacht and corporate sponsorship for the event. The event has the support of the Royal Perth Yacht Club which will be providing volunteers from their membership base to work at the event. Event Sponsorship Category:- Major Civic Partnership – Three to five years funding commitment, $50,000,


CPI; Annual – Annual or historic funding, less than $20,000; Start-Up/One-Off – Once only funding, less than $15,000. The applicant has been considered eligible for event sponsorship under the State and National category, in accordance with Policy 18.8 – Provision of Sponsorship and Donations. Classifications are indicative only and subject to annual consideration.


ACCOUNT NO: CL 14745000 BUDGET ITEM: Recreation and Culture – Other Culture – Other

Cultural Activities BUDGET PAGE NUMBER: TBA (2009/10 Budget) BUDGET ITEM THIS COMPONENT

BUDGETED AMOUNT: $ $74,500 AMOUNT SPENT TO DATE: $ $68,500 PROPOSED COST: $ $25,000 BALANCE: $ ($19,000) All figures quoted in this report are exclusive of GST.

COMMENTS:

This high profile event showcases the city to a national and international audience and positions Perth as a destination for world-class sporting events. The on water spectacle, never before seen on Perth Water, will attract attention to the City and encourage visitors to experience the City in a new way. The event organisers have requested cash sponsorship of $50,000 (excluding GST). If the event organisers had approached the City for sponsorship prior to the establishing of the City’s budgets, this amount (excluding GST) would have been


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considered. However given the late request and the finalised 2009/10 budget the recommendation is $25,000 (excluding GST). Given the potential significance of this event the City will provide logistical and promotional support where possible. The Presiding Member agreed to accept the deputation from Mr Grantham Kitto and Mr Skip Lissiman from the Western Australian Yachting Foundation for Item MP198/09. Mr Grantham Kitto and Mr Skip Lissiman gave a presentation on the item. Moved by Cr Tognolini, seconded by Cr Hardy That the Council approves:-

1. cash sponsorship of $25,000 (excluding GST) to the Western

Australian Yachting Foundation Inc. for the 2009 Australia Cup to be held on Perth Water from 26 November to 29 November 2009;




4. the event organisers providing the following sponsorship benefits:-

4.1 a sailing spectacle on Perth Water in the City of Perth which will

bring with it publicity, spectators and significant showcasing of the location;

4.2 City of Perth signs in positions at the event and ceremonial

functions; 4.3 the City of Perth crest to appear on all electronic and printed

publications; 4.4 the City of Perth crest to appear on the sails of the competing

yachts;

(Cont’d)


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4.5 acknowledgement of the City of Perth in radio and television advertising;

4.6 18 invitations to Elected Members and guests to the:-

4.6.1 official opening ceremony at the Royal Perth Yacht Club

on Thursday, 26 November; 4.6.2 presentation ceremony on the Perth Foreshore on

Sunday, 29 November; 4.6.3 official closing ceremony at the Royal Perth Yacht Club

on Sunday, 29 November; 4.6.4 other VIP functions during the event;

4.7 the Lord Mayor, or representative, invited to officiate at the

opening, presentation and closing ceremonies;

4.8 a post-event report.

The motion was put and carried The votes were recorded as follows:- For: Crs Evangel, Hardy and Tognolini Against: Nil Moved to Item MP193/09.

MP199/09 CULTURAL SPONSORSHIP SUMMARY OF EXPENDITURE CULTURAL SPONSORSHIP 2009/10

BACKGROUND:

FILE REFERENCE: P1023714 REPORTING OFFICER: Paola Anselmi RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 13 July 2009 MAP / SCHEDULE: N/A


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The City sponsors arts and cultural events and activities to encourage visitation and vibrancy in the city. These activities assist in making the city a vibrant and interesting place to visit with a point of difference to other metropolitan centres. Eligible proposals must:- be of high artistic quality;

be a free or low cost event;

be based within the City of Perth boundaries;

benefit those who live, work, visit or conduct business in the City of Perth;

contribute to the development of inner city culture;

be scheduled between July 2009 and June 2010;

provide evidence of funding from other sources;

provide evidence of being able to manage the activity;

include a full budget costing for the proposed project. Cultural Sponsorship funding excludes:-

activities that have already occurred or that will occur prior to notification of the outcome of the application;

fund raising or commercial activities;

capital expenditure such as purchase of equipment or real estate, renovation or repair of buildings;

general organisational administration costs;

training, education, conference or research activities.

DETAILS:

Cultural Sponsorship Budget 2009/2010 - Summary of Expenditure

Category Budget Actual Funds

Remaining

Arts Partnerships $1,140,273 $156,100 $984,173

Arts Projects $81,600 $45,600 $36,000

Creative Community $40,800 $28,000 $12,800

Fast Response Grants $5,100 $500 $4,600

TOTAL $1,267,773 $230,200 $1,037,573


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Cultural Sponsorship Summary 2009/10

Event Cash In Kind Total Value

Funds Remaining

Arts Partnerships – Total Funds $1,140,273

Artrinsic Inc – Black Swan Prize for Portraiture

$56,100 - $56,100 $1,084,173

NAIDOC $30,000 - $30,000 $1,054,173

London Philharmonic Orchestra $70,000 - $70,000 $984,173

SUB TOTAL $156,100 - $156,100 $984,173

Arts Partnerships

Proposed

Perth Theatre Company $10,000 $10,000 $974,173

Burning Light - PICA $23,000 $23,000 $951,173

TOTAL $189,100 - $189,100 $951,173

Cultural Sponsorship Expenditure 2009/10 - Arts Projects


Funds Remaining

Arts Projects – Total Funds $81,600

Tura New Music $13,000 - $13,000 $68,600

Cabaret Cadenza $5,000 - $5,000 $63,600

Cultural Infusion Ltd $3,826 $1,174 $5,000 $58,600

Western Australian Youth Theatre Company

$5,000 - $5,000 $53,600

Ausdance WA $4,620 5,380 $10,000 $43,600

Western Australian Youth Jazz Orchestra

$6,000 - $6,000 $37,600

University of Western Australia School of Music

- $1,600 $1,600 $36,000

TOTAL $37,446 $8,154 $45,600 $36,000


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Cultural Sponsorship Expenditure 2009/10 - Creative Community


Funds Remaining

Creative Community – Total Funds $40,800

West Australian Folk Federation $5,000 - $5,000 $35,800

Nulsen Haven Association $2,200 $2,800 $5,000 $30,800

Ms Helen Priest $14,000 - $14,000 $16,800

Western Australian AIDS Council $2,000 - $2,000 $14,800

Psychologists for Peace (WA) $2,000 - $2,000 $12,800

TOTAL $25,200 $2,800 $28,000 $12,800

Cultural Sponsorship Expenditure 2009/10 – Fast Response


Funds Remaining

Fast Response Grants – Total Funds $5,100

Pigeonhole (D.A.) $500 $0 $500 $4,600

TOTAL $500 $0 $500 $4,600

Cultural Sponsorship Expenditure 2008/09 Arts Partnerships


Funds Remaining

Arts Partnerships – Total Funds $995,210

Sunset Events – St Jerome’s Laneway Festival

$66,667 - $66,667 $928,543

Artrinsic Inc – Black Swan Prize for Portraiture

$45,000 $10,000 $55,000 $873,543

WASO – Symphony in the City $140,000 - $140,000 $733,543

Perth International Arts Festival – PIAF 2009

$419,043 - $419,043 $314,500

The Performing Arts Centre Society – Blue Room

$30,000 - $30,000 $284,500

WA Opera – Opera in the Park 2009

$140,000 - $140,000 $144,500

WA Ballet Company – Annual Program

$40,000 - $40,000 $104,500


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Funds Remaining

Perth Theatre Company – ‘The Seed’

$5,000 - $5,000 $99,500

Dept for Premier and Cabinet – Northbridge History Project

$4,500 - $4,500 $95,000

West Australian Music Industry – 2009 WAMi Festival

$65,000 - $65,000 $30,000

Perth Institute of Contemporary Arts – Performance Program

$30,000 - $30,000 $0

TOTAL $985,210 $10,000 $995,210 $0

Cultural Sponsorship Expenditure 2008/09 Arts Projects


Funds Remaining

Arts Projects – Total Funds $66,050

Tura New Music $5,000 - $5,000 $61,050

The University of Western Australia

$3,000 $1,000 $4,000 $57,050

Winding Wheel Productions $2,740 $4,760 $7,500 $49,550

Western Australian Academy of Performing Arts

$3,500 - $3,500 $46,050

West Australian Cultural Festival $15,000 - $15,000 $31,050

Western Australian Youth Jazz Orchestra

$6,000 - $6,000 $25,050

The Herald Publishing Company $2,000 - $2,000 $23,050

Youth Ballet West Australia $9,036 - $9,036 $14,014

Australasia Photographic Association

$1,600 $400 $2,000 $12,014

SUB TOTAL $47,876 $6,160 $54,036 $12,014

Corporate Sponsorship – No Funds Allocated – Utilising Arts Projects Funds

The Equity Benevolent Guild of Western Australia

$2,000 - $2,000 10,014

Mr Mark Storen $6,500 - $6,500 $6,500

SUB TOTAL $8,500 - $8,500 $3,514


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Funds Remaining

Unallocated expenditure - Utilising Arts Projects Funds

Mr Gian Manik (Creative Community grant)

$635 - $635 $2,879

World Harmony Run (D.A.) $1,000 - $1,000 $1,879

Arterial Collective (D.A.) $870 - $870 $1,009

The Law Society of WA (D.A.) $1,000 - $1,000 $9

SUB TOTAL $3,505 - $3,505 $9

TOTAL $59,881 $6,160 $66,041 $9

Cultural Sponsorship Expenditure 2008/09 Creative Community


Funds Remaining

Creative Community – Total Funds $40,000

Ruah Community Services $6,000 - $6,000 $34,000

Uniting Church in the City $2,670 - $2,670 $31,330

Collegium Symphonic Choir $5,000 - $5,000 $26,330

West Australian-German Business Association

$3,500 - $3,500 $22,830

Alliance Francaise de Perth $5,500 - $5,500 $17,330

Stirling Skills Training Inc. $14,833 - $14,833 $2,497

Mr Gian Manik $977 $1,520 $2,497 $0

TOTAL $38,480 $1,520 $40,000 $0

Cultural Sponsorship Expenditure 2008/09 Fast Response Grants

Program Cash In Kind Total Value

Funds Remaining

Fast Response Grants – Total Funds

$5,000

Matthew Giles – First Page (D.A.) $1,000 - $1,000 $4,000

Perth Society of Artists (D.A.) - $870 $870 $3,130

Jessica Judd (D.A.) $1,000 - $1,000 $2,130

Clay Feet Exhibiting Group Inc (D.A.)

$1,000 - $1,000 $1,130


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Program Cash In Kind Total Value

Funds Remaining

Perth Centre for Photography (D.A.)

$1,000 - $1,000 $130

Arterial Collective (D.A.) $130 - 130 $0

TOTAL $4,130 $870 $5,000 $0 COMMENTS: One measurement for quality of life for citizens living, working and visiting the City is the availability of cultural activities. International research shows the key factors identified as influencing quality of life are:- Economic vitality. A sense of place. Cultural activities. Access to good quality housing. Ease of access to amenities and facilities. Importance of community networks. Need to establish a sustainable environment. Safety and security. Beyond providing entertainment, community building and developing a sense of place, cultural activities have a flow-on impact in terms of economic viability and security. Moved by Cr Tognolini, seconded by Cr Hardy That the report dated 13 July 2009, detailing the Summary of Expenditure for Cultural Sponsorship, be received. The motion was put and carried The votes were recorded as follows:- For: Crs Evangel, Hardy and Tognolini Against: Nil


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MP200/09 CULTURAL SPONSORSHIP ARTS PARTNERSHIP PROGRAM 2009/10

BACKGROUND:

FILE REFERENCE: P1010627-7 REPORTING OFFICER: Elizabeth Napier RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 3 July 2009 MAP / SCHEDULE: N/A At its meeting held on 4 June 2009, the Council adopted the proposed expenditure for 2009/10 for Cultural Sponsorship, Corporate Sponsorship and Donations. Categories of Cultural Sponsorship Category Budget 2008/09 Budget 2009/10 Arts Partnership Grants $1,021,260 $1,140,273 Arts Project Grants $80,000 $81,600 Creative Community Grants $40,000 $40,800 Fast Response Grants $5,000 $5,100 Total $1,146,251 $1,267,773




Policy Policy No and Name 18.8 - Provision of Sponsorship and Donations 18.1 - Arts and Culture

DETAILS: CULTURAL SPONSORSHIP The City of Perth sponsors arts and cultural events and activities to encourage visitation and vibrancy. These activities attract people to the city and ensure that the city centre is a vital and interesting place to visit with a point of difference to other regional and metropolitan centres.


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There are several significant outcomes to cultural sponsorship that are relevant to vibrant and sustainable communities. These are:- Vitality - Active, vibrant spaces attract people and contribute to safer and

secure environments. Identity - Cultural Sponsorship is a major contributor to celebrating a sense of

place and identity as a capital city. Economy - Arts and cultural enterprises and related industries contribute to the

economy of our city by generating employment and other benefits. (The Australian Bureau of statistics has developed a gross value added multiplier of 1.79 for culture related industries).

Tourism - Visitors are attracted to the city through major arts events, for

example the Perth International Arts Festival. Inclusion - Promotion of tolerance and understanding through involvement of

diverse cultures. Local Expression - The opportunity for expressing local creativity and

developing an understanding of our uniqueness. Arts Partnership Grants support arts and cultural activities that:-

contribute to the economy of the city; facilitate the dynamic celebration of the city through a range of major

festivals and activities; provide sustainability for art and cultural enterprises and organisations; demonstrate leadership by developing partnership initiatives.

Changes to Cultural Sponsorship Budget 2009/10 (Arts Partnerships) Since the 2009/10 Budget for Arts Partnerships was proposed and the subsequent adoption of the 2009/10 Budget, the City has been notified of the following changes:- WA Ballet allocated an amount of $140,000 in the 2009/10 budget to present

Ballet Under the Stars, has notified the City that the staging of the event will not occur this financial year due to scheduling issues, suitable venue access and inability to secure additional funding. The revised level of funding requested from the City is $40,800.

The Perth Theatre Company has requested Arts Partnership Cultural

Sponsorship funding of $10,000 to stage two performances at His Majesty’s Theatre.


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The Perth Institute of Comtemporay Art has requested Cultural Sponsorship of $23,000 for a cultural event to be held in Russell Square as part of the Northbridge Festival.

The Black Swan Theatre may request Arts Partnership funding with the closure

of The Playhouse Theatre and the company’s transfer to the new Performing Arts Theatre in Northbridge scheduled to open in 2010.

Cultural Sponsorship Budget 2009/10 (Arts Partnerships) Applicant Budget

2009/10 Reviewed Arts

Partnerships July 2009

Perth International Arts Festival (PIAF) $325,423 $325,423 WASO $142,800 $142,800 WA Opera $142,800 $142,800 WA Ballet $140,000 $40,800 WAMI $66,950 $66,950 Blue Room $30,600 $30,600 Yirra Yaakin $30,000 $30,000 Artsource (Artopia) $25,000 $25,000 NAIDOC $30,000 $30,000 St Jerome’s Festival $50,000 $50,000 Artrinsic (Black Swan Portraiture) $56,100 $56,100 Perth Institute of Contemporary Art $30,600 $30,600 London Philharmonic Orchestra $70,000 $70,000 Perth Theatre Company 0 $10,000 Burning Daylight 0 $23,000 Unallocated 0 $66,200 Total $1,140,273 $1,140,273 COMMENTS: The lack of alternate sponsorship sources for arts and cultural activities and community services may result in the community requesting higher levels of financial support from the City but this will become more apparent at a later date. Moved by Cr Hardy, seconded by Cr Tognolini That the Council approves:-

1. the proposed revised expenditure for the 2009/10 Arts Partnership

Cultural Sponsorship Budget allocation, as outlined in the report dated 10 July 2009;

(Cont’d)


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2. the unallocated portion of $66,200 being retained for any new Arts Partnership, or other cultural sponsorship requests in 2009/10 that may occur during the year.


MP201/09 CULTURAL SPONSORSHIP 2009/10 - PERTH THEATRE COMPANY - ‘EQUUS’ AND ‘AN OAK TREE’ THEATRE PRODUCTION

BACKGROUND:

FILE REFERENCE: P1024458 REPORTING OFFICER: Paola Anselmi RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 9 July 2009 MAP / SCHEDULE: N/A The City of Perth has been approached by the Perth Theatre Company (PTC) to support the presentations of ‘Equus’ and ‘An Oak Tree’, through the Arts Partnership category of the Cultural Sponsorship program. ‘Equus’ will be presented at His Majesty’s Theatre from Saturday, 12 September to Saturday, 26 September 2009 and ‘An Oak Tree’ will be presented at His Majesty’s Theatre from Thursday, 12 November to Saturday, 5 December 2009. The PTC has been in operation for 25 years and provides advocacy and auspicing opportunities for the local theatre industry. The PTC provides administrative, marketing, production, financial advice and directional guidance for playwrights, actors and technicians. PTC offers an annual program of new theatre from local, interstate and international playwrights at The Playhouse Theatre and tour annually interstate and regionally. Perth Theatre Company is the State’s oldest professional theatre company. Since 1993, PTC has been the resident Theatre Company at The Playhouse Theatre in Pier Street and provided Perth audiences with a mixture of entertaining and


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challenging theatre works from Local, National and International writers. Highlights include “Stories from Suburban Road (1992 & 2001), “Face To Face” (2004), “Amadeus” (2006) “The Turning” (2008) and “The Seed” (2009). Perth Theatre Company is also one of the most toured Theatre Companies in Australia, presenting West Australian artists in every state on a regular basis. Since 2008, the PTC has toured for 26 weeks of theatre around the country and performed to over 30,000 people. The PTC will be leaving the Playhouse Theatre and moving its performances to the soon to be completed Performing Arts Theatre in Northbridge in 2010. POLICY / LEGISLATION / STRATEGIC PLAN: Strategic Plan City Vibrancy Support tourism, the retail trade and entertainment

through a vibrant programme of campaign advertising, sponsorships and promotions and encourage and support initiatives, festivals and events which showcase the diversity of people and lifestyles of Perth

Policy Policy No and Name: 18.8 - Provision of Sponsorship and Donations

18.1 - Arts and Culture

DETAILS:

The application has been assessed against the criteria outlined in Policy 18.8 – Provision of Sponsorship and Donations. The project must be of high artistic quality

PTC will present ‘Equus’, a play by Peter Shaffer written in 1973, telling the story of a psychiatrist who attempts to treat a young man who has a pathological religious / sexual fascination with horses. ‘Equus’ is presented by His Majesty’s Theatre and Perth Theatre Company and is also supported by The Perth Theatre Trust. This is the second time that this partnership has come together to present a large scale theatrical works for Perth Audiences, following on from the successful ‘Amadeus’ presented in 2006. ‘Equus’ is also presented exclusively in Perth, by direct arrangement with the Broadway and West End productions. As a major coup, the PTC has exclusive rights to present ‘Equus’ in the Southern Hemisphere. Directed by Melissa Cantwell, this seminal play features one of Australia’s favourite actors William McInnes in the lead role as the psychiatrist Martin Dysart, and introduces Perth Audiences to two of the country’s most successful young actors in their professional Australian stage debut of Khan Chittenden and Alex Fisher. Both Perth born and recent graduates from the WA Academy of Performing Arts.


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‘An Oak Tree,’ written by Tim Crouch and directed by Melissa Cantwell features The Hypnotist, played by Luke Hewitt, and The Father, performed by a different guest at each show who walks on stage having neither seen nor read a word of the play. This is a performance given from one actor to another, from a hypnotist to subject, from audience to stage. ‘An Oak Tree’ is a bold and comic play about loss, suggestion and the power of the mind. It is a powerful story, which is superb theatricality and full of rich humour. ‘An Oak Tree’ was awarded a prestigious OBIE award in 2006 and broke box office records during its run at Soho Theatre, London. It has since toured the world and to date over 250 actors have appeared in the production including Christopher Eccleston, Mike Myers, Frances McDormand, Saskia Reeves, David Morrissey and Kwame Kwei‐Armah. Presented for the first time to Perth Audiences in 2009, ‘An Oak Tree’ will feature 23 guest actors, celebrities and notable “perthonalities” over its season in the intimate downstairs at His Majesty’s Theatre. PTC will organise the opportunity for the Lord Mayor or one Councillor to participate in ‘An Oak Tree’ as the guest performer for one night. ‘Equus’ will present two previews, two matinees and 12 evening season performances as follows:-

Day Date 2009 Time Saturday 12 September 7.30pm (Preview) Monday 14 September 7.30pm (Preview) Saturday 19 September 2.00pm Saturday 26 September 2.00pm Tuesday 15 September to Saturday 26 September

7.30pm

‘An Oak Tree” will present two previews and 19 evening season performances as follows:-

Day Date 2009 Time Thursday 12 November 7.30pm (Preview) Friday 13 November 7.30pm (Preview) Saturday 14 November 8.00pm (Opening Night) Monday 16 November to Saturday 5 December 7.30pm

The project must be free or low cost and be based within the City boundaries

The ticket prices for ‘Equus’ will be:- Preview - $70, Standard - $55-$80, Concession - $45-$65, Student Group bookings (A Reserve) - $30, and Student Rush - $30.


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The ticket prices for ‘An Oak Tree’ will be:- Preview - $28.50, Standard - $38.50, Concession - $31, Student Group bookings - $20, and Student Rush - $15. PTC offers aged-care agencies and special needs groups’ opportunities to purchase group bookings at greatly reduced prices to encourage patronage by a diverse cross-section of the community. ‘Equus’ and ‘An Oak Tree’ will be presented at His Majesty’s Theatre, 825 Hay Street, Perth.

The project must raise a high level of public attendance, interest and/or participation

The event organisers estimate that 8,000 people will attend the ‘Equus’ theatre season and 2,000 people will attend ‘An Oak Tree’. The application includes a substantial marketing strategy and budget of $125,000 to maximise the promotion of the event. The applicant must provide evidence of funding from other sources

The total project cost to present ‘Equus’ and ‘An Oak Tree’ is budgeted at $871,000. The applicant has confirmed financial support for these projects from the Perth Theatre Trust ($121,000), Mirvac Property Group ($15,000) and estimated earned income from ticket sales ($725,100). The City is requested to provide $10,000 in arts partnership funding. The applicant must provide evidence of being able to manage the activity

The Perth Theatre Company has been in operation for 25 years and has a successful history of managing the presentation of the annual program of theatre.The PTC administration is managed by Tony Bonney, General Manager since 2006, Mel Cantwell, Artistic Director and Ali Martin, Marketing and Public Relations. Past cultural sponsorship support

Perth Theatre Company received $5,000 Cultural Sponsorship from the City of Perth for the presentation of ‘The Seed’ in the 2008/09 budget year.

Assessment of return on investment

The objectives of Arts Partnership Grants, as outlined in Policy No - 18.8 Provision of Sponsorship and Donations, are to support arts and cultural activities that:-


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contribute to the economy of the City;

facilitate the dynamic celebration of the city through a range of major festivals and activities;

provide sustainability for art and cultural enterprises and organisations;

demonstrate leadership by developing partnership initiatives. This application provides the City of Perth with the opportunity to support the presentation of two vastly different yet very high quality theatre productions costing $871,100 to produce. It is recommended that arts partnership funding of $10,000 be approved. The City will obtain presentation rights to the event cited as ‘An Oak Tree’, proudly presented by the City of Perth and supporting rights to the event cited as ‘Equus’, also proudly supported by the City of Perth. FINANCIAL IMPLICATIONS: ACCOUNT NO: GL 121-254-7901 BUDGET ITEM: Recreation and Culture – Other Culture –

Donations and Sponsorship BUDGET PAGE NUMBER: TBA Budget Item THIS COMPONENT BUDGETED AMOUNT: $1,267,773 $140,000 AMOUNT SPENT TO DATE: $ 230,200 $ 0 PROPOSED COST: $ 10,000 $ 10,000 BALANCE: $1,027,573 $130,000 All figures quoted in this report are exclusive of GST.

COMMENTS:

The Perth Theatre Company has registered its interest to partner with the City of Perth to present the Company’s Spring program. It is recommended that this application from Perth Theatre Company for $10,000 in Arts Partnership funding be approved. This funding request can be accommodated within the existing 2009/10 Cultural Sponsorship budget. Moved by Cr Tognolini, seconded by Cr Hardy That the Marketing, Sponsorship and International Relations Committee approves:- 1. cash sponsorship of $10,000 (excluding GST), to Perth Theatre

Company for the presentations of ‘Equus’ and ‘An Oak Tree’ Theatre Productions;

(Cont’d)


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“Recreation and Culture - Other Culture - Donations and Sponsorships”;

3. the organisers being required to provide the following benefits to

the City of Perth:- 3.1 presentation rights to the event cited as ‘An Oak Tree’,

proudly presented by the City of Perth; 3.2 supporting rights to the event cited as ‘Equus’, proudly

supported by the City of Perth; 3.3 inclusion of the City of Perth crest in all promotional material

and publications relating to the project; 3.4 inclusion of City of Perth signage as supplied by the City of

Perth at the event; 3.5 acknowledgement of the City of Perth in any promotions and

advertising; 3.6 acknowledgement of the City of Perth support on Perth

Theatre Company website; 3.7 hyperlink to the City of Perth from the Perth Theatre

Company website; 3.8 public announcements acknowledging the City of Perth’s

support prior to the event; 3.9 invitations for the Lord Mayor, or representative, to open the

event or make an award or presentation; 3.10 invitations for the Lord Mayor and the Elected Members to

attend the project or event; 3.11 provision of 40 complementary tickets to attend the event for

use at the City’s discretion;

(Cont’d)


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3.12 opportunity for an Elected Member to participate in ‘An Oak Tree’ as the guest performer for one night;

3.13 Lord Mayoral or City of Perth message printed as the

foreword in the Spring Season brochure.


MP202/09 CULTURAL SPONSORSHIP 2009/10 - BURNING DAYLIGHT

BACKGROUND:

FILE REFERENCE: P1010627-16 REPORTING OFFICER: Zoe Morgan RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 8 July 2009 MAP / SCHEDULE: N/A At its meeting held on 21 April 2009 the Council approved a funding grant of $355,000 (excluding GST) to the Business Improvement Group of Northbridge (BIG N) for presenting and promoting the City of Perth’s Northbridge Festival 2009, to be held from 1 November to 8 November 2009. The approval included in-kind sponsorship of up to $14,000 (excluding GST) for reserve hire (including Russell Square), on-street parking, street cleaning, rubbish bins, road closure advertising and event application fee for all Northbridge Festival events and activities. The arts theatre production Burning Daylight, presented by the Perth Institute of Contemporary Arts (PICA), was highlighted in the BIG N proposal as a key component of the Northbridge Festival and a Northbridge stakeholder contribution to the event. The BIG N selected the dates of the Northbridge Festival 2009 to coincide with the Burning Daylight event.


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Strategic Plan City Vibrancy Be active in developing innovative programmes that

support arts culture and heritage and use incentives to encourage the private sector to provide or participate in freely available art and cultural activity

Policy Policy No and Name: 18.1 – Arts and Culture

18.8 – Provision of Sponsorship and Donations

DETAILS:

Event Summary Burning Daylight is proposed by the PICA, to be presented in Russell Square at 7.30pm each night from 4 November to 7 November 2009. The event is a contemporary indigenous and intercultural dance and theatre production. Marrugeku in association with Performing Lines in Sydney and the Stalker Theatre Company is producing the show. Marrugeku is a Broome-based indigenous and intercultural company known for its creation of contemporary dance theatre works in remote Indigenous communities. Marrugeku has received a grant from the Department of Culture and the Arts (DCA) to premiere the production in Perth before embarking on a national tour. The show is the first production to receive the Major Production Fund grant from DCA. The Major Production Fund is a new initiative by DCA to encourage major artistic works to be created in Western Australia. The show is set in the streets of Broome. A series of contemporary dance scenes unfold, expressing the cultural collisions and local humour in the part of Broome known as ‘The Bronx’. Burning Daylight combines the distinctive performance style of Western Australian Indigenous dancers and musicians and Malaysian martial arts, together with Marrugeku’s unique visual and acrobatic performance style. Venue The style of show requires a park setting and the trees of Russell Square will be used as a backdrop. An outdoor theatre that seats 650 people will be set up in Russell Square for the show. The stage set is a Broome streetscape with props that include two storey high buildings and life-size boab trees.


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Northbridge Piazza Screen Part of the stage set is two large screens which will be incorporated into the story, broadcasting footage of Broome, visual effects and live feeds of the show. The City will work with the organisers to explore opportunities to broadcast this footage either as pre-promotion or during the show on the LED screen at the Northbridge Piazza. Northbridge Festival In its proposal to the City for the presentation of the 2009 Northbridge Festival, the BIG N detailed that the Festival’s objectives would reflect the City’s Northbridge Action Plan, which are:- To promote Northbridge as the dynamic and exciting ‘experience’ that it is. To attract a large cross-section of the greater Perth area to experience

Northbridge. To create an experience that works in partnership with the many Northbridge

businesses. To integrate and promote activities with the ‘creative’ industries which have

located in Northbridge. To emphasise the uniqueness of Northbridge with its mix of cultures. To establish a festival that is entirely unique and different to other ‘community’

festivals. To serve as a tool to shift negative perceptions focussed on Northbridge’s late

night activities. The BIG N has indicated to the PICA that Burning Daylight is an important theatrical and cultural component of the Northbridge Festival, meeting many of the objectives detailed above. The BIG N has appointed local event management company Sunset Events as Event Manager for the Festival. It is the City’s understanding that Sunset Events will not be commissioning cultural/theatrical type activities for the Festival, focusing instead on musical programming and therefore it will not allocate funds to this show. The BIG N has offered $5,000 (excluding GST) to the PICA under its community funding component of the Northbridge Festival. The outdoor show requires considerable temporary infrastructure and PICA requires assistance to cover the costs. Without local presentation assistance, Marrugeku can not afford to undertake a season of this new work in Perth. Despite the PICA advising BIG N of its funding requirements on 23 February 2009 for Burning Daylight to be part of the Festival, the PICA has only recently been advised of the monetary support it will receive from the BIG N. The amount provided by the


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BIG N has created a shortfall of funding required for the PICA to be able to present this event. To ensure such a significant production is given the opportunity to be showcased in Perth, the PICA is seeking financial support direct from the City. The project must be of high artistic quality. Burning Daylight is produced by Marrugeku, which was commissioned into existence by the Festival of Perth in 1994. Since then Marrugeku has produced a number of works that have been presented throughout Australia and overseas. Burning Daylight has received significant funding from DCA and will tour nationally once it has premiered in Perth. The project must be a free or low cost event. To assist cover production costs the show will be ticketed. The PICA has ensured a discounted rate of $18 to $25 per person to make the show affordable to community groups. The opening night will include 350 complementary tickets provided to indigenous representatives, community groups and indigenous school groups. The project must be based within the City of Perth boundaries. The show will be held at Russell Square. After premiering in Perth the show will tour nationally to Broome, Alice Springs, Hobart, Melbourne and Sydney. The project must raise a high level of public attendance, interest and/or participation. Burning Daylight is one of the largest regionally produced shows ever undertaken in Western Australia. The premiere of the national tour being held in Perth is likely to attract significant interest by the public. The organisers estimate that 2,600 people will attend the show. The producers of the show will implement extensive local and national marketing. The PICA will also promote the event to community groups, to its own arts industry contacts and the wider community. The PICA plan to distribute 6,000 flyers and 500 posters within the metropolitan area. Signage will also be place at Russell Square and surrounding areas. The show will be included in the Northbridge Festival’s promotions.


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The project must contribute to the development of inner city culture. The show has been produced in Western Australia to highlight both Western Australian and Indigenous history and culture. The show will represent an important theatrical, cultural and local component for the Northbridge Festival. The applicant must provide evidence of funding from other sources. The total cost of the project is $220,871. The organisers have received the following funding from other sources:-

Source Amount Confirmed / Not confirmed

DCA $104,608 Confirmed Mobile States $ 33,392 Confirmed PICA $ 26,897 Confirmed Box Office $ 19,200 Not confirmed Playing Australia $ 8,774 Confirmed The BIG N $ 5,000 Confirmed

The applicant must provide evidence of being able to manage the activity. The PICA has been in operation for 19 years and has presented a detailed project budget with this application. The PICA’s staff are committed to the highest professional standards, have a substantial level of expertise, profile and track record in the presentation of contemporary performance as well as local, national and international contemporary performance networks and alliances. Acknowledgement of City of Perth support. The City’s support will be acknowledged as outlined in the recommendation section of this report. Past support provided by the City to PICA

Year Amount Provided Funding 2008/09 $30,000 2009 performance program 2007/08 $30,000 2008 performance program 2006/08 $7,550 2007 Public and Education Programs


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Assessment of return on investment The application seeks the City’s support for the important local premiere of a high calibre theatre and dance production. In addition to meeting the objectives of the Northbridge Action Plan the show will deliver the following cultural development benefits:- Increase the profile of the city locally and nationally as a centre for celebrating

Aboriginal cultural events. Activates city spaces by ensuring they are alive with events and experiences for

residents, workers and visitors to encounter and enjoy. Promotes local creativity, Aboriginal achievement, harmony and reconciliation. Provides a vibrant cultural experience for ratepayers. Transforms the urban landscape. The general public benefits from the social bonds created when the community shares experiences such as major cultural events. These events create an opportunity to express common values and community identity.


ACCOUNT NO: 121-254-7901 BUDGET ITEM: Recreation and Culture – Other Culture –

Donations and Sponsorship BUDGET PAGE NUMBER: TBA (2009/10 Budget) BUDGET ITEM THIS COMPONENT

BUDGETED AMOUNT: $1,267,773 $140,000 AMOUNT SPENT TO DATE: $ 230,200 $ 0 PROPOSED COST: $ 23,000 $ 23,000 BALANCE: $1,014,573 $117,000 ACCOUNT NO: Various BUDGET ITEM: Recreation and Culture - Other Cultural Activities -

Parades and Festivals and Recreation and Culture - Other Recreation and Sport - Parks, Gardens and Reserves

BUDGET PAGE NUMBER: TBA (2009/10 Budget) BUDGETED AMOUNT: $TBA AMOUNT SPENT TO DATE: $TBA PROPOSED COST: $3,350 BALANCE: $TBA All figures quoted in this report are exclusive of GST.


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COMMENTS:

Incorporating Burning Daylight as a part of the Northbridge Festival, ensures that the Festival maintains a balanced cultural program by including a work that is being produced in Western Australia to highlight both Western Australia and indigenous history and culture. The Council is requested to consider the sponsorship request to ensure the show is part of the Northbridge Festival and as a Western Australian production about to tour nationally, is premiered in Perth. Moved by Cr Hardy, seconded by Cr Tognolini That the Council approves:-

1. cash sponsorship of $23,000 (excluding GST) to Perth Institute of

Contemporary Arts (PICA) for Burning Daylight to be held in Russell Square from 4 November to 7 November 2009;

2. the in-kind sponsorship for reserve hire, on-street parking and

rubbish bins of $3,350 (excluding GST) as part of the in-kind sponsorship of the Northbridge Festival 2009;


‘Recreation and Culture – Other Culture – Donations and Sponsorships’;


‘Recreation and Culture – Other Cultural Activities – Parades and Festivals’ and ‘Recreation and Culture – Other Recreation and Sport – Parks, Gardens and Reserves’;

5. the event organisers providing the following sponsorship benefits:- 5.1 the City of Perth crest on all promotional material; 5.2 City of Perth signs at the event; 5.3 acknowledgement of the City of Perth in all media promotions; 5.4 acknowledgement of the City of Perth at public announcements

and speeches at the event; 5.5 link from the PICA website to the City of Perth website;

(Cont’d)


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5.6 the Lord Mayor, or representative, to be invited to officially open the event on Wednesday 4 November 2009;

5.7 eighteen invitations to the Elected Members and guests to

attend the event; 5.8 ten complementary tickets per night for community allocation.


MP203/09 FEASIBILITY STUDY TO PRESENT A SPORTING FESTIVAL

BACKGROUND:

FILE REFERENCE: P1011710-5 REPORTING OFFICER: Zoe Morgan RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 9 July 2009 MAP / SCHEDULE: TRIM 91191/09 - Confidential Feasibility Study Report

distributed to Elected Members under separate cover At its meeting held on 25 November 2008, the Marketing, Sponsorship and International Relations Committee requested a report on the possibility of the City hosting a weekend sporting festival. At its meeting held on 31 March 2009 the Council approved Trievents WA to produce a feasibility study to present a sporting festival in the City of Perth. This report addresses the results of the Feasibility Study submitted by Tri Events WA.


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Strategic Plan City Vibrancy Support tourism, the retail trade and entertainment through a

vibrant programme of campaign advertising, sponsorship and promotions and encourage and support initiatives, festivals and events which showcase the diversity of people and lifestyles in Perth

Healthy The City of Perth provides amenities, facilities and

programmes which invest in the health and well-being of residents, workers and visitors of all ages. These include a safe and healthy environment, an abundance of recreation and leisure opportunities and an emphasis on active living, lifelong learning and social connection

DETAILS:

Trievents WA was commissioned to prepare a Business/Feasibility Plan for presenting a two day (weekend) multi-sporting events for adults and children in the city. The methodology in compiling the plan drew on primary and secondary data comprising of face to face and telephone interviews with internal and external stakeholders, review of comparative events both locally and internationally and drawing upon Trievents’ extensive knowledge of event management strategies. Trievents reported that their meetings with State Sporting Organisations were instructive, informative and enthusiastic. It emerged that there is a true excitement about being involved in a “Festival of Sport”, where the outcomes for the external stakeholders appear to be as powerful as those for the City of Perth. Overall, the conclusion reached by Trievents is that a Festival of Sport held along the foreshore of Perth is a worthwhile and viable undertaking. The plan addressed the following:- A draft program of events to take place on two consecutive days. Trievents has drafted a program of events to take place over two consecutive days on a Saturday and Sunday. It is proposed to have an opening event on the Friday evening. It is also recommended that the event coincides with the Great Bike Ride, providing an existing framework of participants, spectators and infrastructure.


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The full program is detailed from pages 22 to 24 of the Feasibility Study Report (distributed under separate cover). Proposed times and location of each event for each sporting discipline. The event would run from 8.00am to 5.00pm on Saturday and Sunday. It is proposed to utilise Forrest Place, Langley Park, Supreme Court Gardens, The Esplanade and Perth Water for a variety of sporting disciplines. Estimated participant numbers in each sport / event. It is estimated the event will attract 2,510 participants in the first year. This is in addition to the 4,000 participants in the Great Bike Ride. It is expected the event will attract a large audience through family members attending with participants and the scale of the event itself acting as a draw card in attracting people to the foreshore. A table of participant levels per sport is detailed on page 73 of the Feasibility Study Report (distributed under separate cover). Preferred timing of the event in the 2009 - 10 financial year. State sporting organisations have indicated that they are already committed to set fixtures for the next winter and summer season. A reasonable lead time is also required to secure sponsorship of the event. In order to attract a large number of local competitors and spectators it is advisable to present the event in the summer months when there is less chance of poor weather. Therefore it is recommended to hold the inaugural festival from 19 November to 21 November 2010. Support for the sporting activities from the relevant state or administering body. The majority of sporting organisations contacted indicated their support, subject to the timing of the festival. To maintain a high level of commitment from sporting organisations it is important that their role in the festival does not put a strain on their resources. By limiting the sporting organisations’ involvement in managing fixtures, promotions and delivery of their sport, and commissioning an event manager to organise the venues, logistics and other event components, it is envisaged support for the event will remain high. The sporting organisations which have indicated their support are detailed in the table on page 73 of the Feasibility Study Report (distributed under separate cover).


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Indication of the requirements and availability of sports administrators, umpires, support staff and volunteers to manage each of the events. All sporting organisations contacted indicated they could deliver a set of fixtures, a coordinator, officials, support staff, volunteers, players and some sporting equipment. The support each sporting organisation is able to provide is detailed in the table on page 31 of the Feasibility Study Report (distributed under separate cover). Participant / competitor marketing, which will need to be undertaken to achieve targeted participation. All organisations indicated they would promote the event to their membership. This will create interest in the event as, for example, the Western Australian Football Commission has over 215,000 participants on their database. Audience marketing, to encourage visitors to watch the events. A significant amount of money will be required to promote the event to attract an audience. The City will need to fund radio and print advertising and seek media support for the event. With activities taking place all along the foreshore reserves it is likely to attract a high level of media interest over the weekend. General marketing, including proposed name, of the eveny to obtain media coverage and community awareness. The event is to be called the City of Perth Festival of Sport. However, consideration could be given to offer naming rights as a benefit in seeking major cash sponsorship. Healthway would be a suitable sponsor for the event given their aim to promote physical activity. Partnering with charities like the Heart Foundation and linking the event to the existing Great Bike Ride would help raise community awareness. A dedicated website would be established for the event and a media launch would be held. The sporting organisations also indicated they would be willing to provide celebrities from their sporting discipline to either promote the event or compete in a celebrity match during the weekend.


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Media partners. Media partners would be sought which would provide the opportunity to develop promotional opportunities. Other activity / entertainment, including official welcome and post-event presentation and wrap-up, to ensure the event appeals to all patrons (competitors and spectators). To enhance the festival it is proposed to include the following additional components:- opening event on the Friday evening; musical entertainment along the foreshore; roving performers; sporting organisation and sponsor displays; carnival rides; food stalls. A festival hub would be situated on Supreme Court Gardens which would include these components and be a meeting point for spectators and participants. A family treasure hunt was proposed by numerous sporting organisations as an additional activity that could move participants through the central city and back to the foreshore. A “have a go” activity would be set up on Supreme Court Gardens where the general public could try some of the participating sports. These additional components, except for the treasure hunt, have been included in the event budget and the sporting organisations indicated they would be able to provide volunteers to help run the event hub. It is also proposed to use the large screen in place for the Great Bike Ride as a family movie night on the Friday evening. The cost of the screen currently falls within the Great Bike Ride budget. Trivents has also included components that could be incorporated into the event in the future. These include corporate games, additional participation activities located in the malls, extreme sports and school activities. The future planning ideas are detailed on page 34 of the Feasibility Study Report. Trivents has also been in contact with the organisers of an event called “Take Part Brighton and Hove”, which is a sporting festival held annually in the United Kingdom. The organisers have indicated a willingness to develop a link between the two festivals.


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Event management and personnel required to deliver the event. The event will require an external event management company to organise the event on behalf of the City of Perth. The event management company would coordinate logistics and infrastructure for the event and work with the sporting organisations. The event management company would also seek sponsorship for the event. The sporting organisations indicated they would provide personnel to roster fixtures and coordinate delivery of their sport on the day. The sporting organisations are also able to provide volunteers to assist on the day. Infrastructure required to accommodate the event and patrons (competitors and spectators). Minimal infrastructure is required for the event. The existing infrastructure for the Great Bike Ride would be utilised and the sporting organisations are able to provide equipment for their sports. The infrastructure needed is detailed as part of the critical pathway plan in pages 44 to 47 of the Feasibility Study Report. Event management structure. The event would be managed by an event management company on behalf of the City of Perth. Risk analysis detailing critical issues, financial issues – underwriting costs, revenue streams including entry fees and sponsors, management issues, operational issues including weather and timing. A risk analysis has been undertaken by Trievents as detailed in pages 37 to 43 of the Feasibility Study Report. All potential issues have been analysed and the conclusion reached by Trievents that a Festival of Sport held along the foreshore of Perth is a worthwhile and viable undertaking. Implementation Plan including critical path and milestones. An implementation plan including critical path and milestones is detailed in pages 44 to 47 of the Feasibility Study Report. The plan shows a 12 month timeframe is required to implement the event successfully.


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Detailed Budget – income and expenditure. A proposed budget of $192,500 is detailed in pages 48 to 52 of the Feasibility Study Report (distributed under separate cover). In order to ensure sufficient funds for promotion it is recommended a budget of $250,000 be set aside for the event. Although the commissioned event manager would be required to seek the maximum funding possible from Government and private enterprises the Council would be required to underwrite the event for the budgeted amount.


ACCOUNT NO: CL 14745000 BUDGET ITEM: Recreation and Culture – Other Culture – Other

Cultural Activities BUDGET PAGE NUMBER: 2009/10 BUDGET ITEM THIS COMPONENT

BUDGETED AMOUNT: $ $74,500 AMOUNT SPENT TO DATE: $ $ PROPOSED COST: $ $36,000 BALANCE: $ $ The remaining $214,000 (excluding GST) to be budgeted in the 2010/11 financial year on adoption of the 2010/11 Budget.

COMMENTS:

The City of Perth Festival of Sport would be a major addition to the City’s event calendar. The event would attract attention to the City and increase visitation to the foreshore. The event also has the potential to become a nationally recognised event and showcase the city to a national and international audience. The Council is requested to approve the unbudgeted expenditure of $36,000 to fund an event management company to commence the festival planning and production from November 2009. The remaining $214,000 will be itemised in the 2010/11 annual budget.


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Moved by Cr Tognolini, seconded by Cr Hardy That the Council:-

1. approves in principle:-

1.1 a multi-sport festival to be held in November 2010 in

conjunction with the Great Bike Ride at a total cost of $250,000 (excluding GST);

1.2 expenditure of $214,000 (excluding GST) for the event in part

1.1 above being included in the Council’s 2010/11 Budget; 1.3 the event to be called the ‘City of Perth Festival of Sport’;

2. APPROVES BY AN ABSOLUTE MAJORITY:-

2.1 unbudgeted expenditure of $36,000 (excluding GST) in the

2009/10 financial year to enable the engagement of an event management company commissioned from November 2009 for a period of 12 months to work with sporting organisations to present the event;

2.2 the expenditure in part 2.1 above being charged to Budget Item

‘Recreation and Culture – Other Culture – Other Cultural Activities’.



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MP204/09 AUSTRALIA DAY CELEBRATIONS 2010 - JULY UPDATE REPORT

BACKGROUND:

FILE REFERENCE: P1008840-15 REPORTING OFFICER: Zoe Morgan RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 30 June 2009 MAP / SCHEDULE: N/A




DETAILS:

The Marketing, Sponsorship and International Relations Committee has delegated authority in relation to issues concerning the Australia Day Celebrations. This report provides an update in relation to each of these issues:- Delegated Authority Issues:- Decide on an appropriate name for the Australia Day Celebrations in association with the principal sponsor. The Lotterywest board has confirmed its in-principle support for Australia Day Skyworks 2010 - 2012. An annual grant application will need to be submitted by the City. Lotterywest anticipate its annual support for Skyworks, including all activities during the day, would be no more than $500,000 per year. Lotterywest has indicated that it no longer wishes to hold naming rights to the event and requests that the City consults with Lotterywest before extending the naming rights opportunity to any other funding body or sponsor. The City will submit its Grant Application to Lotterywest in July. Determine the location of selling points and negotiate and issue exclusive selling rights on the foreshore for food and catering, drinks, amusements, merchandise and ice creams:-


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The City is currently seeking quotations for Mobile Catering Services (Quotation 007-0910) for Skyworks 2010 with options to renew at the City’s discretion for Skyworks 2011 and Skyworks 2012. The contract for Merchandise Services (Quotation 092-07/08) was approved for Skyworks 2009 with options to renew at the City’s discretion for Skyworks 2010 and Skyworks 2011. The City has renewed the Merchandise Services contract for Skyworks 2010 due to the acceptable performances in 2009. The re-appointed licensee is Showbiz 2001. Engage the services of appropriate consultants to undertake actions in line with Australia Day Celebrations and project budget:- Russell Lanyon has been re-appointed as co-ordinator of the Australia Day Air and Water Show components. Determine the location and number of entertainment boxes to be located on the foreshore and arrange sponsorships accordingly:- The City has received six bookings for Corporate Boxes for Skyworks 2010, all of which purchased boxes at the last event. Invitations and information will be distributed in July. Negotiate the advertising and promotion campaign with the principal sponsors:- At its meeting held on 16 December 2008 the Council appointed Perth FM Radio Pty Ltd, trading as MIX 94.5, as the contractor to provide the radio station promotion and broadcast (Tender 032-08/09), and Channel Seven to provide the television promotion and broadcast (Tender 1033-08/09). Part of the Channel Seven contract includes the provision of a television commercial. The television commercial is independently produced by Channel Seven and is their contribution to the promotion of Skyworks. The promotional and advertising campaign and schedule will be reported on later in the year. Negotiate the rights to broadcasting the Australia Day fireworks event with a radio network:- The tender specification includes a requirement to deliver a draft soundtrack for consideration by the City and the pyrotechnic supplier by the end of October. Make recommendations to Council on tenders related to the Australia Day celebrations:-


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At its meeting held on 10 March 2009 the Council appointed Foti International Fireworks as the contractor to provide the Pyrotechnics and Special Effects for Skyworks 2010 to 2012. Tenders will be sought for the following contracts:- Toilets, Infrastructure and Fencing 2010-2012. Corporate Entertainment Area Catering Services 2010-2012. Corporate Entertainment Area Equipment Hire and Installation 2010-2012. Waste Management Services 2010 plus one year (2011), plus one year (2012). Licences for mobile catering 2010 plus one year (2011), plus one year (2012). GENERAL INFORMATION Consortium Steering Group A Consortium meeting was held on 11 June 2009 with representatives from Austereo (Mix 94.5), Channel Seven and Foti International Fireworks in attendance. The meetings included an overview of the 2009 event and discussion on the following creative elements for Skyworks 2010:- soundtrack content; delivery of the narration; pyrotechnic and laser display content. The City of Perth provided to the Consortium information presented at the Australia Day Council conference held in Sydney in May. The conference provided results of research done on why Australians celebrate Australia Day, what they consider “Australian values” and what Australia Day means to them. The results showed that Australians are proud to be Australian and Australia Day is about a celebration, creating memorable experiences and strengthening the sense of belonging. The research showed also that Australian values are going back to familiar brands and icons and Australians are becoming more patriotic. Using this information, the Consortium agreed to the theme of “Advance Australia Fair” for Skyworks 2010. The soundtrack will include Australian music. The narration is to include a reading of the Australian National Anthem. Aboriginal Cultural Event At its meeting held on 14 July 2009, the Council approved Abmusic and Noongar Media Enterprises’ proposal to deliver an Aboriginal Cultural and Community Event to be held in the Supreme Court Gardens as part of the Australia Day celebrations.


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The event organisers will secure performers and exhibitions, provide event management and present the event on behalf of the aboriginal community. The City will provide assistance by way of funding, event infrastructure and working with the organiser on optimal infrastructure and public health and safety requirements. Entertainment Precincts Langley Park – The precinct has been developed as a youth area (target age 15 to 35 years) and entertainment includes live music, beach volleyball, extreme games, activities and displays. The youth area was initiated as a crowd control measure in 2003 and has proven to be successful. The Esplanade – The area is promoted as a family picnic area that includes childrens’ rides. The Community Group performances on The Landing introduced in 2009 will be continued for 2010. Barrack Square – The Barrack Square precinct is fenced as a crowd control measure. The area is promoted as a ticketed family-area where children can enjoy rides and activities. Part proceeds of ticket sales are donated to Paraplegic Benefit Fund. Barrack Square traders will be involved with ongoing consultation. Production and Operational Meetings The first briefing and planning meeting for all external authorities was held on 24 June 2009. A schedule of 20 meetings has been circulated to all external authorities. These are operational meetings which cover emergency services, road closures, communications, parking, infrastructure, waste management, risk management, pyrotechnics, public transport, merchandising and mobile catering, media management and event briefings. Road Closure Meeting A meeting was held on 1 July 2009 and was attended by representatives from Main Roads WA, WA Police, the Public Transport Authority, the City of South Perth, the Town of Victoria Park and the City of Perth. Issues addressed were:- contacting the WA Taxi Council to ensure taxis do not drop off passengers on

the emergency lane of the freeway on Australia Day; installing additional traffic management staff and barriers along intersection

points on St Georges Terrace to ensure that vehicles in private car parks do not enter St Georges Terrace while the roads are closed;


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installation of additional bunting along the grassed area by Terrace Road car park to prevent vehicles driving onto Riverside Drive while the roads are closed.


There are no financial implications related to this report. Moved by Cr Hardy, seconded by Cr Evangel That the Marketing, Sponsorship and International Relations Committee receives the information on the progress of Australia Day Celebrations 2010 as detailed in the report dated 30 June 2009. The motion was put and carried The votes were recorded as follows:- For: Crs Evangel, Hardy and Tognolini Against: Nil

MP205/09 TENDER 015-09/10 INSTALLATION, ELECTRICAL CONNECTION AND DISMANTLING OF CHRISTMAS DECORATIONS

BACKGROUND:

FILE REFERENCE: P1024944 REPORTING OFFICER: Morris Stevens RESPONSIBLE DIRECTOR: Doug Forster, Director Business Units DATE: 13 July 2009 MAP / SCHEDULE: Schedule 6 - Schedule of Hourly Rates for Repair and

Refurbishment


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Legislation Section: Local Government (Functions and General) Regulations

1996 – Part 4 – Tenders for providing goods and services Strategic Plan City Vibrancy Support tourism, the retail sector and entertainment

through a vibrant programme of campaign advertising, sponsorship and promotions and encourage and support initiatives, festivals and events which showcase the diversity of people and lifestyles in Perth

Policy Policy No and Name: 9.7 - Purchasing Policy

DETAILS:

Tenders were called on 24 June 2009 and closed on 9 July 2009. At the close of tenders three submissions were received:-

Year High Speed Electrics (A)

High speed Electrics (B) (alternative)

Downer EDI Engineering

Electrical 2009 $385,605 $365,092 $287,441 2010 $385,605 $365,092 $287,441 2011 $385,605 $365,092 $287,441 Total for three year period

$1,156,815

$1,095,276

$862,323

The prices tendered relate to all existing decorations with the exception of the Bell Tower Star which is subject to a separate contract. Any new decorations developed during the contract period are subject to quotations being obtained from the successful tenderer and other contractors. Similarly any decorations that are no longer required to be installed are deleted from the contract. The specification also calls for work to be carried out on the repair and refurbishment of decorations each year. As this is unknown from year to year this work is carried out at hourly rates. The hourly rates or labour and plant hire are detailed in the attached Schedule 6. These repairs can only be carried out following agreement and the issue of an official order from the City. Tenders were evaluated against the following criteria:- Capability to complete the works in the specified time frame. Qualifications and Experience of Project Staff. Experience with Similar Works.


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Safety Management. Financial Capacity. Downer EDI Engineering Electrical did not sufficiently address the section criteria. No details were provided of their capability to complete the works in the specified timeframe and a proposed installation programme was not included with the submission. This is considered to be a critical element of the contract. In addition, only general information was provided on the remaining criteria. This general information did not provide any detail of qualifications or experience of any personnel or what equipment could be utilised for the contract. This submission scored lowest overall. High Speed Electrics submitted a fully compliant tender (A) and an alternative tender (B). The first tender (A) is the highest priced of the three tenders received, however, it was ranked the highest in the evaluation. The submission satisfactorily addressed all of the selection criteria. High Speed Electrics has demonstrated significant experience in the installation, electrical connection and dismantling of the Christmas decorations over a number of years with the City of Perth and with other Local Governments including the City of Joondalup, City of Swan and Town of Cambridge. The plant and equipment owned and operated by High Speed is considered sufficient to carry out all of the works with specialised equipment being hired as required. This tender proposes to commence installation of decorations on 25 October 2009 which is the preferred date for commencement. The alternative tender (B) from High Speed Electrics addressed all of the selection criteria to a satisfactory standard as detailed in tender (A). The submission proposes a slightly different installation period commencing from 18 October 2009 which is considered too early.


ACCOUNT NO: General Ledger Account 134 250 BUDGET ITEM: Recreation and Culture - Other Culture - Christmas

Decorations BUDGET PAGE NUMBER: TBA (2009/10 Budget) BUDGETED AMOUNT: $848,709 AMOUNT SPENT TO DATE: $ 5,135 PROPOSED COST: $385,605 BALANCE: $457,969 ANNUAL MAINTENANCE: TBA All figures quoted in this report are exclusive of GST.


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COMMENTS:

Downer EDI Engineering Electrical although providing a competitive price failed to address the selection criteria in a satisfactory manner. The tender from High Speed Electrics (A), whilst not being the lowest tender, has provided evidence of its capability and significant experience in the installation, electrical connection and dismantling of the Christmas decorations over a number of years and is therefore recommended. Moved by Cr Hardy, seconded by Cr Tognolini That the Council:- 1. accepts the most suitable tender, being that submitted by High

Speed Electrics (submission A) for the installation, electrical connection and dismantling of Christmas decorations for the three year period 2009 to 2011, at a lump sum cost of $385,605 per annum (excluding GST);

2. accepts the hourly rates for repair and refurbishment of decorations as required each year, detailed in Schedule 6;

3. notes the expenditure in parts 1 and 2 above being charged to Budget Item “Recreation and Culture – Other Culture, Christmas Decorations”.


MP206/09 CAPITAL WORKS PROGRESS - MARKETING

BACKGROUND:

FILE REFERENCE: P1024266 REPORTING OFFICER: Ian Berry RESPONSIBLE DIRECTOR: Robert Mianich, Director Corporate Services DATE: 9 July 2009 MAP / SCHEDULE: Schedule 7 – Capital Works Program by Budget –

Marketing


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Strategic Plan City Management Principles The finances of the City will be managed prudently

DETAILS:

At the meeting of the Works and Urban Development Committee held on 8 June 2009, it was requested that information relating to the City’s Capital Projects be submitted to relevant Committees. The attached Schedule 7 outlines the expected start and completion date for each project as well as the amount spent and committed to date and any relevant comments.


There are no financial implications related to this report.

COMMENTS:

It is proposed that this information be provided to Committee on a monthly basis, in line with the City’s financial management time line. Direction is sought as to the Committee’s requirements for this report to be submitted monthly. It was therefore recommended that the :- 1. information in the report dated 9 July 2009, detailing the progress of the

budgeted capital works program for marketing projects, be received, 2. Marketing, Sponsorship and International Relations Committee gives

consideration to the ongoing monthly reporting of the City’s budgeted capital works projects.

Moved by Cr Tognolini, seconded by Cr Hardy That the Marketing, Sponsorship and International Relations Committee:- 1. notes the information in the report dated 9 July 2009, detailing the

progress of the budgeted capital works program for marketing projects;

2. agrees that ongoing monthly reporting of the City’s budgeted capital

works projects for marketing is not required to be presented to the Marketing, Sponsorship and International Relations Committee.

The motion was put and carried


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The votes were recorded as follows:- For: Crs Evangel, Hardy and Tognolini Against: Nil

MP207/09 CITY OF PERTH EVENT BOOKINGS - JULY 2009 TO DECEMBER 2009

BACKGROUND:

FILE REFERENCE: P1011710-5 REPORTING OFFICER: Karis Ferrari RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 8 July 2009 MAP / SCHEDULE: Schedule 8 – Marketing Unit venue / event booking

sheets Schedule 9 – Approval Services Unit venue / event booking sheet




DETAILS:

This report provides information from the booking sheets for:- the Murray and Hay Street Malls and Forrest Place as managed by the

Marketing Unit. Schedule 8 is a monthly journal of the venue booking; Langley Park, the Supreme Court Gardens and the Esplanade Reserve as

managed by the Approvals Services Unit. Schedule 9 provides a listing of bookings and details for the various locations managed by the Approvals Services Unit including the specified venues.


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There are no financial implications resulting from this report.

COMMENTS:

This report provides information from the relevant venue booking sheets administered by the venues’ managing units. Detailed information on individual major events is also provided by way of:- relevant sponsorship reports; delegated approvals via the Desk of the CEO publication; event updates in the Desk of the CEO; listings of forthcoming events in the Desk of the CEO; monthly What’s On circulated to Elected Members. Moved by Cr Tognolini, seconded by Cr Hardy That the report dated 8 July 2009, outlining information on City of Perth event bookings, be received. The motion was put and carried The votes were recorded as follows:- For: Crs Evangel, Hardy and Tognolini Against: Nil

MP208/09 GENERAL BUSINESS

1. School Holiday Program Cr Tognolini congratulated City staff on the success of the recent School Holiday Program. 2. Post Event Reports The Manager Marketing provided a summary of the post event reports for the ‘Festival of Christmas’ and the ‘City of Perth Food and Wine Month’ and advised that summaries of both reports will be circulated to all Elected Members.


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MP209/09 ITEMS FOR CONSIDERATION AT A FUTURE MEETING

Nil

MP210/09 CLOSE OF MEETING

There being no further business the Presiding Member declared the meeting closed at 4.58pm.

Documents

MARKETING, SPONSORSHIP AND INTERNATIONAL · PDF fileMarketing, Sponsorship and ... silver finishes from mirror acrylic which is router cut and heat moulded to follow ... Swan Festival