Events Committee - 13 July 2018 - Agenda

NOTICE OF MEETING

Notice is hereby given of a Meeting of the Events Committee to be held in the Council Chambers, First Floor, Civic Administration Building, 101 Esk Street, Invercargill on Friday 13 July 2018 at 9.00 am

Cr D Ludlow (Chairperson) His Worship the Mayor, Mr T Shadbolt Cr T Biddle Cr A Crackett Cr G Lewis

Clare Hadley CHIEF EXECUTIVE

Finance and Corporate Services Directorate Civic Administration Building • 101 Esk Street • Private Bag 90104 Invercargill • 9840 • New Zealand DX No. YA90023 • Telephone 03 211 1777 • Fax 03 211 1433

1 Events Committee - 13 July 2018 - Agenda

A G E N D A

1. APOLOGIES

2. MINUTES OF THE MEETING OF THE EVENTS COMMITTEE HELD ON 1 JUNE 2018

3. ACCOUNTABILITY REPORTS

3.1 Arts in Motion 3.2 Sunshine Coast Lightening Tour 3.3 Surf to City

4. FINANCIAL UPDATE

5. PUBLIC EXCLUDED SESSION

Moved, seconded that the public be excluded from the following parts of the proceedings of this meeting; namely

(a) Funding Application – ILT Stadium – Sky City New Zealand Breakers (b) Funding Application – Targa (c) Confirmation of Public Excluded Minutes of Events Committee Meeting held on 1 June 2018

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1)(d) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of Reason for passing Ground(s) under Section each matter to be this resolution in 48(1) for the passing of considered relation to each this resolution matter

(a) Funding Application Section 7(2)(i) To enable any local – ILT Stadium – Sky authority holding the City New Zealand information to carry on, Breakers without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

(b) Funding Application Section 7(2)(i) To enable any local – Targa authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

2 Events Committee - 13 July 2018 - Agenda

General subject of Reason for passing Ground(s) under Section each matter to be this resolution in 48(1) for the passing of considered relation to each this resolution matter

(c) Confirmation of Section 7(2)(i) To enable any local Public Excluded authority holding the Minutes of Events information to carry on, Committee Meeting without prejudice or held on 1 June 2018 disadvantage, negotiations (including commercial and industrial negotiations)

3 Events Committee - 13 July 2018 - Confirmation of Minutes

MINUTES OF THE MEETING OF THE EVENTS COMMITTEE HELD IN THE COUNCIL CHAMBERS, FIRST FLOOR, CIVIC ADMINISTRATION BUILDING, 101 ESK STREET, INVERCARGILL, ON FRIDAY 1 JUNE 2018 AT 9.00 AM

PRESENT: Cr D J Ludlow (Chairperson) Cr G D Lewis Cr A H Crackett

IN ATTENDANCE: Ms B Brown, Venture Southland Ms M Sievwright, Personal Assistant

1. APOLOGIES

His Worship the Mayor, Mr T Shadbolt, Cr T M Biddle

Moved Cr Lewis, seconded Cr Crackett and RESOLVED that the apologies be accepted.

2. MINUTES OF THE MEETING OF THE EVENTS COMMITTEE HELD ON 20 APRIL 2018

Moved Cr Ludlow, seconded Cr Crackett and RESOLVED that the minutes be received as a true and correct record.

Cr Ludlow said he had not been able to clarify the IVEM funding yet and would continue to seek confirmation from Mrs Hadley of the $50,000.

3. MATTERS ARISING

Nil.

4. FINANCIAL UPDATE

The financial report had been circulated.

The financials showed it was overcommitted with the Iconic Fund but there was still funding available in the Creation / Promotion Fund. This allowed for flexibility when a major event came up.

Moved Cr Ludlow, seconded Cr Lewis and RESOLVED that the Financial Update be received.

5. UPDATE TO TERMS OF REFERENCE

Moved Cr Ludlow, seconded Cr Lewis and RESOLVED that the changes as noted in the Terms of Reference be made.

4 Events Committee - 13 July 2018 - Confirmation of Minutes

6. GENERAL BUSINESS

Nil.

7. URGENT BUSINESS

Nil.

8. COMMITTEE IN PUBLIC EXCLUDED SESSION

Moved Cr Ludlow, seconded Cr Lewis and RESOLVED that the public be excluded from the following parts of the proceedings of this meeting, namely:

(a) Funding Application – Cycling Southland – Tour of Southland (b) Funding Application – DIY Museum – Soled Out (c) Funding Application – Murihiku Maori and Pasifika Cultural Trust - Polyfest (d) Accountability Report – ILT Christmas Variety Show (e) Confirmation of Public Excluded Minutes of Events Committee Meeting held on 20 April 2018

General subject of Reason for passing Ground(s) under Section each matter to be this resolution in 48(1) for the passing of considered relation to each this resolution matter

(a) Funding Application Section 7(2)(i) To enable any local – Cycling Southland authority holding the – Tour of Southland information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

(b) Funding Application Section 7(2)(i) To enable any local – DIY Museum – authority holding the Soled Out information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

(c) Funding Application Section 7(2)(i) To enable any local - Murihiku Maori and authority holding the Pasifika Cultural information to carry on, Trust - Polyfest without prejudice or disadvantage, negotiations (including commercial and

5 Events Committee - 13 July 2018 - Confirmation of Minutes

General subject of Reason for passing Ground(s) under Section each matter to be this resolution in 48(1) for the passing of considered relation to each this resolution matter

industrial negotiations)

(d) Accountability Section 7(2)(i) To enable any local Report – ILT authority holding the Christmas Variety information to carry on, Show without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

(e) Confirmation of Section 7(2)(i) To enable any local Public Excluded authority holding the Minutes of Events information to carry on, Committee Meeting without prejudice or held on 20 April disadvantage, negotiations 2018 (including commercial and industrial negotiations)

♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦

6 Events Committee - 13 July 2018 - Accountability Reports

AIM – Arts In Motion 2018

Thank you for believing in us and supporting AIM – Arts in Motion 2018. 8 Schools from across Southland with 400 students came together for a fantastic night of entertainment.

Time was always against us, starting planning in late January for an event of this nature in May was always going to be a challenge. Thanks to the amazing support of a group of key schools we were able to set rules, judging criteria and define what was important for our students. Judging criteria matched unit standards which many students could work towards. At times it felt like one step forward and one backwards with people pulling out (for very good reasons) and needing to be replaced.

We ended up with 3 less schools than we had hoped for and pulled the event back to 1 night. This reduced costs but also reduced income. Student numbers also dropped from the expected 562 when entries come in, to 400 on the night.

It was clear that the students and teachers had put huge effort into their performances, costumes, and sets. The overall standard was extremely high, with many of us feeling for the judges needing to make the tough calls and pick a winner. The 3 junior schools who officially where not competing for the prizes could have taken out many of the awards.

I was blown away during the day by the way that the students supported and encouraged each other across the schools, the vibe around the Civic was electric.

A few comments from schools

“Congratulations to you and your team for an awesome event - let's hope it continues. As for community mindedness - you set the bar. It's great for our kids to have role models who are so generous with their time, energy and expertise.” Jim Turnell Limehills Primary

“What a pleasure to be involved in AIM. I'm so pleased we came together as a group and got this going. Thank you so much to Darren and Lisa for all your work in producing the event. The kids loved it and it was such a worthwhile process to be involved in.

Kids asked today what we're doing next year!” Kelly Wilkinson – Central Southland College

“I would also like to add what an awesome night it was. I am so happy we managed to keep this alive as it is such an awesome experience for our young people.

Roll on next year!!” Rowena Blair – James Hargest

7 Events Committee - 13 July 2018 - Accountability Reports

“you did a wonderful job of this special event. I am really inspired by the work I was lucky enough to witness with my fellow judges :)” Rachel McMillian – Judge

“Thank you to everyone for your hard work. I really appreciate it. I have already had emails from parents telling me how awesome they thought it was. Hope you enjoy a quiet weekend!!!!! I feel hit by a bus so can only imagine how some of you must feel!!!!” Paula Brown – James Hargest College

“Just wanted to say thanks for everything that you have done with AIM and for the Arts in Southland. It was a terrific night and hope you manage to have a relaxing weekend! Our girls were just buzzing at the end of it, well done. “ Pip and Ria – Southland Girls

We learnt so much running AIM in 2018, we didn’t get everything right, but thankfully most of the things we need to do better were not seen by the performers and the audience. We appreciated the incredibly competent staff of the Civic, our Stage Manager and amazing lighting guy. Without these guys we would have struggled and shows the real value in paying the right people to do the job well. We also appreciated the grace and patience that the schools gave us, as we caught up with the information they needed on the fly.

There is a huge desire for the event to continue from the schools and students, we believe that it could have a great future. There are some questions around any NZ wide event and government funding of such an event. We don’t know the answers to these questions at this stage, but all indications are that we would know by October this year what is happening in that space, so would have a lot longer to plan a local event, plus the knowledge and experience and learnings from running the event this year should make it an easier process and hopefully enable us to attract more schools if we were to run again.

Local funders were very generous this year. For the event to continue we would need to look at funding, finding ways to become more self funding and decrease reliance of funders. I don’t believe we could pull the show off with out the help of funders, but there are some things we could do to increase the income we generate

8 Events Committee - 13 July 2018 - Accountability Reports

Once again, a huge thanks for your support for Arts in Motion 2018.

Attached are our budget breakdowns, it looks like we will have about $1950 surplus after all accounts are paid, and income has come in. We are proposing to keep this as a kick start for 2019.

9 Events Committee - 13 July 2018 - Accountability Reports

AIM - Arts in Motion Budget Expenses Actual Budget Income Actual Budget

Funding Venue/Tech Requests Civic and Staff 6928.25 8500 (Sound with Venue) CTOS 5000 5000 Lighting & Sound Extras 1605.03 1610 ILT Foundation 2500 2500 Video Production and Mix 1000 1000 ITL 2500 2500 Show Fillers * 0 300 Southern Trust 0 2500 Radio Southland - Music Editing 120 600 ICC 2500 2500 SDC 1150 2000 Personal Costs Judges x3 @ $250 1000 750 Door Sales MC 250 250 Ticket Sales 8521.8 10870 Stage Management 800 500 Event Co-Ordinator/Manager 8400 8400 Performers Fee (240 hours @ $35) $5 each 450 1985 2500

Promotions Website - Domain and Hosting 120 120

Apra Fees 534.75 700

Hospitality 116.6 800

Prizes and Certificates Trophies 600.3 500 Badges 562@ $4.50 0 2529

Insurance Public Liability $5m 460 460 Statutory

Contingency 1000 Wristbands 103.04 Projector Courier 120 Rubbish Tip 16 DVDs 24 Total Costs 22197.97 28019 Total Income 24156.8 30370

Surplus 1958.83 Budgeted Surplus 2351

10 Events Committee - 13 July 2018 - Accountability Reports

Budget Notes

1- Overall we will make a surplus of approx. $1950, we have a couple of options with this, we could proceed to get badges made ex china for about $1150, or we could hold the funds to any future events. I think the second option is perhaps the best option. We may also do a few small thanks to those who helped that we didn’t pay.

2- Income was significantly less than expected, we reduced expenditure correspondingly, I don’t think this had any effect on the show, we now have a much better idea of the true costs of the event. Major variations, where less grant income, less ticket sales than we had budgeted for, and lower student numbers on the night than what the schools had entered.

3- Civic Payments – For the purpose of the budget I have shown the full cost of the civic and income from ticket sales. The Civic paid out the difference of $1589.55 so the bank account will not show all income and expenditure.

4- We made significant savings at the Civic, using some tech gear I managed to get for just the cost of shipping, cleaning up and removing rubbish was also a major saving, big thanks to the schools for helping with that.

5- Judges – we didn’t allow for travel costs of the Dunedin judges hence the increased figure.

11 Events Committee - 13 July 2018 - Accountability Reports

Invercargill City Council Event Fund Accountability Report

Overview

In March 2018, the Ascot Park Hotel Southern Steel franchise hosted the Australian club champion Sunshine Coast Lightning, coached by former Steel coach Noeline Taurua, on a two-game pre- Commonwealth Games tour of the Steel region.

This was a continuation of a close association between the two sporting franchises and followed the Steel’s successful trip to the Sunshine Coast prior to the 2017 ANZ Premiership season.

Pitting the two champion teams against each other over a two-game series created a lot of media exposure, including prime time news coverage on Sunshine Coast TV, and social media activity.

To assist with the substantial expenses involved in bring an Australian netball team to Invercargill, the Steel franchise successfully sought $10,000 funding from the Invercargill City Council Event Fund.

Not only did this make this unique event a reality, it allowed us to connect the Invercargill community to international netball. Off the court we utilised players from both teams in promotional activities in and around the city, showcased the Invercargill brand and provided great content for the city to be shared across both team’s marketing channels

The event

The Invercargill game staged at ILT Stadium Southland on Friday, March 16 was attended by 1758 people, along with an additional 65 corporate guests hosted by MYOB.

12 Events Committee - 13 July 2018 - Accountability Reports

While the event itself was hailed as a success, the scoreline was not on our side. After trailing by just three goals at halftime, the Lightning capitalised on the reduced availability of our Silver Fern players due to Commonwealth Games commitments and dominated the second phase to win 64-39.

In Dunedin the previous night, the Lightning secured a narrow 50-46 victory.

Off the Court

The Lightning team executed several community promotions during their time in Invercargill which were well-received by the public.

Bluff School pupil Kayleigh earned her classroom a netball experience they won’t forget in a hurry. For several kids, it was their first elite sporting experience.

13 Events Committee - 13 July 2018 - Accountability Reports

We joined forces with Academy Southland to host a luncheon with Lightning coach Noeline Taurua as the guest speaker. This was attended by coaches from a variety of codes and community leaders who all left inspired by the learning they took away.

During the Invercargill game, local umpires and coaches were invited to observe our elite coaches Noeline and Reinga in action, along with ANZ Premiership umpires Jono Bredin and Danielle Maulder, to tap into their expertise. This experience was highly valued by all involved, particularly the opportunity to debrief post-game, and will contribute strongly to the on-going development of our local coaches and officials.

On Saturday, March 17, it was a netball frenzy at ILT Stadium Southland for our community.

Coach Noeline was guest speaker at Netball South’s Centre Forum as part of the AGM, while team managers Dayna Kaio and Kim Howard conducted a workshop for local sporting managers.

The Steel and Lightning players worked with our emerging players involved in the Talent Development Day.

We also staged the Steel NetFest for the community which was well-attended by the public. With free entry, the festival included a variety of games and activities, a bouncy castle, face-painting and a Photobooth. The kids loved the chance to get in the booth with their favourite players from each team.

14 Events Committee - 13 July 2018 - Accountability Reports

Expenses

The ICC Event Fund contribution of $10,000 was used to off-set expenses relating to the Lightning team’s visit to Invercargill. This included flights ($11,347.82), accommodation and food ($2,354.37) and Venue Hire ($3,500).

Appreciation

On behalf of the Ascot Park Hotel Southern Steel and Netball South, we extend our thanks to the Invercargill City Council for providing a valuable financial contribution from the ICC Event Fund towards this event. We certainly aim for this sporting exchange to become an annual fixture between the Steel and Lightning as we evolve our sister club relationship and hope this ultimately provides joint tourism promotional opportunities for our two regions.

Yours sincerely,

Lana Winders Chief Executive Netball South and the Ascot Park Hotel Southern Steel

15 Events Committee - 13 July 2018 - Accountability Reports

ICC SURF TO CITY 2018 REPORT FOR THE INVERCARGILL CITY COUNCIL

ENTRIES/PARTICIPANTS For over 40 years years the ICC Surf to City has been attracting thousands of participants from Invercargill and throughout Southland, and is rightfully considered an iconic event on the calendar.

Participants of all shapes and sizes take part in the ICC Surf to City. For some it is their one big event of the year, for others it is the event which leads onto greater challenges. People love the inclusive nature of the event, the chance to do something as a family and the fact there is something for everyone. Itʼs impossible not to get swept up in the positive vibes at the finish line as thousands of participants arrive in Queens Park flushed with excitement and achievement.

Aided by our glorious summer, we had another great turnout for the 2018 edition on March 18. The event attracted a total of 3081 participants. This amounts to:

at their 5.5% equivalent 1.4% 3.1% 1.2% events of our population for Auckland for Wellington for Dunedin compared too...

From our extensive events experience, we know that itʼs important to Again, as in the past 12 years, the ICC 12km event concentrate the promotion of an event as close to the actual date as proved to be the most popular category with over possible. Southlanders arenʼt early signer-upperers. Entries half the total participants choosing to go the whole opened in January and were supported by promotion and media, distance. but the bulk of entries always come in during the week before the event as people assess their plans and the weather. This does While over 70 percent of participants came from cause some administration pressure when trying to register late Invercargill and Bluff, we also had entries from all entries and we are looking at ways to streamline that process. over Southland. There were three competitors from the North Island, two from Christchurch and This year we promoted heavily into schools and there is a handful from the Otago region. The table below potential to do more of that in the future. We individualised shows a breakdown of our key participant locations. posters for different audiences, provided flyers into homes, talked about the event on the radio and got lots of good media coverage. This included the popular duo of James and Liv from LOCATION NUMBER PERCENTAGE The Hits, who rode the event on a tandem bike. Otatara 170 9.9% The event was not as well supported by corporate entries this year. Some businesses, particularly the ILT, commented that the North Invercargill 826 48.2% proximity to the Relay for Life event had been an issue. South Invercargill 235 13.7%

Participants of all ages and abilities were catered for with a Gore 18 1.0% total of 10 different sub-event categories to choose from: ICC 12km Bike, Run, or Walk, ILT Foundation 6km Bike, Run, or Bluff 13 0.8% Walk, Farmlands Fuel Challenge 3km Bike, Run, or Walk, and Rural Southland 373 21.7% the AMI Kids in the City.

16 Events Committee - 13 July 2018 - Accountability Reports

17 Events Committee - 13 July 2018 - Accountability Reports

CONTRIBUTORS/SUPPORTERS This year, the following Invercargill organisations made major contributions to the success of the event:

• New World Windsor, & New World Elles Road – fruit at the finish line for kids • Oreti Surf Life Saving Club – 12km setup and registration support, marshalling on course • Otatara School PTA – drink stations and marshalling on course • Te Wharekura o Arowhenua Kapa Haka Group – marshalling on course • Athletics Southland – drink station & signage setup, 6km start support, marshalling on course • James Hargest College “Spain Trip” fundraiser – 3km start support, marshalling on course • Ascension Church – water stations • Melissa Aitken – 12km, 6km warm up sessions

The event acknowledges the crucial support of the following local businesses, funders and individuals through their sponsorship and support of the event:

• ICC – naming rights sponsor, and sponsor of the 12km Bike/Run/Walk event • ILT Foundation – sponsor of the 6km Bike/Run/Walk event • Farmlands Fuel & Challenge Newfield, Glengarry and Lorneville – sponsors of the 3km Bike/Run/Walk event • Traffic Management: Fulton Hogan, Traffic Management Services, Lindsay Jones

FEEDBACK/MEDIA COVERAGE Following the event we recieved some excellent feedback and media coverage.

“Thanks guys! “Such a perfect day for it!! “Another awesome day What a wonderful event!” Awesome atmosphere at the ﬁnish line.” was had, thank you!!”

18 Events Committee - 13 July 2018 - Accountability Reports

WORKING TOGETHER We have really appreciated the naming rights contribution provided by the Invercargill City Council over the past three years. It is great having that stability, surety and a partner who engages so positively with the event. This included having a large contingent of councillors, staff and their families actively participating in the event. We appreciate being able to align with a sponsor and supporter committed to the same wellbeing outcomes for our community, especially around being physically active, making healthy food choices and being smokefree. Having a free fruit option for children at the finish line again proved popular. It was great to launch the Active Communities-funded, Friendly-branded Hydration Station as a community asset as well. The practice of having food vendors who provide healthier choices has become well and truly embedded in this event. Again ICC Parks and Reserves offered tremendous support and presented the Park in immaculate condition. Sport Southland Events Team: Matt Sillars & Rachael Norman

19 Events Committee - 13 July 2018 - Financials

Invercargill City Council Events Funds For the period 1 July 2017 to 30 June 2018

2015 - 16 2016 - 17 2017 - 18 Events Funds - Creation/Promotion $ $ $ Funding Annual funding budget 100,000 100,000 100,000 Balance remaining from previous years 187,016 91,016 193,016 Transfer from Civic Events Fund 50,000

Total funding 287,016 241,016 293,016

Grants paid New Zealand Young Farmers Clubs Inc 15,000 Bluff School's 150th reunion 5,000 Venture Southland - Spring Festival 13,000 Netball South 10,000 Arts Murihiku 2,500 Venture Southland - Wrestling event 15,000 Kart Sport Southland 5,000 Surfing New Zealand - Ultimate Waterman event 20,000 Nitro Circus 5,000 Tour of Southland 5,000 Southland Orienteering Club 2,000 Southern Mustang Club 5,000 Stadium Southland - Joseph Parker fight 50,000 Stadium Southland - NZ Breakers match 5,000 Southland Basketball Association 2,000 Southland Rugby Supporters Club - Fireworks display 20,000 Southland Sports Car Club 10,000 15,000 Invercargill Leisure - Marching nationals 3,000 Stadium Southland - Nigella Lawson event 10,000 Stadium Southland - World Sheep Shearing event 20,000 Blondini Enterprises - "Goodbye Pork Pie" film 36,000 National Basketball League 10,000 New Zealand Shearing Foundation 20,000 Stadium Southland - Christmas Variety Show 6,000 6,000 7,891 Heritage South 4,000

Total grants paid 196,000 48,000 83,391 Balance remaining to carry forward 91,016 193,016 209,625

2015 - 16 2016 - 17 2017 - 18 Events Funds - Iconic Events $ $ $ Funding Annual funding budget 100,000 100,000 100,000 Balance remaining from previous years 5,000 (45,000) (70,000)

Total funding 105,000 55,000 30,000

Grants paid Invercargill City Charitable Trust - Southland Buskers' Festival 25,000 25,000 24,000 Southland Motorcycle Club - Burt Munro event 30,000 30,000 30,000 Cycling Southland - Tour of Southland 30,000 30,000 30,000 Venture Southland - Southland Arts Festival 10,000 10,000 Sport Southland - Surf to City event 20,000 20,000 Venture Southland - Kidzone event 5,000 5,000 Murihiku Maori and Pasifika Cultural Trust - Polyfest event 15,000 15,000 15,000 Southland Sports Car Club 15,000 15,000

Total grants paid 150,000 125,000 124,000 Balance remaining to carry forward (45,000) (70,000) (94,000)

G:\FC\FM_Srv\INVERCARGILL CITY COUNCIL\MONTHLY FINANCIALS\2017-2018\12 June 2018\Reports\Events funds 30_06_2018rEvents