Events Committee - 10 July 2020 - 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, on Friday 10 July 2020 at 9.00 am

Cr G Lewis (Chairperson) His Worship the Mayor, Mr T Shadbolt, KNZM, JP Cr L Abbott Cr A Crackett Cr D Ludlow Cr N Skelt

Clare Hadley CHIEF EXECUTIVE

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

1 Events Committee - 10 July 2020 - Agenda

A G E N D A

1. APOLOGIES

2. MINUTES OF THE MEETING OF THE EVENTS COMMITTEE HELD ON 20 SEPTEMBER 2019

3. CORRESPONDENCE

3.1 LETTER OF THANKS FROM BURT MUNRO COMMITTEE

4. ACCOUNTABILITY REPORT

4.1 MIHARO – POLYFEST

4.2 PIPE BAND NATIONS

5. FINANCIAL UPDATE

6. PUBLIC EXCLUDED SESSION

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

(a) Funding Application – Stadium Southland - NBL Basketball Champs (b) Funding Application – Polyfest 2020 (c) Funding Application - Matariki (d) Correspondence – Arts Festival (e) Accountability Report – Diwali Festival of Light (f) Accountability Report – Southland Art Society – Soled Out (g) Accountability Report – ILT Kidzone (h) Accountability Report – SBS 2019 Tour of Southland (i) Confirmation of Public Excluded Minutes of Events Committee Meeting held on 20 September 2019

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:

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2 Events Committee - 10 July 2020 - Agenda

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

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

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

(d) Correspondence – Arts Section 7(2)(i) To enable any local Festival authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

(e) Accountability Report – Section 7(2)(i) To enable any local Diwali Festival of Light authority holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

(f) Accountability Report – Section 7(2)(i) To enable any local Southland Art Society – authority holding the Soled Out information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

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

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3 Events Committee - 10 July 2020 - Agenda

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

(h) Accountability Report – Section 7(2)(i) To enable any local SBS 2019 Tour of authority holding the Southland information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

(i) Confirmation of Public Section 7(2)(i) To enable any local Excluded Minutes of authority holding the Events Committee information to carry on, Meeting held on 20 without prejudice or September 2019 disadvantage, negotiations (including commercial and industrial negotiations)

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4 Events Committee - 10 July 2020 - 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 20 SEPTEMBER 2019 AT 9.00 AM

PRESENT: Cr D Ludlow (Chairperson) Cr T Biddle Cr A Crackett Cr G Lewis

IN ATTENDANCE: Ms M Sievwright, Personal Assistant

1. APOLOGIES

His Worship the Mayor, Mr T Shadbolt

Moved Cr Biddle, seconded Cr Lewis and RESOLVED that the apology be received.

2. MINUTES OF THE MEETING OF THE EVENTS COMMITTEE HELD ON 9 AUGUST 2019

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

3. MATTERS ARISING

Nil.

4. ACCOUNTABILITY REPORT

4.1. Arts Murihiku – Te Kahui o Matariki

4.2. ILT – Kidzone

Moved Cr Lewis, seconded Cr Crackett and RESOLVED that the Accountability Reports be received.

5. FINANCIAL UPDATE

The financial report had been circulated.

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

6. GENERAL BUSINESS

Nil.

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5 Events Committee - 10 July 2020 - Confirmation of Minutes

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 – Te Waipounamu Maori Rugby (b) Funding Application – Diwali Festival of Light (c) Funding Application – Southland Filipino Games (d) Funding Application – Burt Munro Challenge (e) Funding Application – ILT Christmas Variety Show (f) Funding Application – Southland Football – National Women’s League (g) Confirmation of Public Excluded Minutes of Events Committee Meeting held on 9 August 2019

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 – Te Waipounamu authority holding the Maori Rugby 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 – Diwali Festival of authority holding the Light 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 – Southland Filipino authority holding the Games information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

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6 Events Committee - 10 July 2020 - 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

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

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

(f) Funding Application Section 7(2)(i) To enable any local – Southland Football authority holding the – National Women’s information to carry on, League without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

(g) 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 9 August disadvantage, negotiations 2019 (including commercial and industrial negotiations)

There being no further business, the meeting concluded at 10.45 am.

♦♦♦♦♦♦♦♦♦♦♦♦♦♦♦

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7 Events Committee - 10 July 2020 - Correspondence

8 Events Committee - 10 July 2020 - Accountability Reports miharo

30 2019

Events Committee Invercargill City Council Private Bag 90104 ILL 9840

Dear Members of the Events Committee,

We once again extend our greatest thanks to the committee for the funding towards Polyfest 2019. We are lucky to have had ongoing support from Invercargill City Council over the years.

I have attached the accountability report. If you have any queries, please don't hesitate to contact me. There is a huge amount of media coverage on our FaceBook page and you are welcome to use any photos or videos for promotional purposes.

Thank you once again for your continued support, please drop in and see us in our new space at 28 Don Street, Invercargill.

Nga mihi,

Mandy Smith

Business Development Manager

027 696 4663

28 Don Street, Ground Floor, 9810

Box 7117, South Invercargill, 9844

9 Events Committee - 10 July 2020 - Accountability Reports

1. EVENT OWNER

Organisation Name: Murihiku & Pasifika Cultural Trust Contact Person: Mandy Smith Contact Contact Phone: 027 696 4663

2. EVENT INFORMATION

Event Name: Murihiku Polyfest 10 Year Celebration Event 30 August 2019 Event daily and 29th August

3. EVENT OVERVIEW AND PURPOSE

Polyfest invites tamariki of all ages to showcase cultural performances which they put together and practice throughout the year. While predominantly and Pasifika, we are seeing more and more cultures being showcased which is amazing. The purpose of this event is to bring communities together through culture. Polyfest is held over 5 days and 1 evening as the programme is so full with over 120 groups performing. The event runs at the ILT Stadium and involves 12 key leaders, 120 volunteers and 20 youth mentoring students.

4. INCOME AND EXPENDITURE

$15,000 was approved by the Events Committee toward staging the Polyfest. I have included a full budget breakdown and copies of some of the many If you would like more invoices or any further details please let me know. Our balance date is December so our 2019 accounts should be finalised by March 2020 and we can provide a copy of these if required.

5. BUDGET

Any changes between submitted and actual budgets Some funding was declined or less than requested. To make up the shortfall we reduced expenses were we could. Although overall there was a final defecit, there is with most of our events as the trust operating costs are harder to cover via specific project funding. Our trust operating budget makes up for any in events.

6. BENEFITS AND SUCCESS

6.1 How many people actually directly your event Being our tenth anniversary event we were very excited and the event did not fail to meet our expectations. Much like previous years we had over 7,000 on stage over the week and over 30,000 spectators attend. We had 12 key leaders, 100 volunteers and 20

10 Events Committee - 10 July 2020 - Accountability Reports

youth mentoring students. We also had 100 people involved with the Kolose Tuvaluan Crochet project, workshop and exhibition.

6.2 Overall, was the project successful in the way you expected? If not, how did it What would you do differently next time Polyfest was a huge success. Once again we received so much feedback from schools, volunteers and the general public about how well the event was run and how much impact Polyfest is having within people's lives. We are so proud to hear some of the stories of increased confidence, school pride, intergenerational relationships and skill sharing, language and cultural awareness and development and community togetherness. At present Jubb Studios are creating a 10 Year Celebration video which captures the event including feedback from funders, participants, supporters and so on. Our youth mentor students worked with key leaders and went through a programme designed by us in conjunction with The Ministry of Youth Development and we saw huge growth in them. On the last day of Polyfest our youth took over the running of the event and we were so proud of their abilities to manage, problem solve, communicate and run the event on their own. Some of the highlights of the event were: • Chatham Islands School and community raising over $80,000 to bring a group of students and parents to Polyfest. We worked with them and provided them with an amazing experience while they were here. Their performance was watched by the community on the island together and this video has had thousands of views. • King Kapisi and Che Fu (HEDLOK) working with our youth to talk about motivation and passion and then being MC's and performers at our Rangatahi Toa showcase. • Jubb Studios worked with us and took thousands of amazing photos which are available free to the community via our page. Jubb Studios also took video footage both at the event and throughout the community to create a 10 year celebration video. This is still being edited and we can't wait to see the final result which will be shared on our page. They also created a My Southland Story on Polyfest which can be found at • Overall the event ran smoothly and had huge success. Looking forward we think we would like to the Thursday night evening show as this did go quite late. Other than that we will be running Polyfest again in 2020.

6.3 Please provide details of how you publicised the event We used FaceBook to the event and also used this throughout the year to share photos and memories over the last 10 years. We released the full filmed video of each Rangatahi Toa group in the month leading up to Polyfest. We had the Polyfest programme in the Southland Express to make this accessible to everyone. We also Polyfest on The Edge radio station. There were several in the Southland Express and The Southland Times relating to our events. We also released event information and details to school and centres so that parents and were well informed of the events running.

7. FURTHER INFORMATION

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Polyfest 2019 Budget (Start date 26.08.19 − End date 30.08.19) Income GST ACTUAL

− ILT Foundation $ 20,000.00 $ 20,000.00 $ 20,000.00 LT Trust $ 10,000.00 $ 10,000.00 $ 10,000.00 MYD $ 11,283.13 $ 9,811.41 $ 9,811.41 ICC Events Fund $ 20,000.00 $ 20,000.00 $ 15,000.00 COGS $ 23,000.00 $ 20,000.00 $ 10,000.00 Southern Trust $ 29,000.00 $ 25,217.39 $ 25,217.39

CNZ Maori Grant $ 11,500.00 $ 10,000.00 $ − CNZ Pasifika Grant $ 11,500.00 $ 10,000.00 $ − Volunteer Fund DIA $ 4,600.00 $ 4,000.00 $ − Community Trust South $ 15,000.00 $ 15,000.00 $ 15,000.00 Lion 3,000.00 $ 3,000.00 $ 1,500.00 Door takings $ 20,000.00 $ 17,391.30 $ 17,000.00 Arts Month NZ $ 1,000.00 Te Putahitanga $ 1,500.00 Group Entrance Fee $ 8,000.00 Te Hautonga $ 7,000.00 $ 6,086.96 $ 13,370.20 IN KIND New World Catering $ 1,500.00 $ 1,304.35 $ 1,304.35 Volunteer hours $ 26,250.00 $ 26,250.00 $ 26,250.00 (50 volunteers per day at 7 hours each at $15 per hour x 5 days

Total Income 213,633.13 $ 198,061.41 $ 174,953.35

Expenses GST GST $ Venue Hire $ 41,975.00 $ 36,500.00 $ 36,500.00 Equipment Hire (staging) $ 5,750.00 $ 5,000.00 $ 5,000.00 Lighting Technician (stadium) $ 1,150.00 $ 1,000.00 $ 350.00 Strawberry Sound $ 14,726.28 $ 12,805.46 $ 11,918.76 Volunteer Uniform $ 3,500.00 $ 3,043.48 $ 2,000.00 DVD and editing $ 2,300.00 $ 2,000.00 $ $ Catering Volunteers − Ascot $ 3,887.00 3,380.00 2,282.60 $ 2,000.00 $ 1,739.13 $ 1,739.13 Koha for MCs and reps $ 1,000.00 $ 1,000.00 $ 500.00 Key Leaders Polyfest week $ 8,250.00 $ 8,250.00 $ 8,250.00

Jubb Studios − Photography $ 11,500.00 $ 10,000.00 $ 10,000.00 Banners for Public Town Display $ 1,092.98 $ 950.42 $ 980.00

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$ $ $ Maori Wardens − Security 200.00 200.00 − $ $ Guest Presenter − Travel $ 3,500.00 3,043.48 1,500.00 $ Guest Presenter − Accommodation $ 2,000.00 $ 1,739.13 400.00 Guest Presenter Polyfest $ 10,000.00 $ 8,695.65 $ 5,000.00 Overhead Expenditure as 25% of total annual costs Salaries $ 54,122.50 $ 54,122.50 Printing, Stationery & Postage $ 1,000.00 $ 869.57 $ 869.57 Rental $ 10,000.00 $ 8,695.65 $ 8,695.65 Accounting Fees $ 1,750.00 $ 1,521.74 $ 1,521.74 Marketing $ 2,250.00 $ 1,956.52 $ 1,956.52 Liability Insurance $ 500.00 $ 434.78 $ 434.78

Legal $ 750.00 $ 652.17 $ − IN KIND New world Catering $ 1,500.00 $ 1,304.35 $ 1,304.35 Volunteer hours $ 26,250.00 $ 26,250.00 $ 26,250.00

Total Expenses $ 210,953.76 $ 195,154.03 $ 181,575.60

Balance $ 2,679.37 $ 2,907.38 −$ 6,622.25

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envious

Invoice Date Envious Photography TAX INVOICE 30 Sep 2019 Limited Invoice Number James Jubb Miharo level 3, 5 The Crescent Attention: Tania Carran 9810 Reference Polyfest 2019 capture NEW ZEALAND

GST Number 92−538−184

Description Quantity Unit Amount NZD

Capture photos + video and daily edit and upload to facebook X 2 5.00 2,000.00 10,000.00 photographers @$1000.00 each per day as per quote.

Polyfest sights and sounds highlight video edited for My Southland story 1.00 0.00 0.00

Subtotal 10,000.00

TOTAL GST 15% 1,500.00

TOTAL NZD 11,500.00

Due Date: 31 2019 Please make cheque payable to envious photography Ltd, Or deposit to: envious photography Ltd, acc 03−1750−0384693−000, using invoice number as the reference. *Envious Photography remains copyright holder until full payment of invoice is received reserves the right to use any for advertising and promotional purposes. GST Number: 92−538−184

Customer Miharo PAYMENT ADVICE Invoice Number To: Envious Photography Limited Due 11,500.00 James Jubb Date 31 2019 level 3, 5 The Crescent Enclosed 9810 NEW ZEALAND Enter the amount you are paying above

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Ascot Park Hotel, Invercargill Tay Street & Racecourse Rd, Ascot 9810 N.Z Tel.: 219 9076 EMail: Internet: www.ascotparkhotel.co.nz GST: 10−432−316

Murihiku & Pasifika Trust Po Box 886 Invercargill 9840.

Date: 3/09/2019 Account: 9025 Arrival: 26/08/2019 Departure: 17/09/2019 Conf. No.: 0 Information Page: 1/1 Voucher/Order Nr:

Invoicenumber Preview Cashier/No:

Date Description Debit in NZD Credit in NZD

26/08/2019 Delivery Fee 25.00 0.00 26/08/2019 Rolls with fillings 250.00 0.00 50 @ 26/08/2019 Chefs choice cake/slice 250.00 0.00 50 @ $5.00 27/08/2019 Delivery Fee 25.00 0.00 27/08/2019 Rolls with fillings 250.00 0.00 50 @ $5.00 Chefs choice cake/slice 250.00 0.00 50 @ $5.00 28/08/2019 Delivery Fee 25.00 0.00 28/08/2019 Rolls with fillings 250.00 0.00 50 @ $5.00 28/08/2019 Chefs choice cake/slice 250.00 0.00 50 © $5.00 Delivery Fee 25.00 0.00 29/08/2019 Rolls with assorted fillings 250.00 0.00 50 @ $5.00 29/08/2019 Chefs choice cake/slice 250.00 0.00 30/08/2019 Delivery Fee 25.00 0.00 30/08/2019 Rolls with fillings 250.00 0.00 50 @ $5.00 30/08/2019 Chefs choice cake/slice 250.00 0.00 50 @ $5.00

Total 2,625.00 0.00

Open Balance in NZD

This folio includes the following GST figures: GST Description Gross Net Tax GST 15 % 2,625.00 in NZD 2,282.60 in NZD 342.40 in NZD

Bank Account Number: 03 0931 0336338 020 (please note not 002)

Freephone: 0800 272 687 Email: [email protected] International Phone: 0064 3 219 9076 Facebook: www.facebook.com/ascotparkhotel Website: www.AscotParkHotel.co.nz

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LT SIT

Invoice Date Stadium Southland Limited TAX INVOICE 30 Aug 2019 Box 888 Invoice Number Invercargill 9840 Murihiku Maori and Pasifika Cultural Trust NEW ZEALAND 75 View Street Ph: 2199310 Reference 9812 Polyfest 2019 [email protected]. NEW ZEALAND nz GST Number 73−407−540

Description Quantity Unit Price Amount NZD

Te Hautonga − (Otago Southland Kapa Haka Competition ) Sunday 25th August 1.00 6,083.00 6,083.00

Murihiku Polyfest −5 Days Mon 26th August − Friday 30th August 1.00 30,417.00 30,417.00

Additional Staging 1.00 5,000.00 5,000.00

Lighting Technician (10 Hours x $35.00 + GST) 1.00 350.00 350.00

Subtotal 41,850.00

TOTAL GST 15% 6,277.50

TOTAL NZD 48,127.50

Due Date: 8 Sep 2019 We prefer payment by direct credit to: 02−0924−0069905−000, please quote the invoice number as reference or send a remittance to [email protected]

Customer Murihiku Maori and Pasifika Cultural PAYMENT ADVICE Trust Invoice Number To: Stadium Southland Limited Box 888 Amount Due 48,127.50 Invercargill 9840 Due Date 8 Sep 2019

NEW Amount Enclosed Ph: 03 2199310 Enter the amount you are paying above [email protected]

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STRAWBERRY sound vision control

Invoice Date Strawberry Sound Hire TAX INVOICE 9 Sep 2019 Box 1450 Dunedin Invoice Number Murihiku Polyfest H05938 9054 5 The Crescent NEW ZEALAND Invercargill Reference Email: Otago Murihiku Polyfest 2019 NEW ZEALAND (3978) Pauline Smith − co.nz GST Number Phone 03 477 1025 048−456−405

Description Quantity Unit Price GST Amount NZD

Murihiku Polyfest 2019 Held at LT Stadium Southland 24th to 31st August 2019− for the hire of gear and technical services

Audio 1.00 4,771.01 15% 4,771.01

Power 1.00 122.50 15% 122.50

Computers 1.00 375.00 15% 375.00

Cables 1.00 157.75 15% 157.75

Crew 1.00 4,920.00 15% 4,920.00

Accom/Meals/vehicle 1.00 15% 1,572.50

Subtotal 11,918.76

TOTAL 15% 1,787.82

TOTAL NZD 13,706.58

Due Date: 16 Sep 2019 Payment in 7 days would be appreciated.

Bank Details: Westpac 03−0903−0607647−00

All costs incurred in the collection of overdue accounts will be payable by the debtor.

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Customer Murihiku PAYMENT ADVICE Invoice Number H05938 To: Strawberry Sound Hire Amount Due 13,706.58 Box 1450 Due Date 16 Sep 2019 Dunedin 9054 Amount Enclosed

NEW ZEALAND Enter the amount you are paying above Email: [email protected] Phone 477 1025

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Invercargill City Council Events Committee Accountability Report

Event Fund Accountability Report To be completed 3 months after the event

As the Invercargill City Council Events Committee distributes funds on behalf of the community it is important we are able to ensure accountability for the use of these funds.

Therefore all organisations and individuals who receive funding will need to complete this accountability report at the end of their funded activity.

The Committee requires the following areas to be covered off:

∑ the final costs of the project, including where appropriate full audited accounts for the event; ∑ how the funds contributed to the outcomes of your event; ∑ the benefits achieved for the City and community; and ∑ how did the delivery of your project differ from the original plans that accompanied your initial request?

The Committee may require any un-used funds to be returned to the Invercargill City Council Events Fund.

1. EVENT OWNER

Organisation Name: City of Invercargill Highland Pipe Band Inc. ______

Contact Person: Brendan Copeland ______

Contact Email: [email protected] ______

Contact Phone: 0274 548454______

2. EVENT INFORMATION

Event Name: Pipe On In - Royal NZPBA National Pipe Band Championships 2020 ______

Event Date/s: 13-14 March 2020______

Event Time/s: 9.00 am -6.00 pm both days______

3. EVENT OVERVIEW AND PURPOSE

Overview of the event and outline of the event’s purpose:

The Royal NZ Pipe Band Association National championship has been running since 1926 and brings together pipe bands and supporters from throughout New Zealand and overseas.

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Invercargill City Council Events Committee Accountability Report

The event is held outdoors and usually consists of two days of competition. Each band competes in two musical events and in the street march. These events are judged on piping, drumming, ensemble, drill and dress. All players can play in the open grades of which there are five grades. There is an additional special grade for juvenile players aged 18 or under.

This year there 49 bands competed including one band each from Australia and USA, nine juvenile bands (players aged 18 years and under, total 192 players, one of these bands John McGlashan has 22 players of which half are under 12). Around 1,600 players and supporters attended. This allowed bands people but young people in particular to develop their musical and leadership skills, to experience youth development in terms of being connected and engaged in their communities. This was evident with some young players playing for two bands an example is a young Grade 2 Invercargill player, leading John McGlashan a Grade 4B band allowing them the opportunity to perform.

The City of Invercargill HPB is one of the largest pipe band organisations in New Zealand founded in 1896 and is the oldest pipe band in the southern hemisphere and thought to be the oldest civilian pipe band in the world. In 2021 the band will be 125 years old. The club had five bands competing across three grades and two juvenile bands.

Hokonui Celtic and Waimatuku bands from Southland competed. In addition because it was local and accessible Queenstown, Alexandra, Balclutha and John McGlashan pipe bands (college band from Dunedin) competed.

4. INCOME AND EXPENDITURE

Funding approved by Events Committee: $ 15,000.00

What was the funding used for?

Item Amount ($) To help offset the cost of staging the National Championship. Two days of musical competition including the street $15,000 march. Costs include judges, officials, volunteers costs and other administrative costs required to run the event Total: $15,000

Please provide invoices if appropriate. Projected profit and loss statement attached.

5. BUDGET

Please comment on any changes between the budget you submitted with your application and the actuals detailed above:

Budget evolved as we got more level of detail. Got additional grant funding from Lotteries $10K, Southern Trust $15K, RNZPBA contribution identified. High level of local sponsorship, great gate takings, solid effort selling merchandise, over optimistic budget on the programme and stall rentals. Expenses, less on prize money, promotions/advertising, st john's, accommodation, liquor license covered by ILT, more on grandstand seating, traffic management, security, programmes, merchandise, and hire of electronic clock not originally budgeted for.

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Invercargill City Council Events Committee Accountability Report

6. BENEFITS AND SUCCESS

6.1 How many people actually directly benefited from your event?

7,000 people

The visitors/ players / supporters to the competition estimated to number around 4,000. The street march attracted 2,500 - 3,000 spectators. There was a high level of community awareness of our event achieved through two years of newspaper articles, radio, social media and posters. The event was live-streamed to a worldwide audience as at 28 Apr 2020 there has been 44,836 hits.

Research indicates access to arts, heritage and culture promotes community well-being. Hosting the National contest enriched our local community though the celebration of Scottish culture and pipe band music. It allowed 12 bands from Southland and Otago area to compete at the highest level in front of their home crowd and showcase their skills to their family, friends and community.

Hosting the national championships provided cultural, educational, social and economic benefits to our community. The Southland Times (11 Mar 2020) reported the economic benefit would be $1.8 million in direct expenditure from the event, certainly the accommodation providers were booked to capacity and hospitality businesses very busy. We organised camper van parking for the out of town visitors associated with the pipe bands.

The event was live-streamed to a worldwide audience and showed the charming and picturesque grounds with high quality music and competition in brilliant weather. This positively promotes Invercargill on the global stage. At the National contest the bands experienced our warm southern hospitality and had a great experience, word of mouth is the best form of advertising to bring them back again.

All schools were offered free entry on the Friday, 471 school students & teachers from 4 schools came and enjoyed the event. There was free entry for under 16’s to the competition. The street march was free to the public. Typically there is an uptake of students learning piping and drumming after a Nationals Championships is held in an area. Prior to the Covid19 lock down restrictions which happened 11 days after the Nationals had finished there had been three enquiries from the parents of children keen to learn the pipes, the snare and the tenor drums. We expect that there would be further interest from more children wanting to learn to play.

6.2 Overall, was the project successful in the way you expected? Yes it was better, the grounds were superb, the weather was brilliant and the event ran like clockwork and it was completed in the nick of time before the restrictions of covid19. If not, how did it differ? What would you do differently next time? What we learned: there are little things we would fine tune for next time and are documenting in our debrief file.

Achievements: We hosted an extremely successful well organised NZ pipe band championships on 13-14 March 2020, which left people buzzing and will be remembered by players, supporters and the community for years to come. An RNZPBA life member told us "What a fantastic contest, I have been to every contest since 1990 and that Invercargill 2020 is definitely the best ever!" This feedback is only one of multiple positive comments from the RNZPBA, bands, players, supporters and the community praising us for a highly successful event. We had a great committee of eight people who volunteered their time over a two and a half year period to plan and organise the event and complete the post event requirements arising. From our band members, their families and the community another 30 plus people

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Invercargill City Council Events Committee Accountability Report volunteered their time to set up run and pack down the event over the 12-13-14-15 March 2020. Local funders, sponsors and businesses provided fantastic support and expertise both financial and in kind with goods and services to support our event.

Challenges: We had great difficulty sourcing grandstand seating. Finally sourced from the Te Anau Tennis Club. Setting up the eftpos facility was a rigmarole

6.3 Please provide details of how you publicised the event.

There was a high level of community awareness of our event achieved through two years of newspaper articles, across the region we used the Southland Times, Southland Express, Fiordland Advocate, . Radio interviews with More FM & Radio. Social media and posters were also used. The event was live-streamed to a worldwide audience. The community funders and sponsors were acknowledged in the programme, by the announcer multiple times during the contest and also by the commentators on the live- stream. The grant will be highlighted in our annual report.

7. Further Information

Please provide any further information you wish the Committee to know.

The local community, bands, players and supporters were able to share in the fun and camaraderie of the event. To win a National Championship is a rare and elusive achievement for many bands and players, but to be able to share the celebration, the jubilation and the pride in the success of their local bands with their families, friends and communities are memories that will treasured in years to come.

Our local bands showed they are the up with the best of the best and were winners at the National Championship with, - City of Invercargill Highland Pipe Band Juvenile A winning Juvenile Grade, first time ever, in the last 18 years this has only been won by college bands most recently St Andrews College a previous World Champion “Hearing the teams name get announced as champion juvenile band for 2020 was one of the proudest moments I’ve had in my pipe-banding career so far” – Quote from pipe tutor - Hokonui Celtic winning Grade 4A, this is the first time for them in over 40 years - City of Invercargill Highland Pipe Band winning Grade 2 second year running, and the Kitto cup which is contested by Grade 1 & 2 Bands for best bass and tenor drumming so to beat the Grade 1 bands is a fantastic achievement - Waimatuku winning Grade 4 Street March and wearing their number one uniforms received huge public applause - City of Invercargill Highland Pipe Band Grade 4A (3rd out of 10) and 1st in drumming - City of Invercargill Highland Pipe Band Grade 4B 4th out of 13) - John McGlashan a college band with an average age of 12 aided and assisted by members of the Invercargill band this was the first year they had a whole ensemble (pipers and drummers) and were able to perform for quite a number of years, because it was local. - Queenstown pipe band competed for the first time in ten years because it was local - Alexandra pipe band competed because it was local.

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22 Events Committee - 10 July 2020 - Accountability Reports

Profit and Loss City of Invercargill Highland Pipe Band Inc 2020 Nationals 1 April 2019 to 31 March 2020 Actual Budget Variance 31 Mar 20

Income Grants - Community Trust South to uplift 15,000 15,000 0 Grants - Great South 5,217 5,217 0 Grants - ILT Foundation 7,500 7,500 0 Grants - Invercargill Licencing Trust 7,500 7,500 0 Grants - Lottery Grants Board 10,000 10,000 0 Grants - Pipe Band Foundation 1,000 1,000 0 Grants - RNZPBA 1,500 1,500 0 Grants - Southern Trust 15,000 15,000 0 Grants -Invercargill City Council 15,000 15,000 0 Interest Income 3 3 Nationals- Gate Entry fees 16,070 14,000 2,070 Nationals-Merchandise Sales 7,737 3,500 4,237 Nationals-Stalls 875 875 Nationals-Other 0 600 -600 Nationals-Programme sales 3,477 5,000 -1,523 Nationals-RNZPBA Recoverables incomplete 9,104 21,279 -12,176 Nationals-RNZPBA Recoverables livestream estimate 7,989 Nationals-RNZPBA Recoverables overseas judges-gross 5,092 5,092 Nationals-Sponsorship includes contras 9,928 7,000 2,928 Total Income 137,992 129,096 8,895

Gross Profit 137,992 129,096 8,895

Less Operating Expenses

Miscellaneous lunch with officials 228 577 349 Natiional-Grounds-Cleaning includes skip 407 -407 National-Event-hospitality judges /officials 1,480 2,800 1,320 liquor license covered by ILT 575 575 National-Event-Livestream incomplete 2,275 10,264 7,989 National-Event-Livestream estimate only 7,989 National-Events-Announcer meals only 223 600 377 NationAL First Aid inhouse 0 1,200 1,200 National-Event-Sound Sono 683 733 51 National-Event-Traffic Management 2,170 1,000 -1,170 creation signs, National-Grounds-Equipment speedy, contra 3,480 -3,480 Galagher National-Grounds-Grandstand seats, freight, ply 5,639 5,120 -519 Nationals- Programmes 1500 prog 5,245 3,260 -1,985

incomplete Nationals- RNZPBA Recoveries 6,459 -6,459 RNZPBA recoveries

Nationals-Administration contras eftpos 428 930 502 Bank Service Charges merchant services 100 -100 Nationals-Audit Crowe 1,000 1,000 0

23 Events Committee - 10 July 2020 - Accountability Reports

Nationals-Entry-ID lanyards 731 1,200 469 Nationals-Event-Prizes 1 displays 750 2,250 1,500 marquee, toilet Nationals-Grounds-Marquee, Toilets 8,474 7,668 -806 truck Nationals-Grounds-Security extra night 2,080 1,680 -400 Nationals-Grounds-Venue hire sld cricket/ metro 6,500 7,125 625 Nationals-Merchandise unifrom 6,057 2,500 -3,557 Nationals-Officials-Accommodation ascot park 11,580 19,125 7,545 Nationals-Officials-Motor expenses van, & judges 844 1,260 416 Nationals-Officials-out of pocket $100/judge 1,070 0 -1,070 Nationals Officials -Overseas travel RNZPBA recovery 5,092 -5,092 Balmoral, judges Nationals-Officials-Travel 6,959 11,460 4,501 airfares Nationals-Promotion posters, 1,000 5,500 4,500 Advertising vent sld, conf airfares 459 600 141 post judges /bands Nationals-Room hire -RNZPBA 370 -370 mtg

Nationals - to be confirmed thank you gifts 400 -400

catering, includes Nationals-Volunteers -catering $1000 Vol thank 1,766 -1,766 you Total Operating Expenses 91,937 88,427 4,479

Net Profit 46,054 40,669 13,374

1/2 share with National body RNZPBA 23,027 20,335

24 Events Committee - 10 July 2020 - Accountability Reports

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29 Events Committee - 10 July 2020 - Financials

Invercargill City Council Events Funds For the period 1 July 2019 to 11 March 2020

2017 - 18 2018 - 19 2019 - 20 Events Funds - Creation/Promotion $ $ $ Funding Annual funding budget 100,000 100,000 100,000 Balance remaining from previous years 193,016 209,625 166,147 Transfer to Iconic Events Fund (49,000)

Total funding 293,016 260,625 266,147

Grants paid Stadium Southland - Christmas Variety Show 7,891 8,000 8,000 Stadium Southland - NZ Breakers match 10,000 10,000 Indian Community Southland - Diwali Festival 2,500 7,500 Southland Filipino Society Incorporated - Sports event 5,000 Murihiku Maori Rugby - Tournament 7,000 Southland Football Inc. - National Women's League 4,200 Tickertape victory parade 10,478 Targa Rally 20,000 Venture Southland - The Dust Palace 6,000 Green Light Innovations Ltd - St Patrick's Day family gala 500 Cycling Southland - Oceanic Track Championship 15,000 City of Invercargill Highland Pipe Band 15,000 New Zealand Shearing Foundation 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 Charitable Trust 2,500 7,000 Venture Southland - Wrestling event 15,000 Southland Sports Car Club 15,000

Total grants paid 83,391 94,478 41,700 Balance remaining to carry forward 209,625 166,147 224,447

2017 - 18 2018 - 19 2019 - 20 Events Funds - Iconic Events $ $ $ Funding Annual funding budget 100,000 100,000 100,000 Balance remaining from previous years (70,000) (104,000) (104,000) Transfer from Creation/Promotion Events Fund 49,000

Total funding 30,000 45,000 (4,000)

Grants paid Invercargill City Charitable Trust - Southland Buskers' Festival 24,000 24,000 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 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 134,000 149,000 134,000 Balance remaining to carry forward (104,000) (104,000) (138,000)

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