Agenda of Nowra CBD Revitalisation Strategy Committee

Minutes of the Nowra CBD Revitalisation Strategy Committee

Meeting Date: Wednesday, 6 June 2018

Location: Jervis Bay Rooms, City Administrative Centre, Bridge Road, Nowra

Time: 4.07pm

The following members were present:

Mr James Caldwell - Chairperson

Mr Phil Costello - Director, Planning Environment and Development

Mr Paul Keech - Director Assets and Works

Ms Annie Aldous

Mr Scott Baxter

Ms Lynnette Kearney

Mr Brendan Goddard – arrived 4.27pm

Mr Wesley Hindmarch – arrived 4.32pm

Others present:

Clr Joanna Gash

Clr Patricia White

Stephen Dunshea – Director Finance, Corporate and Community Services

Jessica Rippon – Executive Strategy manager

Gordon Clark – Strategic Planning Manager

Sara McMahon – Governance Unit Manager

Roslyn Holmes – Unit Manager – City Design and Support

Jessica Volkanovski – Strategic Planner

Apologies / Leave of Absence

Apologies were received from Clr Findley and Luke Sikora

Confirmation of the Minutes

Business arising from the previous Minutes:

Clr White congratulated Staff for having the McDonalds sign moved at South Nowra.

RESOLVED (James Caldwell / Annie Aldous)

That the Minutes of the Nowra CBD Revitalisation Strategy Committee held on Wednesday 11 April 2018 be confirmed.

CARRIED

Declarations of Interest

Nil

Reports

CBD18.36 Nowra CBD Revitalisation Strategy - Budget Update

HPERM Ref: D18/176834

Jessica Volkanovski addressed the meeting in relation to the proposed Winter Event and made the following comments:

· The Sub Committee met to prepare a Winter Event for this year based around a community Arts Project

· The draft concept to engaging a consultant for a Paint by Numbers Arts project in Egans Lane

· Will also be coordinating Food/Coffee trucks

· It is suggested that the event be held on Thursday 12 July 2018 (between 11am-4pm)

· The proposed budget for the Paint by Numbers project including music, entertainment and flyer distribution is estimated at $4,550

James Caldwell questioned whether the funding is partial or full and stated that he would like to see presence of the Committee assisting in this project on the day.

Jessica Volkanovski advised that the flyers will mention the Nowra CBD Revitalisation Strategy Committee and advised that when the Committee is quoted it is always excluding GST.

It was raised that in relation to the $50,000 for the Nowra Business Chamber, who will arrange the Quarterly/Annual Auditing and pay for that.

Action: Stephen Dunshea advised that he will come back to the Committee with a response as to the auditing and management of the promotional funds and will also provide the protocols in relation to the roles, responsibilities and risks etc.

Note: Brendan Goddard arrived at the meeting at 4.27pm

Note: Wesley Hindmarch arrived at the meeting at 4.32pm

Recommendation (Item to be determined under delegated authority)

That the Committee receive this report for information.

RESOLVED (Scott Baxter / Lynnette Kearney)

That the Nowra CBD Revitalisation Strategy Committee undertake a Winter Event in the CBD on Thursday 12 July 2018 at a cost of $4550 excl GST to be funded from the Promotions and Activations Budget.

CARRIED

CBD18.38 Additional Item - EOI - Winer Event - response - Bundanon Trust

Wesley Hindmarch tabled a letter from Bundanon Trust and addressed the meeting in relation to a recent meeting with Bundanon Trust.

In response to the letter from Bundanon Trust, Wesley made the following comments:

· To note that the initial nominated budget is excessive

· Planet Nowra might be more suitable

· Will go back to Bundanon with festival sizes that may be more appropriate for the budget

· Respond back to the Trust seeking examples and express that the Committee is interested however need to modify the scope, and involve them in a scope.

Clr White suggested that it had already been agreed to open the opportunity for EOI to other groups

Jessica Volkanovski advised that the EOI document will be distributed to the Committee for review and comment prior to going out to public EOI.

It was suggested that a panel be formed to review the EOI document, staff will liaise with members to form the panel.

A draft of the EOI document for 2019 and possibly beyond could possibly be ready by the end of June.

Action: Staff to clarify that the (up to) $50,000 is for funding for a group to organise the event.

RESOLVED (Wesley Hindmarch / Lynnette Kearney)

That an EOI continue as planned for an event in 2019 and a response be sent to Bundanon Trust.

CARRIED

Addendum Reports

CBD18.37 Nowra CBD Revitalisation Committee - Project Update Report

HPERM Ref: D18/187027

Recommendation (Item to be determined under delegated authority)

That the Committee note the progress report on the following projects:

1. Wayfinding Signage

2. Banner System for Princes Highway

3. Raised Planter Boxes

4. Permanent Festive Lighting for Junction St & Berry St

Note: The Committee decided to deal with each project separately

Wayfinding Maps

Roslyn Holmes addressed the meeting regarding an update and progress on the Wayfinding signage and made the following Comments:

· Each sign will carry identical information or slightly different information (heritage or historic/shopping etc)

· Will have a standardised map for all 3 signs

· Suggested areas for signs are Junction Street, Bus Depot/Library and Jelly Bean Park

· The Committee need to provide clear ideas of what map and signage they want

The signs will have additional information regarding locations of public toilets etc.

Does the Committee want a “You are here map” or Wayfinding Map?

Clr Gash suggested that staff come back with designs

Action: Staff will come back with a simple directional map. It was noted that the map will be the same on each sign.

RESOLVED (Wesley Hindmarch / Annie Aldous)

That the Sub-Committee in conjunction with staff develop a concept for the signs and report back to the Committee

CARRIED

Planter Boxes

Staff would prefer to finalise and purchase prior to the end of financial year.

With respect to the individually requested planters Ros will follow up afterwards

Lighting

Lynette Kearny suggested that Nowra CBD do a Mini Vivid.

Clr White addressed the meeting and made the following comments:

· In Junction Street, Council pays for the power for the lamp posts.

· In the lattice between the lamp posts can fix lights to the lattice

· Propose projected lighting onto nominated facades in Junction, Berry and Kinghorne Streets

· Have met with Lynette, Council Engineers and Roslyn Holmes to discuss lighting and globes etc and it was suggested to have a trial on the façade of the CBA.

· For the big trees on Berry Street suggested flood lighting which would need $25,000 approval

Roslyn Holmes advised that she had received a quote for $25,000 for the Berry Street lighting, however the opportunity for that quote is now closed.

MOTION (Paul Keech)

That the Nowra CBD Revitalisation Strategy Committee agree to fund changing colour flood lighting of the two (2) fig trees on Berry Street, Nowra outside the Library up to $30,000

MOTION lapsed due to lack of a seconder.

RESOLVED (Lynnette Kearney / Brendan Goddard)

That the Festive Lighting Sub-Committee conduct lighting of the four (4) nominated building facades in Junction Street and present a further report and implementation costs back to the Committee (receive 2 quotes and conduct an e-meeting for the final voting of funds).

For: Phil Costello, Paul Keech, Annie Aldous, James Caldwell, Scott Baxter, Brendan Goddard, Lynnette Kearney and Wesley Hindmarch

AGAINST: Nil

CARRIED

Banners

Staff advised the following in relation to the banners:

· For the banners on Endeavour Energy poles, they have a process that must be followed

· Will nominate a 3 month rotation on Banners

· Will secure quotes for banners and poles

Action: This is a work in progress and will report back to the Committee

Berry Street Footpath

Staff advised that there is a plan in the attachments to the Agenda.

If the Committee proceed with the plan as attached, Council is able to grow the parking by 3 car parks and have a café blister. Staff need the Committees preferred opinion and advised that it may need a crossing in the future.

Staff requested feedback if the Committee was in approval of the suggested plan, and if so will go out to public consultation.

Note: The Committee agreed and are happy with the suggested Plan for the Berry Street Footpath upgrade (as provided in the report) and approve for Council to continue with public exhibition.

RESOLVED (By consent)

That the Committee proceed with the plans as presented (D18/186450) which depict a 2.4m pedestrian separation centred between garden beds and café blister and that if in the future funding is allocated for a 3.6m wide pedestrian crossing to be placed in this same location, then modification to the garden beds and café blister will be undertaken to allow for installation of a crossing.

Note: The benefit of proceeding with the narrow separation is that it minimises carpark loss of up to 3 spaces in Berry Street.

CARRIED

General Business

CBD18.39 Additional Item - Footpath Berry Street - Owner Contributions

The Committee raised a question regarding whether Council was going to discuss with land owners regarding contributions to the footpath?

Staff advised that no decision was made in relation to approaching land owners and quotes would need to be sought first to provide costings to land owners.

The Committee were advised about projects being “shovel ready” and that what the Committee is trying to achieve is in line with the Masterplan.

CBD18.40 Additional Item - Report Request - Capital Works Projects

It was requested that a report be submitted to a future meeting with capital works projects.

Clr Gash advised that the Committee can view the Capital Works Budget on Council’s website.

Note: it was requested that the next meeting be held in August 2018. Note that the Chairperson is away 5-25 August 2018.

There being no further business, the meeting concluded, the time being 6.13pm.

Mr James Caldwell

CHAIRPERSON

Nowra CBD Revitalisation Strategy Committee – Wednesday 01 August 2018

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CBD18.41 Banner Systems - Nowra CBD

HPERM Ref: D18/222672

Group: General Manager's Group

Section: Economic Development

Attachments: 1. JBMM Banner Bracket Policy ⇩

Purpose / Summary

To reply to parts of a Nowra CBD resolution requesting comments about the CBD Banners.

Recommendation (Item to be determined under delegated authority)

Submitted for information and consideration to determine future actions relating to banners management and budget responsibilities.

Options

1. Propose an appropriate recommendation once considering the information within the report.

2. Do nothing

Background

The Nowra CBD Revitalisation Strategy Committee passed the following resolution in April 2018 - CBD18.26:

That Council

1. Approach Endeavour Energy to obtain necessary approvals for the installation of the Bannerconda® banner system on the Endeavour Energy Poles along the Princes Highway between Bridge Road and Worrigee Street, Nowra.

2. Provide the Committee with an overview of how other Banners in the CBD are managed including an overview of the policies in place and a spreadsheet of bookings for the current flags.

3. Create a policy as to how the Banners along the Princes Highway will be managed, should this not be able to be managed under an existing policy of the Council

4. Seek advice as to what funding may be available from the Shoalhaven Tourism Action Group and the Business and Economic Development Committee of the Council towards the installation of Bannerconda® banner system on the Endeavour Energy Poles along the Princes Highway between Bridge Road and North Street, Nowra.

For Part 1. - Permission from Endeavour Energy to install Bannerconda® System on their infrastructure on the Princes Highway

Staff have commenced the approval process with Endeavour Energy and are awaiting feedback from their delegated representative. The timeframe for this is unknown.

Addressing part 2. above: The first banners were erected by Council in Junction Court during the time when the Shoalhaven Business Chamber was looking after CBD Promotions. Council’s EDO worked with the SBC procuring flags etc on behalf of SBC using CBD money and arranged for these to be flown.

When the CBD Promotions program ceased, the EDO assumed responsibility for flying the banners. Additional Bannerconda® systems were purchased for Kinghorne St to give 18 banner points all up.

Banners are generally purchased by the EDO and taken up and down by Council Parks & Reserves staff (paid by EDO). Flags are purchased from a provider in Melbourne – approx. cost varies but usually $100/banner for generic and $150/banner for specific artwork. From order to delivery is 10 working days minimum.

Flags are rotated every 4-6 weeks. Council has generic flags for Spring, Summer, Autumn & winter, Christmas, Anzac and Naidoc. Special flags have been booked and flown for special events – UoW; 100 years of Lions; Superheroes; Rainbow Yes campaign; Navy Fleet Celebration; Queens Baton Relay. Some of these are for once off events and some recurring. Flags were either paid for by private organisations or other Council budgets.

The scheduling of banners is undertaken by the EDO. For 2018 the schedule is:

· Summer – Jan 2-19

· Queens Baton Relay – Jan 19 – Feb 6

· Summer – Feb 6 – Mar 1

· Autumn – Mar 1 – Apr 12

· Anzac – Apr 12 – Apr 27

· Council – Apr 27 – May 31

· UoW - June 1 – Jun 30

· NAIDOC – Jul 1 -14

· UoW – Jul 15 – 31

· ?? – Aug/Sept

· Spring & sunshine – October/November

· Christmas - December

All banners are washed after use by Flagstaff. When damaged, the banners are discarded and given to community groups to make carry bags out of them.

In 2017-2018 the expenditure on the CBD Banner program was $9,073.

With regard to Item 3 Banner Policy for the Nowra CBD, there is an existing policy (POL16/243) which can be amended to accommodate any additional poles with Bannerconda® systems that the Committee deem appropriate.

In Huskisson there are 5 banner brackets in Owen St and these are administered by the Jervis Bay Maritime Museum. The banners are designed to:

· promote significant events affecting Jervis Bay

· visually enhance Huskisson’s streetscape

· create a sense of community and a sense of place within Jervis Bay

· promote major arts, cultural activities and sporting events of public interest

· stimulate local economic activity.

The JBMM have a booking policy and this is attached.

Funding for Banners – part 4) above:

The Business and Employment Development Committee does not have a budget.

The Economic Development budget is carrying the current costs associated with the CBD banners and it is not core ED business and occurs at the expense of other ED promotional work. These costs should be part of Nowra CBD Revitalisation committee budget.

The Tourism budget is fully committed on other programs.

Community Engagement

The community feedback is generally positive as it adds to the colour and vibrancy of the Nowra CBD. The fact that independent groups have chosen to use the opportunity demonstrates that they have community value.

Financial Implications

The ongoing cost should be part of a Nowra CBD Revitalisation rather than via the Council’s Economic Development Budget.

Risk Implications

There is minimal risk in continuing the program. To discontinue would attract community comment and ridicule about the lack of colour on the main street and regarding the banners going the same way as the Christmas decorations!

Nowra CBD Revitalisation Strategy Committee – Wednesday 01 August 2018

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CBD18.42 Information Report - Overview - Nowra CBD Workshop

HPERM Ref: D18/204568

Group: Finance Corporate & Community Services Group

Section: Human Resources, Governance & Customer Service

Attachments: 1. Overview - Nowra CBD Workshop ⇩

Purpose / Summary

To advise the Committee of the outcome and overview of the Workshop held on Monday 21 May 2018.

Recommendation (Item to be determined under delegated authority)

That

1. The attached report regarding overview of the Workshop be received for information.

2. In accordance with the outcomes of the workshop

a. The Nowra CBD Revitalisation Strategy be promoted and reviewed regularly

b. The Nowra CBD Revitalisation Strategy Action Plan be formalised, monitored and revisited annually.

c. The Nowra CBD Revitalisation Committee be consulted in the preparation of the Draft Capital Works Program in relation to works in the Nowra CBD

d. The terms of reference and delegations of the Nowra CBD Revitalisation Strategy Committee be clarified and amended to incorporate the outcomes of the workshop

e. The frequency of meetings of the Nowra CBD Revitalisation Committee be increased to monthly meetings until September 2018, after which meetings will be held bi-monthly meetings (6 per year).

Options

1. As Recommended

2. The Committee adopt an alternate recommendation

Background

At the Council meeting of Tuesday 27 March 2018, Council resolved (MIN18.227) as follows:

That:

1. Council and the Nowra CBD Revitalisation Strategy Committee participate in a workshop to develop a strategy and action plan to optimise the functioning of the Committee as it addresses its task of revitalising the Nowra CBD.

2. Following the workshop, Council allocate a sum of up to $500,000 p.a. for the remaining term of the current Council, (indexed annually to Rate Peg amount), to the Nowra CBD Revitalisation Strategy Committee to implement the strategy and action plan identified at the workshop.

As a result of the above resolution, a Workshop was held on Monday 21 May 2018, attached is an overview of the outcomes of the Workshop. This was previously circulated to participants for comment on any innacuracies or oversights, and none were raised.

As outlined in the attached, the outcomes of the Workshop were as follows:

” It was generally agreed that the next step should be a fine-tuning of the Committee’s Terms of Reference (T of R), as follows:

· Reinforcing the role of the staff representatives on the Committee as the ‘communication conduit’ between staff and CBD stakeholders.

· Clarifying Council/ Committee decisions – ‘what we can and can’t do’ without Council approval.

· Clarifying the nature of day-by-day operational decisions and actions by staff that should not require Committee approval. For instance, the T of R requiring approval of ‘all expenditure’ of funds. Consideration should be given to staff ‘delegation’ on operational matters – where to draw the line?

More specifically, it was generally agreed that:

· the ‘review’ of the Revitalisation Strategy (as required by the T of R) be regularized within the required Annual Reporting.

· meetings of the Committee should be more frequent – a range of options was discussed and bi-monthly was the preferred option (subject to demand). Further, with a view to the immediate situation, that monthly meeting be organized to clear the air and add momentum.

· staff should participate in the sub-committees, where appropriate.

Internal sub-committees of staff could be established, where appropriate, to work with the Committee on actions in the Action Plan.

· outcomes of sub-committee operations should be ratified by the Committee, with appropriate notice to council staff.

· actions should be treated as ‘projects’ with a project manager, milestones and reporting to the Committee. Major changes/ actions by the Committee or internally by staff (including in costings) should be noted and circulated. i.e. reporting both ways. This would promote transparency and confidence in staff and the Committee.

The conclusions were as follows:

· “The NCBDRS is a ‘good flexible set of elements’ and should be promoted and reviewed regularly.

· The current Action Plan (2014) is also appropriate, but should be formalized (with time targets), monitored and revisited annually.

· The need for mutual respect between the Committee, Councillors and staff – ‘give us a go’

· Conflict between the Committee and council staff mostly relates to the variable ‘tasks’ (relating to ‘actions’) – ‘the source of the issues’. Roles and responsibilities should be clarified: identifying and clarifying ‘grey areas’. This should be revisited annually.

· The need to improve communication flow:

– Acknowledging the significant role of staff committee members, as the conduit for communication with staff.

– Ensuring that requests to staff from the Committee are reasonable, and that staff participation be promoted and responses be prompt.

– More frequent Committee meetings (see above).

– The Committee should be involved in the draft capital works program.

· Clarification is required on the circumstances where a Committee decision is required e.g. Masterplan matters –v– basic infrastructure works. For the latter, the Committee should be ‘informed’ and ‘permission’ not required.

· The need to be clear on delegation to the Committee.

Overall, the current Action Plan should continue to be developed and monitored, and that the Terms of Reference and delegations should be clarified.”

The above outcomes have been reflected in the recommendations outlined in the report.

Nowra CBD Revitalisation Strategy Committee – Wednesday 01 August 2018

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CBD18.43 Report and Feedback - Nowra CBD Access Improvement Financial Assistance Program

HPERM Ref: D18/207314

Group: Finance Corporate & Community Services Group

Section: Recreation Community & Culture

Attachments: 1. Promotional flyer - CBD Access Improvement Program ⇩

2. Proudly Accessible Sticker - Design ⇩

Purpose / Summary

To provide feedback on the 2017/18 Nowra CBD Access Improvement Financial Assistance Program, and request that further funding be allocated in 2018/19 to the program, as well as further funding for an initiative that aims to promote businesses that are providing accessible infrastructure and inclusive services.

Recommendation (Item to be determined under delegated authority)

That the Committee:

1. Continue with the Nowra CBD Access Improvement Financial Assistance Program in 2018/19.

2. Increase the maximum funding amount for the Nowra CBD Access Improvement Financial Assistance Program to $5,000 per application with a total of $15,000 allocated to the program from the 2018/19 Nowra CBD Renewal budget.

3. Provide $3,000 to facilitate the 2018/19 Proudly Inclusive Business recognition pilot program also from the Nowra CBD Renewal budget.

Options

1. Adopt the recommendations as stated.

Implications: An increased financial allocation per application will mean that businesses can implement changes that adequately address access issues, noting that several businesses wished to construct ramps and automatic doors, but the previous allocation of $3,000 was significantly insufficient.

The Proudly Inclusive Business recognition pilot program will complement the work being done by the Nowra CBD Access Improvement Financial Assistance Program.

The committee will be required to allocate $18,000 to fund both programs and will be recognised widely for its contribution.

2. Support the Nowra CBD Access Improvement Financial Assistance Program only in 2018/19.

Implications: A budget allocation of $15,000 is required and would support 3 businesses to improve accessibility in the CBD, making it a more accessible and inclusive shopping destination.

3. Support the pilot program Proudly Inclusive Business recognition pilot program only in 2018/19.

Implications: A budget allocation of $3,000 is required and would support many businesses to improve accessibility in the CBD, making it a more accessible and inclusive shopping destination.

4. Do not run either the Grant Program or Pilot Program.

Implications: If businesses in Nowra CBD do not offer good access, they will not meet the needs of an ageing community and will potentially miss business from people with disability, parents with prams and people who are frail-aged. Proactively supporting businesses to improve access and inclusion makes good business sense and is important to ensure equitable access to services and facilities for all members of our community.

Background

History and Evaluation

The Nowra CBD Access Improvement Financial Assistance Program was developed to encourage building owners and business operators in the Nowra CBD to improve physical access to their business. The program offered to fund 50 percent of the cost of works, up to a maximum of $3000.

Staff from Council’s Community and Recreation Unit developed guidelines and an application form for the grant program. It was advertised widely via a direct mail and on social media. The grant program was launched in July 2017.

Two (2) applications were received and both were deemed eligible.

- 74 Kinghorne Street for construction of a ramp and widening of entry door, up to a value of $3,000.

- 82 Junction Street for construction of handrails, tactile flooring and braille signage, up to a value of $2,287.

Members of the Nowra CBD Revitalisation Committee resolved to support these applications at their meeting on 20 September 2017. Unfortunately, even though the project at 74 Kinghorne St was completed, it did not meet Building Code Standards so financial assistance was not paid. The works undertaken at 82 Junction Street were completed as stated and funding was dispersed.

Despite a further promotional campaign in May 2018 no further applications have been received. As part of the May 2018 promotional program a Community Development Officer and member of Council’s Inclusion and Access Committee visited 58 businesses in the Nowra CBD. A promotional flyer Attachment 1 was delivered to all businesses.

Feedback from the Nowra CBD walk-around:

- 58 business were visited, factsheets and guidelines regarding the grant program were delivered to 36 businesses that indicated an interest in the program. Approximately 20 of the business that were visited were accessible and had no need for financial support.

- The walk around was received by business in a positive way. Business owners all felt that the program was a good initiative.

- A member of Council’s Inclusion and Access Committee accompanied staff on the walk around. The member has a lived experience of disability and her presence was valuable. The member spoke to some shop owners about how access is helpful and had tips on how to improve internal layout of the shop to make it easier for people with a disability, pram of any other aid to be able to move around the shop.

- There was interest in installation of automatic doors, however this is a costly exercise and some owners asked if the $3000 cap could be increased to assist with installation of automatic doors.

- In many cases the premise was not owned by the occupant making it difficult to engage directly with the property owner. Future engagement strategies need to target landowners and occupants.

In summary, despite good promotion and community engagement the grant program did not attract a high number of quality applications. Factors contributing to the poor uptake appear to be related to the fact that most of required works are costly (automatic doors) and because there are already a reasonably high number of accessible premises in the Nowra CBD.

The Committee may wish to consider delivering a pilot program that promotes businesses that are already providing accessible and inclusive businesses and/or running the grant program. If the grant program is run again the minimum contribution could be increased to $5,000 and guidelines will need to be revised to ensure that all funded projects meet required Building Standards. The financial assistance program will also need to be directly promoted to the owners of buildings.

Members of Council’s Inclusion and Access Committee have considered the development and implementation of the pilot program and are very supportive. The pilot program could be known as the “Shoalhaven Proudly Inclusive Business Recognition Program”. The primary objective of the proposed program will be to publicly acknowledge and support businesses that already provide good access to their premises. It is thought that this will in turn encourage more businesses to provide good access and inclusive service.

It is suggested that a panel comprised of members of Council’s Inclusion & Access Advisory Committee members and members of the CBD Revitalisation Committee be formed to assess applications. Businesses that meet criteria could be promoted via a media campaign and stickers that are designed locally. A draft design of the sticker is provided in Attachment 2. Recipients could also be provided with an information kit to help them to continue to improve access and inclusion. If successful, the program could be extended to other areas within the Shoalhaven Local Government Area.

Community Engagement

The Grant Program was promoted with a social media campaign on Council’s Facebook page, direct mail to all property owners and business owners in the program area. It was followed up with personal visits to 58 businesses in May 2018.

Financial Implications

The total cost of the Nowra CBD Access Improvement Financial Assistance Program in 2017/18 was $2,287, leaving $12,713 unspent.

The total cost of the Nowra CBD Access Improvement Financial Assistance Program in 2018/19 is expected to be $15,000 comprising 3 grants worth up to $5,000 each. Applicants are required to match funding.

The total cost of the Proudly Inclusive Business Recognition Program is expected to be $3,000.

Printing of Stickers (200) $1,000

Printing of Toolkit $ 500

Graphic Design and promotion $1,500

Total $3,000

Risk Implications

Nil

Nowra CBD Revitalisation Strategy Committee – Wednesday 01 August 2018

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CBD18.45 Change to Annual Promotions Budget conditions

HPERM Ref: D18/245949

Group: Finance Corporate & Community Services Group

Section: Finance

Attachments: 1. Letter Of Understanding with Nowra CBD Business Chamber ⇩

Purpose / Summary

To propose a recommendation to Council that the requirement for the Nowra CBD Business Chamber to provide audited quarterly reports to Council on promotional activities and expenditure be amended.

Recommendation

That Council’s resolution that Nowra CBD Business Chamber provide audited quarterly reports to Council on promotional activities and expenditure be amended to remove the requirement for audit and instead require the forwarding to Council of an annual financial report.

Options

1. Adopt the recommendation.

Implications: Nil

2. Decide to adopt an alternative recommendation.

Implications: Further work will be required.

Background

At its Ordinary Meeting in March 2018, Council resolved that the Nowra CBD Revitalisation Strategy Committee promotional events funds “…be allocated to the Nowra CBD Business Chamber Inc for the expenditure and completion of promotional events” (MIN18.228). A Letter of Understanding was prepared and signed (attached excluding Schedule 1) and the balance of funds of $48,453.95 to 30 June 2018 was transferred following the receipt of an invoice from the Nowra CBD Business Chamber.

After the funds transfer, the issue of the treatment of expenditure on the Winter Lane Art Project arose and it was agreed that Council would pay any invoices directly and, subsequently, invoice the CBD Nowra Business Chamber for reimbursement of the funds excluding GST (CBD18.36).

The Council resolution in March 2018 also required the Business Chamber “…provide audited quarterly reports to Council on the promotional activities and expenditure”. Given that the Nowra CBD Business Chamber Inc is a Tier 2 Association (that is, total revenue less than $250,000 and current assets less than $500,000), it is not required to have its financial statements audited. The Chamber has, therefore, requested that the Council resolution be changed to require only an annual financial report. Such a requirement is consistent with the treatment of the promotional levy granted to the Sussex Inlet District Chamber of Commerce Inc.

Council staff support the Chamber’s request particularly given the Letter of Understanding that has now been agreed to and signed (refer Attachment 1).

The allocation of the promotional budget of $50,000pa to the Nowra CBD Business Chamber is analogous to the provision of a grant by Council for the purpose of events and activities that promote the Nowra CBD. Given that the Business Chamber is not registered for GST, it is not able to claim an input tax credit for any GST it pays. The option of voluntarily registering for GST is open to the Business Chamber, particularly with the changed requirement to have an ABN to register a trading name from November 2018.

Risk Implications

If CBD promotional funds are treated as a grant, it is the responsibility of the Nowra CBD Revitalisation Committee and the Nowra CBD Business Chamber to ensure that funds are spent for promotional events, as intended. Apart from Nowra CBD Revitalisation Strategy Committee overview, the Business Chamber is required to comply with the recordkeeping and reporting obligations of the Associations Incorporations Act 2009.

Nowra CBD Revitalisation Strategy Committee – Wednesday 01 August 2018

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CBD18.46 Removal of Advertising Seats - Nowra CBD

HPERM Ref: D18/237033

Group: Assets & Works Group

Section: Project Delivery & Contracts

Purpose / Summary

To advise the Committee of the options for early termination of the legal agreement between Council and Claude Outdoor to enable removal of 11 advertising courtsey seats in the Nowra CBD.

Recommendation

That the 11 advertising courtesy seats in the Nowra CBD be removed as soon as possible at an estimated cost of $52,000 (inc GST) and that the funding for the removal be provided from the Nowra CBD Revitalisation Strategy Committee and Council on a 50/50 basis. With the Nowra CBD Revitalisation Strategy Committee’s contribution capped at $26,000 (inc GST)

Options

1. The 11 seats are removed and Nowra CBD Revitalisation Strategy Committee funds the full cost of the removal.

Implications: Cost of $52,000 including GST to Committee. Loss of annual income to Council from seats of $3,870 p.a.

2. The 11 seats are removed and Council funds the full cost of removal using the income generated by fees collected from Claude Outdoor as part of the courtsey seats and illuminated street signs agreements.

Implications: Cost of $52,000 including GST to Council. Loss of annual income to Council from seats of $3,870 p.a.

3. The 11 seats are retained until the contract ends in year 2026 at which time either the contract can be extended or the seats can be removed at no cost.

Implications: No immediate cost to Council or committee. Retention of seats until at least 2026.

Background

Council is currently bound by a legal agreement with the advertising provider Claude Outdoor which enables advertising in the road reserve on bus shelters and courtsey seats at locations agreed to by Council. The agreement was first signed on 1 February 2001 and renewed on 1 February 2016 and benefits Council by providing maintained infrastructure for public amenity at no cost. There are a number of bus shelters and courtsey seats around the Shoalhaven that are provided and maintained by Claude Outdoor.

The current agreement is binding until 1 February 2026 at which time the contract can be extended, re-negotiated, or not renewed. Should Council elect not to renew the contact at that time, Claude Outdoor will be entitled to remove all assets which were provided in accordance with the agreement including the 11 courtsey seats in the Nowra CBD.

Community Engagement

Recently both the Nowra CBD Business Chaimber and the Nowra CBD Revitilisation Strategy Committee have advised that they would prefer not to retain the 11 advertising courtsey seats witin Nowra CBD, on the grounds that in many cases they do not provide appropriate levels of public amenity, are not in accordance with the Nowra CBD streetscape guidelines, and may in some cases represent a traffic hazard.

In resposne to this request, Council staff have negotiated with Claude Outdoor to arrive at an appropriate financial penalty for early termination of the agreemement for these 11 seats in year 2018.

Policy Implications

By making payment to Claude Outdoor to terminate the agreement early for the 11 courtsey seats witin the Nowra CBD only, the agreement remains active for the remainder of courtsey seats and bus shelters within the Shoalhaven.

Financial Implications

Council currently collects a tarif of $2,015 p.a for the 11 courtsey seats within the Nowra CBD from Claude Outdoor in accordance with the agreement. If these 11 seats are retained for the life of the agreement until 1 February 2026, a total of $17,020 will be collected in tarifs.

To date Council has collected approximately $21,000 for the Nowra courtesy seats only. This income derived from Claude Outdoor seating and identilites and courtesy seating has up until June 2018 been incorporated into the General Fund, however a new job number has been created to capture this income separately going forward.

Following negotiations between Council staff and Claude Outdoor, a rate of $4,500 including GST per seat has been agreed upon as an appropriate early termination fee, this represents a total of $49,500 including GST for the 11 seats in the Nowra CBD. Consideration is given to the fact that Claude Outdoor must terminate individual advertising contracts with their clients for each seat that is removed from the agreement.

A further cost of $2,500 has been quoted for removal of these seats by Council’s works and services section. The disposal of the seats will be cost neutral as they will either be installed elsewhere in the Shoalhaven (without advertising), or recycled as scrap metal.

On the basis that if these seats are retained for the life of the agreement they can then be removed at no cost, and that Council will collect tarifs in this time, the option to remove the seats at a cost had not previously been considered. As Council does not have a budget allocated for removing these seats in 2018, and as the Nowra CBD Revitalisation Strategy Committee has requested that they be removed, the first recommendation is that the Committee elects to fund the full cost of the removal

Risk Implications

If the Nowra CBD Revitalisation Strategy Committee elects to proceed with Option 2, where Council funds the full cost of removal, this will have an impact on the avaliability of funds for other projects and maintenance.

Nowra CBD Revitalisation Strategy Committee – Wednesday 01 August 2018

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CBD18.47 Nowra CBD Facade Improvement Financial Assistance Program - Application for 88 Junction Street, Nowra (Ingrid Keller)

HPERM Ref: D18/205062

Group: Planning Environment & Development Group

Section: Strategic Planning

Attachments: 1. Application For Financial Assistance - Nowra CBD Facade Improvement Program - 88 Junction St Nowra - Ingrid Keller ⇩

Purpose / Summary

Determine whether financial assistance will be provided for the proposed works at 88 Junction Street, Nowra (building currently occupied by Cotton On) under the Nowra CBD Façade Improvement Program.

Recommendation

That the Committee agree to support the request under the Nowra CBD Façade Improvements Program for 88 Junction Street, Nowra up to a value of $2,227.00 (being 50% of the total cost of the works).

Options

1. Support the provision of financial assistance.

Implications: This is consistent with the intent of the program to improve the visual appearance of buildings in the Nowra CBD and decisions made to date.

2. Do not support the provision of financial assistance.

Implications: This will allow the existing budget to be utilised on other eligible improvement applications within the program area or other revitalisation projects, but may be inconsistent with previous decisions.

Background

An application has been received from Ingrid Keller, the owner of 88 Junction Street, Nowra (Cotton On building) to receive financial assistance for improvement works involving restoration and repainting of the exterior façade signage and front walls to match existing colour scheme. The total works are valued at $4,454. A copy of the application is provided as Attachment 1.

Under the Program Guidelines, the proposed improvement works are categorised as eligible. The following responses to the Assessment Criteria are provided below:

a) Is the project consistent with the relevant planning controls?

Yes.

b) Will the project contribute to a greater visual improvement to the façade and the overall streetscape and public domain (i.e. is it close to properties that are also committing to undertake improvement projects)?

Yes.

c) Can the project be completed by the end of the Financial Year?

No. However, given the application was lodged towards the end of the 2017/18 Financial Year, it is recommended that the applicant have until the end of the 2018/19 Financial Year to complete the project.

Financial Implications

If the Committee decides that financial assistance is warranted from this program, the eligible financial assistance (based on 50% of the total cost of works) is $2,227.00.

There have previously been three (3) successful applications under the Program. The remaining available budget is $5525.00. Should this application be supported the remaining budget will be $3298.00.

Nowra CBD Revitalisation Strategy Committee – Wednesday 01 August 2018

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CBD18.48 Nowra CBD Revitalisation Strategy - Budget and Project Updates

HPERM Ref: D18/245031

Group: Planning Environment & Development Group

Section: Strategic Planning

Purpose / Summary

Provide an update on Nowra CBD Revitalisation Strategy budget and projects.

Recommendation (Item to be determined under delegated authority)

That the Committee receive the budget and project updates report for information.

Budget

A verbal budget update will be provided by Council staff at the meeting.

The Committee will need to determine budget allocation for the unspent funds from the existing budget, the 2017/18 Financial Year (subject to Council revote) and the additional $500,000 per annum as per Council resolution dated 27 March 2017 (MIN18.227):

Projects

Murals

The SMUG mural located on the Quest Building in Kinghorne Street was completed in April 2018. Video recaps will be released shortly following recent finalisation.

Mural placards have been designed and manufactured ready for installation. The cost for design, supply and installation of the mural placards is $3080 (including GST). Funds have not yet been voted for this work, however it is requested that the Committee consider allocating funding from the 2018/19 budget given this project relates to the existing murals, promotes then and compliments the proposed wayfinding signage.

Events

Winter Lane Art Event - Thursday 12 July 2018

The ‘Winter Lane Art Project’ Event was held on Thursday 12 July 2018 from 11am to 3pm. The event was generally well received, and the attendance was higher than expected. Council staff will also provide a verbal update at the meeting.

Shoalhaven Regional Art Gallery – Summer Sessions

Shoalhaven Regional Art Gallery held its first Summer Session event in January 2018 to celebrate the exhibition at the gallery, activate the forecourt and push gallery activities beyond the walls of the art gallery. The event was well attended by150-180 people with an approximate cost of $1500 for the activities and events.

The Gallery is hoping to build to a bigger annual event with possible financial assistance from the Committee towards the event and painting the panels in the laneway. The annual event could include the ‘ThoroughFair’ laneway in addition to the Shoalhaven Regional Gallery forecourt.

If the event is scheduled for October School Holidays, there is the potential for some of the event to compliment the Shoalhaven River Festival or run with a water theme.

Annual winter event – Expressions of Interest

The Expression of Interest (EOI) process has commenced for an annual winter event. Jessica Rippon, Executive Strategy Manager and Council’s events team will be establishing a panel for this EOI.

Other projects

A verbal update will be provided to the Committee in relation to other Nowra CBD Revitalisation Strategy projects.