Lismore Business Promotion Panel Meeting Notice - Lismore City ...

Contents

Lismore Business Promotion Panel Meeting Notice A meeting of the Lismore Business Promotion Panel will be held at the Gordon Pavilion, Oakes Oval, Magellan Street, Lismore on Friday, 18 October 2013 at 12 Noon Panel Members only are requested to attend however other Councillors and the Community are welcome Lismore City Council acknowledges the people of the Bundjalung nation, traditional custodians of the land on which we work.

Brent McAlister Executive Director - Sustainable Development 11 October 2013

Agenda 1.

Welcome

2.

Apologies

3.

Disclosure of Interest

4.

Confirm Minutes from Previous Meetings

Lismore Business Promotion Panel held 20 September, 2013 ........................................................ 19 5.

Presentations

Representatives from the Lismore Show Society, John Gibson and Jane Laverty, will attend to information and feedback regarding future funding applications 6.

Reports/Recommendations

6.1 7.

Review of Funding Criteria and Guidelines and Funding Application Form documents ............................................................................................................................. 4

Items for Discussion

7.1

City Centre Manager Update ................................................................................................ 15

7.2

Events Update...................................................................................................................... 16

7.3

Budget Update ..................................................................................................................... 17

7.4

Recruitment for new Panel update ....................................................................................... 18

8.

Other Business

9.

Next Meeting

Reports/Recommendations

Reports/Recommendations Reports/Rec ommendations 1. R evi ew of F undi ng Criteria and Gui deli nes and F unding Applic ation For m documents

Reports/Recommendations Subject

Review of Funding Criteria and Guidelines and Funding Application Form documents

TRIM Record No

BP13/1054:EF12/515

Prepared by

City Centre Manager

Reason

Executive Summary The City Centre Manager, Renee Moehead has reviewed the Funding Criteria and Guidelines document adding items highlighted in green, regarding applications for funding for over $5,000 having a representative attend the LBPP to explain the event and answer any questions and submitting funding applications in a timely manner. Also attached is the Funding Application Form with some minor changes that the CCM will discuss at the meeting. Attac hment/s Attac hment/s Attac hment/s

Attachment/s 1. LBPP Funding Criteria and Guidelines 2. LBPP Funding Application Form Recommendati on

Recommendation That the Lismore Business Promotion Panel approve the changes to the Funding Criteria and Guidelines and Funding Application Form documents.

Lismore Business Promotion Panel Meeting held 18 October 2013 - Review of Funding Criteria and Guidelines and Funding Application Form documents

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LBPP Funding Criteria and Guidelines

Attachment 1

Funding Criteria and Guidelines For promotions and major events taking place in the Lismore City Centre funded and administered by the

Lismore Promotion Program (revised October 2013)


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Attachment 1

Introduction Lismore Promotion Program funding – systems and guidelines The system for the release and acquittal of funds for approved events and promotions has been established. This system aims to streamline the process, remove any duplication of tasks and minimise administration costs to Council.

The process in brief 1.

An organisation seeking SBRVL funding submits a detailed funding application.

2.

The Lismore City Centre Manager assesses the application against the funding criteria and makes a recommendation to the Lismore Business Promotion Panel (which is responsible for the governance of the Lismore Promotion Program), which subsequently makes recommendations to Council.

3.

The successful organisation is offered conditional funding which stipulates the requirements they are to meet, based on approval of a draft budget showing how the funds are to be used.

4.

On their agreement to the conditions, the funding is sent to them to undertake the project.

5.

At the end of the project, they are required to acquit the funds within a deadline set by Council.

6.

Council assesses the results, via the Lismore Business Promotion Panel.

The Lismore Promotion Program The Lismore Promotion Program is a partnership between business, Council and the community, funded by the Special Business Rate Variation Levy (SBRVL). The SBRVL is governed by the Lismore Business Promotion Panel and administered by Lismore City Council. The purpose of the SBRVL promotion funding is to ensure Lismore retains its function as a regional centre, with the revitalisation of the City Centre identified as being the key to this objective. The Lismore Business Promotion Panel oversees and provides guidance to the City Centre Manager (CCM). The CCM is responsible for projects contained within the Lismore Promotion Program’s Business Plan year-to-year, and is also charged with carrying out the more strategic and long term process of City Centre Revitalisation. A program of events and activities in the City Centre acting as a drawcard for locals and visitors is a key element in this process.

The program’s key objectives The over-arching purpose of the Lismore Promotion Program is to “Promote Lismore in a positive manner which reinforces its position as the regional centre of the Far North Coast of NSW”. The key objective of the City Centre revitalisation project is more focussed on promoting and activating the CBD in order to achieve our Vision: “Lismore’s City Centre will be a vibrant meeting place for locals and visitors seven days a week and the most desirable location for business and pleasure.” Lismore Business Promotion Panel Meeting held 18 October 2013 - Review of Funding Criteria and Guidelines and Funding Application Form documents

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Attachment 1

Funding criteria Expressions of Interest are invited from suitable applicants for projects, promotions, events or campaigns that fit the following criteria: 1.

Projects or campaigns targeted at attracting people to the City of Lismore from outside the 2480 postcode area to shop, do business, visit and play will be highly regarded.

2.

Projects that promote Lismore in a positive manner, reinforcing the City’s role as regional centre will be held in high standing.

3.

Projects that can demonstrate a direct contribution to an increased economic benefit for the City of Lismore are preferred. The more direct the connection between the project and the economic benefit, the higher the preference.

4.

Projects that bring other funds to the table, in addition to this funding request, will be highly regarded.

5.

Projects that are new, have the potential to consolidate and become self-sustaining and can be scheduled strategically within the annual events calendar will be highly regarded.

6.

Projects that utilise local suppliers and contractors to deliver outcomes are preferred.

NOTE: Projects which have received significant annual funding for an extended period of time will be assessed as to their viability, record of generating sponsorship and other income sources with a view to becoming self-sufficient, with the possibility of SBRVL funding either being reduced or declined.

What the funding will NOT assist with The Lismore Promotion Program will not fund activities or costs, such as: 

feasibility plans



infrastructure



purchase of capital equipment such as printers, computers and furniture



staff wages



office accommodation



expenses normally covered by Council

Who is eligible to apply? As a priority, applications are invited from the widest range of business, cultural, and community groups, festival and events organisers and the like plus other organisations within the Lismore 2480 postcode area.


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Attachment 1

Marketing and /or event production organisations from outside the Lismore LGA will be considered, but they are advised to build partnerships with local organisations before doing so. The local organisation should be the entity which makes an application for SBRVL funding.

Additional information to assist applicants: timing The Lismore Promotion Program is aiming to assemble a comprehensive year-round Calendar of Events for the City Centre and wider urban area. The objective is to spread major events, promotions and festivals evenly over a 12 month period so there are consistent reasons for people to come to the City Centre, and by doing so, increase business turnover and trading hours, particularly on the weekends. Organisations that have an event or promotion with a degree of flexibility in regard to timing are encouraged to consult with the City Centre Manager to identify gaps in the annual events calendar.

Assessment criteria Essential criteria Each application is considered on its individual merits on a competitive basis with the four main criteria being: 1.

The proposed promotion, event or activity must meet the key objectives of the Lismore Promotion Program.

2.

Ideally the proposed promotion, event or activity must take place within the City Centre. NOTE: The Lismore Business Promotion Program does make provision for funding a number of promotions, events or activities in the wider Lismore Urban Area.

3.

The proposed promotion, event or activity must have the potential to become self-sufficient after 3 years. If the same event activity has previously been funded, compliance with past LBPP conditions should be demonstrated.

4.

The proposed promotion, event or activity must include a demonstrable link with or benefit to the City Centre business sector.

Additional factors In considering applications, the Lismore Business Promotion Panel also takes into account the following factors: 

To what extent is Lismore Promotion Program funding required, relative to other sources?



Can the project be funded from other, more appropriate sources?



Is the project value for money?



How involved is the applicant in delivering the project? Do they have a vested interest in the project being a success?



What is the level of support for the project from other potential beneficiaries?



How experienced is the applicant in project management?



How sound is the proposed project evaluation method?


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Attachment 1

General conditions Project eligibility is based on information provided in the application form and any other pertinent information supplied. This information is essential to determine your project’s eligibility for the Lismore Promotion Program funding. Successful applicants will need to comply with a number of Lismore Promotion Program conditions, such as financial reporting, consistent branding and project evaluation. These detailed conditions (see below) will be included in a letter of offer, if successful. From time to time, the Lismore Promotion Program will select successful projects to be the subject of publicity. The applicant will be required to consent to the use of selected project information in the public domain. This may include a limited amount of the applicant’s personal information. If the application is over $5,000 a representative must attend an LBP Meeting to explain the event in further detail and field any questions of the Panel Members. Please submit applications in a timely manner. Applications that are submitted within one month of the event WILL NOT be considered. PLEASE NOTE: All LBPP meetings are open to the public – if you have any ‘commercially sensitive’ information in your application please advise the City Centre Manager and this information can be made confidential.

Detailed conditions 1.

The Lismore Promotion Programs funds assigned to the organisation are to be used predominantly for promotion.

2.

The organisation is required to provide the Lismore Business Promotion Panel with a draft budget not exceeding the funds allocated detailing the proposed expenditure (normally a combination of the costs of producing promotional collateral, plus media spend).

3.

In relation to the media spend, the organisation must provide evidence that all local media outlets were invited to quote for advertising on an equal footing; however it is up to the organisation to obtain the maximum benefit and decide where to apportion this expenditure.

4.

The organisation must supply evidence of any ‘bonus’ advertising in the form of written quotes, proposals or schedules from relevant media outlets.

5.

The organisation has to acknowledge the Lismore Promotion Program funding in its advertising and publicity material and present the Lismore Promotion Program as major sponsors.

6.

The successful organisation has to display the ‘Lismore-come to the heart’ brand and logo on all promotional collateral produced, in media advertising and associated publicity, and acknowledge the funding source – the Lismore Promotion Program.

7.

The organisation has to make provision for providing an accurate report on the outcomes of the event or promotion, within the acquittal of funds.


9


Attachment 1

Please be aware that failure to meet any of these conditions will affect the organisation’s chances of any further Lismore Promotion Program funding. In the ‘worst case’ scenario (misuse of funds), the organisation could face legal action by Lismore City Council.

For more information and/or an application form, contact: Renee Moehead Lismore City Centre Manager Lismore City Council

Melinda Kent Corporate Support Officer Lismore City Council

Tel: (02) 6627 4117 Mob: 0417 623 265

Tel: (02) 6625 0451

Email: [email protected]

Email: [email protected]


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LBPP Funding Application Form

Attachment 2

Funding Application Lismore Promotion Program (Year 2013 - 2014) Before completing this form, you should read the SBRVL Funding Guidelines to ensure that your project meets the LPP objectives and specific criteria. You are encouraged to consult with the Lismore City Centre Manager before commencing the application.

Your organisation’s name: Organisation’s ABN: Contact details: Your Phone No.

Mobile:

Email address:

1. Project Name:

2. Project description: briefly describe your project (bullet points permitted) AND attach

succinct cover letter or any additional material which helps explain its scope and benefits.

3.a) Anticipated Start Date

3. b) Anticipated Finish Date

4. Budget Information for whole of project: provide ‘rounded out’ figures only


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LBPP Funding Application Form Funds -GST Exclusive

Attachment 2 CASH or IN-KIND?

Name of other funding source

a) LPP funding sought b) Funds provided by self c) Funds provided by

artists TOTAL Project Cost

5. Specific breakdown of LPP funds requested: refer to Funding Guidelines (as an

example - advertising with APN media, posters and flyers, radio ad-production costs, etc) Items

Budget

6. List at least THREE anticipated outcome from the project which will benefit

Lismore businesses AND describe how the project will be evaluated Outcomes / Benefits

Evaluation / Performance Measure

Examples:

Including:

a) increased numbers of shoppers with postcodes other than 2480 shopping here b) x% increase in visitors from SE Queensland visiting the Lismore area c) increased $ turnover in businesses involved in promotional campaign

a) how outcomes will be measured, eg. survey of participating retailers b) by whom c) how they will be reported back to City Centre Manager


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LBPP Funding Application Form

Attachment 2

7. Please tell us a little about your organisation and its ability to deliver on this

project. What experience have you had with this type of project in the past?

8. I have read, acknowledge and agree to the Program Guidelines. I certify that the

information provided in and supporting this application is true and correct and that I am legally authorised to sign this application for and on behalf of the organisation I represent. Signed

Date:


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Items for Discussion

Items for Discussion Items for Disc ussion 2. City C entre M anager U pdate

Items for Discussion Subject

City Centre Manager Update

TRIM Record No

BP13/1051:EF12/515

Item Number

7.1

The City Centre Manager, Renee Moehead, to provide an update on current activities.

Attac hment/s

Attachment/s There are no attachments for this report.

Lismore Business Promotion Panel Meeting held 18 October 2013 - City Centre Manager Update

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Items for Discussion 3. Events U pdate


Events Update

TRIM Record No

BP13/1052:EF12/515

Item Number

7.2

The City Centre Manager, Renee Moehead, will provide an update on upcoming events.

Attac hment/s


Lismore Business Promotion Panel Meeting held 18 October 2013 - Events Update

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Items for Discussion 4. Budget U pdate


Budget Update

TRIM Record No

BP13/1053:EF12/515

Item Number

7.3

The City Centre Manager, Renee Moehead will provide a budget update.

Attac hment/s


Lismore Business Promotion Panel Meeting held 18 October 2013 - Budget Update

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Items for Discussion 5. R ecrui tment for new Panel update


Recruitment for new Panel update

TRIM Record No

BP13/1086:EF12/515

Item Number

7.4

Brent McAlister will provide an update regarding the selection process for the new Lismore Business Panel.

Attac hment/s


Lismore Business Promotion Panel Meeting held 18 October 2013 - Recruitment for new Panel update

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Unconfir med Minutes of Lis more Business Promoti on Panel 20/09/2013

MINUTES OF THE LISMORE BUSINESS PROMOTION PANEL HELD AT THE GORDON PAVILION, OAKES OVAL, MAGELLAN STREET, LISMORE ON FRIDAY, 20 SEPTEMBER 2013 AT 12 NOON

Present Brent McAlister (Chairperson), Isaac Smith, Renee Moehead (City Centre Manager) Rob Walker, Haley Brown, Daniel McCabe, Michael Haddin and Melinda Kent (Corporate Support)

Observers Chris Knight and Robert Bou-Hamden

Welcome Apologies Nil

Disclosure of Interest Isaac identified Item 5.2 as a non significant disclosure.

Confirmation of Minutes Item 6.1 – there have been significant changes regarding that item with Lismore Square and the Chamber of Commerce resigning their seats on the Panel and changes to the selection Committee now consisting of the Mayor, Simon Clough, the General Manager and Executive Manager Sustainable Development. Council to write to Chamber clarifying whether they are still going to sit on the selection panel. The Square’s seat will now be an ordinary position and the Chamber of Commerce is welcome to re-join the Panel in future as there will be a position. Nominations have been called for new Panel members and will close on 4 October 2013. That the minutes of the Lismore Business Promotion Panel held on 16 August 2013 be confirmed. (Isaac Smith/Rob Walker)

Reports/Recommendations 5.1Funding Application - 2013 Tropical Fruits NYE Festival The Panel requested that the CCM research what information was requested last year regarding numbers and benefits to the CBD, encourage the Tropical Fruits to approach cafes, restaurants and businesses in town to open, provide a survey of clientele to be looked aft for future funding. CCM to advise that this information must be received before a Funding Application will be approved in the future. That 1. The LBPP approve the funding application by Tropical Fruits Incorporated for $5000 from the 2013/2014 Events Budget. 2. That conditions of approval from last year be researched and Tropical Fruits provide that information on their acquittal and on any future funding requests. 3. Provide information on what local produce and services are sourced by the Tropical Fruits. Suppliers list from last year’s event and this year, what they are going to do to buy more local – produce and services. 4. How they are going to approach local cafés, restaurants and businesses to promote local businesses to their clientele. Approved unanimously (Michael Haddin/Rob Walker)

Lismore Business Promotion Panel Minutes 20 September 2013 5.2 Funding Application - Lismore Samson Fitness Challenge Requested that local suppliers and businesses be encouraged by the event, ie coffee and food vans. Local business vouchers could be introduced as prizes for promotion. Benefits are all about Branding and an after party will be held at the Richmond Hotel. 1. That the LBPP approve the funding application by Our Kids for $2000 ($1,000 for Promotional material and $1,000 in kind worth of APN advertising) from the 2013/2014 Out of the city budget. 2.

That Our Kids continue to supply the LBPP with statistics regarding the event on the acquittal, including local suppliers used. Approved unanimously (Rob Walker/Isaac Smith)

5.3 Funding Application - Family Fun in the Sunday Discussion was held on this event not being of benefit to businesses in the CBD. That the LBPP REFUSE the funding application by the Lismore Memorial Baths for $2,000 from the 2013/2014 youth activities budget and encourage the event to be held on a Saturday so as to be of benefit to businesses in the CBD. Refused Unanimously (Rob Walker/Daniel McCabe) 5.4 Funding Application - 2013 North Coast National Renee advised that CCM and Chamber are trying to get the Show to engage with businesses in CBD and the Show to get sponsorship from the Northern Star and get discounts for advertising. Come to Heart will have a promotional tent. Discussion was held on what the money would be used for with regard to promotion of the CBD. Local exhibitors do not get a discount. Promotion Panel is not getting “bang for their buck”. The Show needs to provide more incentive for local businesses to exhibit. In the application it states promotional information Stage 1 has already been completed and Stage 2 starts this week, so promotion is planned to go ahead anyway without the Panel’s funds, otherwise the funding application should have been submitted earlier. The Panel is accountable for the money that is given out, something substantial needs to be achieved from those funds. The money could instead be paid for the Come to the Heart tent for promotion of the CBD. Council to still rent stall space for the Come to the Heart promotion. Funding is not appropriate given the timeframe of the submission of the application. 1.

That the LBPP REFUSE the funding application by A&I Society – North Coast National (Lismore Show) for $5,000 from the 2013/2014 Events budget as the funding is not appropriate given the timeframe of the submission of the application.

2.

The CCM continue to organise the Come to the Heart promotional stall at the Show.

3.

Encourage earlier submission of application next year with more detail on business promotion and acquittal.

(Refused by Haley Brown, Isaac Smith, Daniel McCabe and Rob Walker. Michael Haddin abstained.) 5.5 Proposed Entry Sign (Norco) Discussion was held that this is prime real estate and is a good idea. That the LBPP approve in principle the funding of the installation of the ‘Lismore – come to the heart’ brand/logo signage on the subject Norco site, as per the attached elevation plan, subject to confirmation of an acceptable costing within the adopted budget, clarification of conditions of use of Lismore City Council Minutes of Meeting held 20 September 2013

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Lismore Business Promotion Panel Minutes 20 September 2013 the area and design concept plan being provided. (Unanimously approved Isaac Smith/Rob Walker)

Items for Discussion 6.1 City Centre Manager Update       

 

The public art Boat will be installed in January in Woodlark Street Nimbin Chamber of Commerce – Nimbin Afterhours invited Renee to their meeting to get some ideas. Proposed to hold an Equinox Sale with markets and wanted advice on how to approach businesses etc. 19 September a Byron Council representative visited looking at placemaking and being in touch with the community. Sample food festival was held early in September with great success. Come to the Heart had a prominent site in the main area and sold $1,300 worth of stock. Several Lismore restaurants were represented and were very successful. The Melbourne Heart and Brisbane Roar game was very successful with over 5,000 attendees, had excellent feedback from the teams with more events and an in season game being looked at. Masters Games is currently being held with 1,500 people in town, with a sponsors event at Workers Club tonight. Arts in August was successful with an event every day. A similar event will be held next year. The Back Alley Gallery party was extremely well attended with the documentary Piece by Piece being launched at the Byron Bay International Film Festival in the near future and then we can try to help it go viral, perhaps incorporate some TV advertising. Carols by Candlelight – organisation is well underway with the event being held at Oakes Oval, with Santa and Big Dog attending. The charity is the Rescue Helicopter and local acts have all been booked. Proposed meeting with RV representatives to make Lismore an RV Friendly Town. There is a events representative from the CMCA coming to assess the showground for a Motorhome Rally, involving signage, dump point at caravan park at Dawson Street and Showground. Over 1000 people attend and attendees always stock up in towns before they leave with potential to spend $240,000 in a town in a week.. Working with Renee and Mitch and perhaps someone from Council’s water and sewer section to attending assessment on 6 October 2013. Some infrastructure would be needed to comply at the Showground. The Rally would bring a semi trailer with own toilets and showers. Also parking areas in town would need to be provided.

6.2 Events Update Covered above. 6.3 Budget Update No changes to last meeting. Will provide update next meeting.

Lismore City Council Minutes of Meeting held 20 September 2013

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Lismore Business Promotion Panel Minutes 20 September 2013 7.1 CONFIDENTIAL - 6 Monthly Interim Review of City Centre Manager (CCM) The Chairman advised that the meeting would move into confidential with the Observers and the City Centre Manager leaving the room. (Rob Walker/Isaac Smith) Feedback was given to the City Centre Manager from the LBPP.

Business Arising 8.1

Renee to look at the funding application form and add area to provide information about local businesses used and local produce – to show names of suppliers. Also for applications of $5,000 or more it is suggested that the applicant attend the meeting and present their case to the Panel.

8.2

Michael raised the backlash regarding parking times around CBD. Brent advised that a Study has been carried out and has to be reviewed. The Chamber of Commerce and the Panel will get to comment on the findings. A Notice of Motion is being submitted to Council’s meeting on 8 October 2013 regarding paid parking in the Riveria Carpark. Rob advised that numbers at the square have been up 2% since parking changes were introduced.

Closure This concluded the business and the meeting terminated at 1.45 pm.

Lismore City Council Minutes of Meeting held 20 September 2013

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