LATE ITEM 12.3.19 WOODEN BOAT FESTIVAL - APPLICATION FOR FUNDING

Report Type

Decision

City Plan Theme

A city of opportunity A city where people love to be

Report Author

Director Corporate Services (Corporate Services))

Report Summary

A proposal for funding for an inaugural “wooden and heritage boat festival” in Port Adelaide is presented for Council’s consideration

Attachments Attachment 1 – Port Adelaide Sailing Club proposal for a Wooden and Heritage Boat Festival Attachment 2 – General letter of support from Adelaide Brighton Cement

RECOMMENDATION Council resolves that: 1. The Director Corporate Services’ report titled "Wood Boat Festival –

Application for Funding" be received and noted. 2. Council provides in principle support for funding the proposed wooden and

heritage boat event for 2018 subject to the following conditions:

• Council funding and support is once off funding, limited to $20,000 • The Port Adelaide Sailing Club provide written confirmation that they are

assuming responsibility for the event, including event management and all associated insurances, financial management and logistical arrangements

• The Port Adelaide Sailing Club provide written confirmation of funding from State Government of $30,000 and private sponsorship of $20,000

• The Port Adelaide Sailing Club demonstrate that the event can be delivered to a high standard in the timeframe proposed, noting that is likely to be in September or October 2018

• The Port Adelaide Sailing Club provide a revised budget to reflect the funding arrangements, or demonstrate capacity to raise additional funding, or to otherwise cover the full costs of the event, noting that additional partnership opportunities may arise given revised event timing

• The Port Adelaide Sailing Club provide evidence of public liability and risk management approaches, and other “third party” event information as is usually required for Council event sponsorship

• The Port Adelaide Sailing Club undertake communication with Alexandrina Council and other stakeholders

• The Port Adelaide Sailing Club commits to undertake a review of the event and provide a full acquittal report to Council within three months of the delivery of the event, prior to seeking any additional funding for future wooden boat festivals.

3. Council works with the event proponents to consider other partnership

opportunities to allow successful delivery of the event

4. Should the conditions in resolution 2 be met, Council agrees to allocate $20,000 towards this event, and notes that a budget adjustment will be made accordingly.

The event proposal Council has received a proposal from Mr Ken Messenger on behalf of the Port Adelaide Sailing Club for Council funding and support for a new event, the “Wooden and Heritage Boat Festival”. (Refer Attachment 1) The proposal is to undertake a salt water version of the Goolwa Wooden Boat Festival, which is intended to run on alternative years to the Goolwa Wooden Boat Festival. The last Goolwa event was in April 2017. The Port Adelaide event was originally proposed to be held in early March 2018. The proposal suggests that the event be held every two years. Mr Messenger has since confirmed by email that the event will be somewhat difficult to deliver given the short timeframe to the proposed original date, and has requested that support be considered for the event to be run later in 2018, say around September/October. The event proposes on-water activities, supported by other on land elements, with an estimated 100 to 150 boats participating in the event. The intention is also to celebrate the maritime history of the area, and have a range of family friendly and free activities for the community to enjoy. The proposal indicates strong support from the Port Adelaide Sailing Club and an interest from other key stakeholders. It also notes that the proposal is somewhat preliminary, and is seeking initial expressions of interest or commitments to funding. Potential community outcomes A successful wooden boat festival has the potential to create a vibrant and exciting waterway which allows our community to enjoy and celebrate the unique environment of the Port River and associated wharves. It would invite people to participate together in connecting to a maritime precinct which has state significance, and to enjoy the heritage, museums and local businesses which the Port offers. This also builds on the Heritage Ships and Boats strategy, which recognises the significant heritage assets in the Port River environs. Over time, an event such as this, run well, has the potential to build a strong brand and to attract visitors to the region, supporting Council’s tourism agenda and bringing money into the local community. The proposal also notes the strong support for the event from the Port Adelaide Sailing Club and from other yachting, boating and local businesses and groups. Such a groundswell of support is positive in creating connections amongst community, a feeling of community pride and identity and demonstrates community leadership in taking the lead on an event that has the potential to grow.

The financial requirements for the event The original proposal submitted (at Attachment 1) notes a proposed budget of approximately $130,000. Council has been advised that the State Government has offered a financial contribution of $30,000 towards the event. Adelaide Brighton Cement has also provided a letter confirming their willingness to sponsor the wooden boat festival, although the letter does not provide a confirmation of the amount proposed. (Refer Attachment 2) Council has been verbally advised that the sponsorship from Adelaide Brighton Cement would be in the order of $20,000. Council’s financial contribution is proposed to be $20,000. Given that other sponsors have now indicated their support, it is timely for Council to consider whether it is prepared to provide financial support to this event. Matters for Council’s consideration in terms of financial support are as follows:

• It is positive that the event brings with it significant funding from two other sources, in the order of $50,000, which makes it somewhat unique in terms of the level of existing funding and interest from the community and other stakeholders.

• The application has been received outside of the normal events grants rounds. Information on the timing and nature of Council’s events grants rounds was provided to the event proponents. However, it is only now that the event has sufficient other funding from government and other sources to proceed.

• This event is a third party event and Council would need to be satisfied that it is being managed by an appropriate organisation (such as the Port Adelaide Sailing Club) in the same way as any other third party event which Council chooses to fund.

• The event budget proposed is some $65,000 above the funding secured (should Council agree to fund $20,000. ) and therefore consideration should be given by the event organisers about other funding or changing the event scale

• The event is proposed to be bi-annual and funding may therefore be expected over multiple years/events

It is therefore recommended that if Council chooses to provide the proposed $20,000, sufficient evidence would be required that the event is managed by the Port Adelaide Sailing Club, that financial responsibility for the event rests with the Club, and that the scope of the event is managed to the budget available (or alternatively, that other funding can be sourced). Also, confirmation of such other funding, including State Government and private sponsorship is required. In addition, it is recognised that this is an inaugural event. While longer term funding is mentioned in the application, it is recommended that Council consider only funding the event on a “once-off” basis, and then a review/evaluation be provided by the event organisers prior to Council considering any additional funding requests. Given the revised event timing, it is also possible that other partnership opportunities may arise which assist with the funding arrangements for the proposal, and Council will have a longer lead time to assist discussions or to suggest other connections.

Event Management considerations – logistics and infrastructure, approvals, event “steering” and timing of the event The proposal also notes a number of event management matters which are worth highlighting for Council’s consideration. The event proposal notes a number of interesting activities, both on the water and on wharves and in surrounding businesses and streets. This includes activities and exhibitions such as historic aircraft, cars and vehicles and historic boats and ships, along with the involvement of the museums. Games and activities such as tug of war, crafts and stalls are proposed along with food and fashions. The proposal notes that there are a number of logistic/infrastructure matters, for instance, there are site layout limitations regarding access to and from on-water boats because of the height of wharves, with pontoons as a possible solution, as well as future options around dredging. Council does not have control over the waterways or wharves, and so negotiations around any infrastructure matters such as this will not rest with Council, but with the Port Adelaide Sailing Club in conjunction with appropriate government departments. The value of having an established and experienced club such as the Port Adelaide Sailing Club as the responsible event organisation is that their established networks and technical knowledge may assist these logistic matters. Never-the-less, given the complexity of some of these issues, the recommendation seeks information that provides Council with some comfort that funding, insurances and appropriate risk management practices are in place. With regard to approvals, Council will need to be involved in providing any permits or approvals that may be required on Council land, such as any possible road closures. These activities will be managed in the normal course of Council business, and now that the proposed timeline for the event is longer, this should be managed without difficulty. The proposal suggests that a steering committee be established. There is significant benefit in bringing together people and organisations which have experience in developing and delivering these kinds of events. However, as a third party event, then is recommended that Council not be part of any steering group or organising committee. However, as suggested, Council can be involved in providing links and options for partnerships to support the event. To expand on the issue of the event timing, the original proposal suggests the long weekend in March, which the proposal notes is the weekend before the State election. The timing is to “create a focus on Port Adelaide … and allow showcasing of new developments”. This event is complex and will require multiple approvals and careful event management. The difficulty that the event might face if run at this time is that it is in the middle of the “mad March” festival season. For instance, the weekend proposed is concurrent with the Womadelaide event and Adelaide Fringe. In subsequent discussions with the event proponents, they have now indicated that a later timeframe of September or October will be more appropriate. The Administration agrees that this is a more suitable timing option, and therefore this report notes the importance of capacity to deliver to the proposed timeline to a high quality. Finally, being conscious of relationships with other Councils, it is recommended that additional communication occur with the Alexandrina Council. The wooden boat festival

has established a strong brand; however, the success of that event is in good part due to the long standing support of the Alexandrina Council, along with wooden boat owners and various associations. Port Adelaide Enfield Staff had early discussions with Alexandrina Council, who indicated that there was potential to work towards a “sister” event in Port Adelaide, but suggested that a 2020 event would be a logical first step. Given that there is a ground swell of community led support for a Port Adelaide event to occur early than that timeline, it would seem appropriate that the event organisers make contact with Alexandrina Council for a further discussion. Summary In summary, this report provides Council with a consideration of a number of opportunities and risks associated with this event. The event has the potential to be a positive community event bringing together a love of the water, boats and the Port’s unique heritage. The event brings funding from multiple sources. The event also has risks around timing, logistics and event management, which, if carefully managed by the organisers, can potentially be overcome. The recommendation of this report is for Council to carefully consider the risks and opportunities, and if Council chooses to proceed with funding the event, ensure that the risks are adequately managed by the Port Adelaide Sailing Club. City Plan Relationship The proposed wooden and heritage boats festival has the potential to contribute to a city where people love to be and where wellbeing is supported, by creating cohesion, connection and feelings of belonging and participation. The involvement of the Port Adelaide Sailing Club and other clubs and associations builds opportunities for people to participate and volunteer in making something exciting happen in the area that celebrates the water and love of boats. The event also has the potential to make the most of the distinctive environs of the Port River and the strong maritime and port heritage of the area. The event has the potential to make an important contribution to the area’s economy, by attracting visitors and supporting local businesses and clubs. Community leadership is being supported by this event, with passionate local people advocating for and taking accountability for its successful delivery. Legislative Context and Related Policies Council’s “Sponsorship – General/Major Events” policy provides a framework for Council to consider grants and events sponsorship. This policy has the following aims:

• Support the development of vibrant, creative and innovative events that enhance the economic, social and cultural life of the City.

• Establish partnerships with suitable organisations to achieve recognition for the City.

• Increase tourist visitation to the City. • Deliver measurable economic benefits to the City. • Facilitate community involvement in events and activities.

• Attract new and diverse events to the City. The policy however outlines the formal process of applications for funding during two set rounds. As this event is outside of that process both in terms of timing and in terms of the value of the requested sponsorship, it must be presented to Council for consideration. Stakeholder Engagement There have been a number of discussions with Mr Messenger with the Mayor, and with staff of Council. In addition, Council staff along with Renewal SA met with Mr Messenger to discuss the proposal and provide suggestions and alternatives. Discussions have also occurred with State Government and Adelaide Brighton Cement regarding funding offers. Risk Management The report outlines a number of risks which are associated with this event. While Council would be funding only a proportion of the event, it is important that Council turn its mind to these risks and consider ways in which they can be mitigated, with includes ensuring that the event remains on the footing of a “third party event” rather than being seen as Council’s event. In addition to the event itself, there is some likelihood that there will be a number of other event requests to come forward both from other event proponents but also from key partners of Council. Council may therefore be in a position of having to consider and decide on other event funding outside of budget and round timing. Financial Management This report proposes that an additional $20,000 be allocated to this event, should Council be satisfied that the risks associated with it can be appropriately managed by the event organisers. Council will shortly consider the formal events grants round applications and while there is appears to be some funding remaining in that budget, the proposal that will be presented to the Grants and Sponsorship Committee is that that funding be used to develop promotional material and advertising for the next round of grant applications and to fund other grant applications, which currently have no associated budget. Council will receive additional information about this at the Committee meeting in the next few weeks. Environmental and Social Impacts As mentioned previously, the event proposal offers an opportunity to build social cohesion and connection and to maximise enjoyment of the distinctive environments of the Port.

ATTACHMENT 1

ATTACHMENT 2