BYRON SHIRE COUNCIL

                                                                                                                               13.2 - Attachment 1

 

UNCONFIRMED
REPORT OF THE SAFE SUMMER IN THE BAY PROJECT REFERENCE GROUP MEETING

 

Date of Meeting:

Thursday 23 April 2015

Time Commenced:

9.00am

PRESENT:

Councillors:

Cr Simon Richardson

Cr Rose Wanchap

 

Community Representatives:

There are no community representatives.

 

Invited Representatives:

 

 

Guests

Paul Spooner (Byron Community Centre), Tess Cullen (Byron Community Centre), Adrian Nelson (Byron United/ Destination Byron/ Backpacker Group)

Brandon Saul (Falls Festival),

 

Staff:

Greg Ironfield (Manager Community Development).

 

1.    APOLOGIES:

Peter Wood (Arts Northern Rivers), Michael O’Grady (Byron United/ Destination Byron/ Backpacker Group) Greg Jago (Police) Mouche Phillips (Byron Community Centre),

 

2.    ELECTION OF CHAIR:

Cr Simon Richardson was elected to the position of Chair for  the PRG.

 

 

3.    CONFIRMATION OF A QUORUM:

The revised Terms of Reference (re resolution 15-060) was reviewed and committee members confirmed.

There are 9 members appointed to this group
(not including staff).
Quorum was met.

4.    DECLARATIONS OF INTERESTS:

Paul Spooner (Byron Community Centre) reinforced a previous declaration, in that he was in attendance as the Community Centre Manager and not a Councillor, and that the Byron Community Centre were selected through the EOI process run to appoint a community organisation to conduct the operations of Soul Street event.

Tess Cullen declared an interest as an employee of the Byron Community Centre.

Cr Rose Wanchap declared that Byron Bay is where she conducts her business management.

5.    DISCUSSION AND         CONFIRMATION OF STRATEGIES

 

The PRG confirmed the 9 strategies from Council resolution 15-060 as follows:

 

1. A family friendly main street event, incorporating activities specifically for youth

2. An event for 18 – 40+ (outside the town centre)

3. A new year’s morning event

4. Policing support

5. Alcohol minimisation campaign

6. Team of volunteers, including strengthening partnerships with educational institutions to provide experience opportunities for students

7. Coordinated sponsorship/ fundraising program

8. Establish a Project Reference Group (PRG)

9. Council NYE Program Support

a. Provide a point of contact for event managers and other stakeholders

b. Communications and media

c. Traffic, compliance, waste and infrastructure services management

 

Discussion points:

 

1.   Street camping was raised as an important part of the control required for New Year’s Eve to be a continued success.  This highlights the importance of the SEPA arrangements and the connection with the New Year’s Eve strategies. 

 

Action: The PRG requested a discussion with Council’s Traffic Planner in future meetings.

 

2.   Cr Wanchap suggested a Trade Expo as an initiative to assist with fundraising for New Year’s Eve activities. 

 

Action: The PRG supports Cr Wanchap developing a project outline/format for the expo and to link the concept with Council’s ‘Making Things Happen’.

 

3.   Budget discussions were held relating to the Council resolution 15-060 and the consideration of a budget of $400,000 over the next 4 years.  The PRG identified the $45,000 for the Council’s traffic, compliance, waste and infrastructure provision as part of Council’s core business and required regardless of the other New Year’s Eve activities and events.

 

4.   There was discussion on the traffic and pedestrian management identified in the Council report (I2015/15), and specifically:

 

 

a.   Close Jonson St to parking near the Community Centre and Railway Park (between Marvel and Byron Streets) at 12noon, with the rest of the street closure remaining at 1pm

b.   Consider possible transport issues in getting people out of town after 10pm.  There was a suggestion to extend Park and Ride on New Year’s Eve, and to work on the link with the Falls Festival traffic management to look at passenger movement and limiting the number of busses that are required in town. 

c.   Butler Street Reserve was suggested for a paid parking option for consideration and income generation

 

Action: The PRG would like to discuss these suggestions with Council’s Traffic Planner.

 

5.   The PRG supports the development of the volunteer aspect of the draft New Years Eve Plan 2015

 

6.   The PRG supports the suggestion in the Council report to commence sponsorship and fundraising activities earlier this year, with the aim of reducing the onus on the creative director for Soul Street, and the aim of having budgets confirmed for August/ September.

 

Action: The PRG would like to talk to the project manager of Making Things Happen.

 

7.   The impact of changes to the alcohol prohibition was discussed. 

 

Action: The PRG would like input from Council staff on the changes to the law and how this may impact the alcohol confiscation on the night.

 

8.   Although the Ambulance did not use the Emergency Services Hub formed for last year the PRG are keen to have one established again for this year

 

9.   The PRG supports the suggestion from Byron Bay Taxis to have improved signage to the location of the taxi rank for New Year’s Eve and that the location of the taxi rank is known to the information tent in Railway Park.

 

10. The PRG support the staff suggestion to review the waste management collection on the night and replace the 7pm collection with additional replacement bins to minimise the amount of overflowing bins at the end of the night.

 

11. The PRG support the temporary lighting of the pedestrian crossing over the railway line and suggested that a permanent lighting solution be considered as part of the Byron Bay Town Centre Masterplan process.

 

12. The PRG are keen to pursue the festoon lighting suggested in the Council report, which is that there may be scope for a separate project to ‘Light Up Byron Bay’ working with businesses and schools to dress up the town.

 

6.    GENERAL BUSINESS:

 

Brandon mentioned a proposal being considered by the Falls Festival to disburse patron leaving the Festival during the day to Brunswick Heads and Mullumbimby in addition to Byron.  Brandon is researching how this can be achieved with Business Chambers and community organisations, and is looking at contributing to additional cleaning and waste management for the locations.  The PRG supports the disbursement option and suggested that the logistic discussion also include Council staff.

 

ACTION LIST: 

·    The PRG requested a discussion with Council’s Traffic Planner in future meetings.

·    The PRG supports Cr Wanchap developing a project outline/format for the expo and to link the concept with Council’s ‘Making Things Happen’.

·    The PRG would like to talk to the project manager of Making Things Happen.

·    The PRG would like input from Council staff on the changes to the law and how this may impact the alcohol confiscation on the night.

 

8.    date and time of meetings for the year:

9 – 11am, 25 June

9 – 11am, 20 August

2 – 4pm, 22 October

11am – 1pm, 12 November TBC

9 – 11am, 3 December

 

Time Meeting Closed:

11:00am

 

Date Report Confirmed: