BYRON SHIRE COUNCIL

                                                                                                                               13.4 - Attachment 1

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

 

Date of Meeting:

Thursday 20 August 2015

Time Commenced:

9.14am

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

Brandon Saul (Falls Festival),

 

Staff:

Greg Ironfield (Manager Community Development), Joanne McMurtry (Community Policy Officer), Simon Bennett (Traffic & Transport Officer), Wayne Bertram (Manager Sustainable Development), Scott Brodie (Team Leader Compliance)

 

1.    APOLOGIES:

Hannah Spalding (Byron Bay Liquor Accord)

 

2.    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 conduct the operations of Soul Street NYE and First Sun NYD events.

3.    CONFIRMATION OF A QUORUM:

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

4.  CONFIRMATION OF PREVIOUS MINUTES

The previous minutes from the 23 April 2015 meeting were adopted. (Spooner/ Wanchap)

5.    BUSINESS ARISING FROM PREVIOUS MEETING

 

1.   SEPA as a street camping control

·    Paid parking will be introduced throughout the Byron Bay CBD in time for Christmas/ New Year. Discussion about whether SEPA would be needed/ effective. Decided it would be effective between midnight and morning outside paid parking times.

·    SEPA needs to attach to an event – the ‘event’ will be Safe Summer in the Bay.

 

Simon Richardson and Mouche Phillips arrived at 9.24am.

Brandon Saul arrived at 9.30am.

Michael O’Grady arrived at 9.35am.

 

RECOMMENDATION 5.1

 

The Safe Summer in the Bay Project Reference Group recommend to Council that a Special Events Parking Area (SEPA) be implemented, consistent with the same area as the 2014/15 SEPA, for the event ‘Safe Summer in the Bay’ from the 26th December 2015 through to 4th January 2016 inclusive and a 2P time limit apply between the hours of midnight and 7am.

(Spooner/ Jago)

 

2.   Street closure times, parking, transport issues and Butler Street Reserve

 

The following changes were discussed:

·    Close parking in front of the Byron Community Centre between Marvel and the pedestrian crossing from 6am 31/12/15.

·    Close Jonson Street from Marvel through to Byron St from 12noon 31/12/15 to allow time for stage set up.

·    Close the rest (Byron to Lawson Sts) from 1pm 31/12/15 to allow stallholders and other event set up.

·    As per last year, close Lawson St South car park from 6am with stop/go control allowing only stallholders and event personnel to park.

 

Action:

That a draft Traffic Control Plan be brought back to the next meeting (16/9) that takes into consideration:

·    Falls Festival shuttle bus pick up from Butler St side of the railway line

·    Falls Festival shuttle drop off to consider assisting to carry passengers from Soul St home to Suffolk Park area

·    Consider the traffic congestion experienced last year at Marvel/ Fletcher and Fletcher/ Lawson St intersections on NYE.

·    Consider the New Year’s Eve shuttle bus that is proposed to replace ‘Park and Ride’

·    Re Butler St Reserve, note that there will be a Farmers’ Market during the SEPA period (30 or 31/12) and a Community Market on 3rd January 2016. If paid parking is in Butler St Reserve, need to extend time to 1am on NYE.

·    Aim to have the detail of the Traffic Control Plan ready for the Local Traffic Committee meeting on 7th October.

 

3.   Changes to the law re alcohol prohibition and how this may impact on alcohol confiscation on the night

 

The Manager Sustainable Development outlined the changes to the law around Alcohol Free Zones (in place for 4 years and applies to streets) and Alcohol Prohibition (which applies in reserves and parks). We no longer apply for alcohol prohibition each year, alcohol prohibition applies to reserves and parks all year round.

 

The law removed the fine applicable to carrying alcohol in an Alcohol Free Zone, however Police can still confiscate alcohol if they believe the person is drinking, has been drinking or is about to drink.

 

Simon Bennett, Wayne Bertram and Scott Brodie left the meeting.

 

4.   Making Things Happen update and how we can work with the program to raise revenue

 

Revenue and fundraising was discussed. Council have allocated $25,000 towards the Soul Street NYE and First Sun NYD events; Falls Festival’s contribution will be $15,000 this year. This leaves approximately a $20,000 shortfall in the budget to provide entertainment content between 5pm and 1am on NYE.

 

The aim of the ‘Making Things Happen’ program is to provide a platform for attracting financial and in-kind partnerships towards a range of Council initiatives to provide community outcomes.  This is a longer term strategic program and is integrated across a range of initiatives including laneway activation projects, youth employment creation, Byron Greeters and volunteer programs. If a partner decides to contribute towards the ‘Soul St’ or ‘First Sun’ events, the committee will certainly be notified.

 

Discussion points:

·    There is potential to sell exposure for businesses at these events.

·    There appears to be two types of audience – families and ‘fun lovers’.

·    It was felt that more success was likely be approaching high profile businesses for support (eg The Farm, Elements, Bunnings, Flohive)

 

RECOMMENDATION 5.2

 

The Safe Summer in the Bay Project Reference Group recommend to Council that in order to meet the current shortfall in funding of Soul St NYE and First Sun NYD (as experienced for the previous two years also), that savings made from the cancelled Park and Ride project budget be reallocated, up to $20,000, to Soul St NYE and First Sun NYD, noting that the Safe Summer in the Bay PRG are pursuing other sponsorship opportunities.

(Wanchap/ Richardson)

6.        UPDATES TO PLAN FOR NEW YEAR IN BYRON BAY 2015:

A general discussion was held around various aspects of the plan. Falls Festival is being held on 31 December 2015, 1 & 2 January 2016.

Cr Wanchap mentioned she has been talking to high school students about an under 18’s event at The Cavanbah on NYE. The committee requested a detailed proposal be brought to the next meeting.

Action:

The committee requested a ‘progress report’ column be added to the Plan for New Year in Byron Bay 2015 for ease of reporting progress.

 

ACTION LIST: 

1.   That a draft Traffic Control Plan be brought back to the next meeting (16/9) that takes into consideration:

·    Falls Festival shuttle bus pick up from Butler St side of the railway line

·    Falls Festival shuttle drop off to consider assisting to carry passengers from Soul St home to Suffolk Park area

·    Consider the traffic congestion experienced last year at Marvel/ Fletcher and Fletcher/ Lawson St intersections on NYE.

·    Consider the New Year’s Eve shuttle bus that is proposed to replace ‘Park and Ride’

·    Re Butler St Reserve, note that there will be a Farmers’ Market during the SEPA period (30 or 31/12) and a Community Market on 3rd January 2016. If paid parking is in Butler St Reserve, need to extend time to 1am on NYE.

·    Aim to have the detail of the Traffic Control Plan ready for the Local Traffic Committee meeting on 7th October.

2.   The committee requested a detailed proposal about the Under 18’s event at The Cavanbah be brought to the next meeting.

3.   The committee requested a ‘progress report’ column be added to the Plan for New Year in Byron Bay 2015 for ease of reporting progress.

 

8.    date and time of meetings for the year:

16 September to be confirmed

2 – 4pm, 22 October

11am – 1pm, 12 November

9 – 11am, 3 December

Time Meeting Closed:

11:00am