midsumma festival carnival - future use … · in order for this to take effect, an amendment was...

M A R K E T I N G A N D E V E N T S C O M M I T T E E R E P O R T

Agenda Item 5.3

8 May 2007

MIDSUMMA FESTIVAL CARNIVAL - FUTURE USE OF TREASURY GARDENS

Division Community and Places

Presenter Morris Bellamy, Manager Arts and Culture

Purpose

1. To report to the Marketing and Events Committee on the viability of holding future Midsumma Festival Carnivals in Treasury Gardens, as requested by the Council meeting of 24 October 2006; and

2. To consider this matter in context of Council’s ‘Guidelines for Sustainable Management of Events Staged in Melbourne’s Parks and Gardens’ which were endorsed as interim guidelines by the Environment Committee on 3 April 2007.

Recommendation from Management

3. That Midsumma Festival is advised, and supported, to design and stage future Midsumma Festival Carnival events in either Alexandra Gardens or Birrarung Marr, subject to existing bookings, in line with Council’s ‘Guidelines for Sustainable Management of Events Staged in Melbourne’s Parks and Gardens’.

Key Issues

4. Midsumma Festival is Melbourne’s major gay and lesbian community celebration and cultural festival. Council support Midsumma with Triennial funding of $65,000 per annum through Council’s Arts Grants Program. In addition to the Triennial funding, fees for the use of the Carnival venue are waived. In 2007 these were estimated at $109,000.

5. Carnival is the high profile, public closing event of the Midsumma Festival.

6. Carnival attracts over 20,000 people over one day and evening and comprises two entertainment stages, three public bars, dance zones, and 130 (each three x three metre square) marquees used for commercial and community stalls.

7. For over 10 years Carnival was staged in the Alexandra Gardens. In 2006, the Alexandra Gardens became unavailable due to the Commonwealth Games. In light of this, Midsumma Festival was given permission to use Treasury Gardens.

8. In October 2006, Council gave permission for the 2007 Carnival to be staged in Treasury Gardens, subject to certain conditions and evaluation. In order for this to take effect, an amendment was required of the regulations under the Crown Lands (Reserves) Act 1978 by the Minister for Planning permitting Treasury Gardens to be enclosed and used for five days and allowing an entry fee to be charged and merchandise and other items to be sold.

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9. Use of the Treasury Gardens for high impact events such as Carnival does not comply with Council’s “Guidelines for Sustainable Management of Events Staged in Melbourne’s Parks and Gardens”. Updated Guidelines were endorsed as interim Guidelines at the 3 April 2007 meeting of the Environment Committee. The Guidelines state that no events attracting 10,000 people or more are to occur in Treasury Gardens as Treasury Gardens is considered to be only capable of sustaining medium to low level impact events.

10. Council’s “Guidelines for Sustainable Management of Events Staged in Melbourne’s Parks and Gardens” allow for high impact events attracting greater than 10,000 attendees in Alexandra Gardens (50,000) and Birrarung Marr (25,000).

11. Midsumma’s Carnival is a large, diverse and energetic event which requires a substantial open space to operate effectively. This limits the preferred options available to the event given the sustainability, park protection and heritage issues associated with most of Council’s parks and gardens including Treasury Gardens. At this stage, only Alexandra Gardens and Birrarung Marr are considered suitable. It is also noted that Birrarung Marr is currently booked for the February 2009 period as is expected to be unavailable.

12. More detail on the delivery and impact of Carnival in Treasury Gardens is contained in the Background section of this report. In summary, the 2007 Carnival event was well delivered and impacts on the site were effectively minimised. However impacts on Treasury Gardens in terms of reinstatement did occur due to the numbers of patrons and infrastructure associated with events of this size. If events of this nature were to be held regularly in Treasury Gardens the long term effects would be negative.

13. The timing of Midsumma Festival in January/February each year is also a constraint for park reinstatement given weather conditions and water restrictions.

Relation to Council Policy

14. Council policies that relate to this report include:

14.1 City Plan 2010 Strategic Direction 3.5 – “ Protect Melbourne’s distinctive physical character and ensure it continues to develop a strong sense of place and identity” has the objective to:

“Provide and maintain a variety of quality parklands and informal public spaces to meet the passive and active recreational needs of the community”.

14.2 City Plan 2010 Strategic Direction 3.3 – “Promote, celebrate and further develop Melbourne as a City for the Arts and a sporting capital with a rich and vibrant cultural life “ has as objectives to:

“Support Melbourne as a hub of diverse arts and cultural activity”; and

“Support and encourage cultural activity within the public domain”.

14.3 Council’s Arts Strategy in part also states that – “Melbourne celebrates its diverse community and recognises that cultural differences are fundamental to the identity of the city.”

14.4 City Plan 2010 Strategic Direction 3.9 – “ Attract, facilitate and maximise benefits of major City events and festivals ” has the objective to:

“Facilitate the provision of event facilities and encourage major city events and festivals in a range of public spaces throughout the City”.

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14.5 Council’s Parks Policy in part notes that – “Parks are primarily for public use. Any commercial activity within parks must enhance the experience of park users.”

Consultation

15. Consultation with the Department of Sustainability and Environment occurred regarding usage of Treasury Gardens for Carnival and confirmation that “the Minister for Planning had agreed to the making of amending Regulations under the Crown Land and Reserves Act 1978 to facilitate the use of the Treasury Gardens for the event in February 2007.”

Government Relations

16. The Department of Sustainability and Environment, representing the Minister responsible for Crown Land (Minister for Planning) has advised that the Minister’s amendment of the Regulations under the Crown Land and Reserves Act 1978 to facilitate the use of the Treasury Gardens for Midsumma in 2007:

“is conditional on the Council reviewing appropriate sites for Carnival post 2007. The Minister is also aware that there has been some concern expressed in respect to the impact of major events on the Treasury Gardens. The Minister expects that Council will require this issue to be thoroughly assessed through its consideration of any licenses/agreements and event plans for this event.”

Finance

17. The financial impact of Council’s committing to continue its support for Carnival would principally relate to the provision of on-going grant funding under the Triennial Arts Grants, currently amounting to $65,000 (plus CPI) per annum, and the waiving of venue usage fees which in 2007 amounted to $109,000.

18. The current Triennial Arts Grant Agreement is due to expire in 2008, therefore funding beyond next year’s Carnival event will be dependant upon a further successful application by the Midsumma Festival organisers.

Legal

19. The recommendation made in this report is consistent with the role of Council as Committee of Management of Treasury Gardens, Alexandra Gardens and Birrarung Marr.

Background

20. Midsumma Festival is a three week community and cultural festival conducted by and largely for Melbourne’s gay and lesbian community. It takes place throughout six municipalities in over 60 different venues across Melbourne.

21. The high profile closing event is Carnival which takes place in the City of Melbourne in February each year and attracts approximately 20,000+ people.

22. Midsumma receives Triennial (2006 – 2008) funding of $65,000 through Council’s Arts Grants Program. This funding is tagged to opening night celebrations at Federation Square, the city-based visual arts program Queer City, Carnival, and one to two other key arts productions.

23. Carnival took place at Alexandra Gardens for over 10 years, however this venue became unavailable in 2006 due to the Commonwealth Games and permission was granted for the event to take place at Treasury Gardens.

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24. Due to the success of Carnival in 2006, the event organisers applied for permission to stage it again in Treasury Gardens in 2007.

25. At the Council Meeting of 24 October 2006 the following recommendation was made:

1. That Council: 1.1 give approval for the Midsumma ‘Carnival’ 2007 ("Midsumma") to occur in the

Treasury Gardens in February 2007 subject to: 1.1.1 the necessary approval from the State and the responsible Minister under

the Crown Land (Reserves) Act 1978 being obtained; 1..1.2 the negotiation of the necessary licence[s]/agreement[s] between the

Council and the organiser's of Midsumma in respect to the event and the occupation of the Treasury Gardens for the purposes of the event; and

1..1.3 the event organisers agreeing to a bond that will be sufficient to reinstate the gardens subsequent to the event, the submission of an event plan for approval, and compliance with the requirements to Stage 2 water restrictions within the gardens; and

1.2 request the administration provide a report to the Marketing and Events Committee on the viability of holding future Midsumma Festivals in Treasury Gardens.

26. The Minister for Planning, through the Department of Sustainability and Environment, amended the Regulations under the Crown Land and Reserves Act 1978 on 11 January 2007 to allow “Treasury Gardens to be enclosed and used for the period of five days commencing on 9 February 2007 for the purpose of the conduct of the event known as the Midsumma Carnival”. Midsumma were able within this amended regulation to “determine, make and collect a fee for entry”…..and to ….”sell merchandise and other items associated with the event”.

27. The Department of Sustainability and Environment, representing the Minister responsible for Crown Land (Minister for Planning), advised that the Minister’s amendment of the Regulations under the Crown Land and Reserves Act 1978 to facilitate the use of the Treasury Gardens for Midsumma in 2007 was conditional on Council reviewing appropriate sites for Carnival post 2007.

28. Condition and Impact Assessments were commissioned by Council officers on the Treasury Gardens pre and post Midsumma.

29. These assessments were undertaken by Sports Turf Consultants (Aust.) Pty Ltd who divided Treasury Gardens into seven areas and recorded the condition of each area including lawns; garden beds; trees; pathways and kerbing; other features including light poles, bins, seats, drinking fountains, irrigation boxes drain covers. These can be seen in Attachment 1, pre Midsumma Festival Condition and Impact Assessment and attachment 2, post Midsumma Festival Condition and Impact Assessment Report

30. The condition of these areas were rated from A (Excellent) to D (Poor) and their damage was rated from 0 (No Damage) to 4 – 5 (Major Damage).

31. The pre Carnival condition of these Treasury Gardens areas averaged B ratings and the pre Carnival damage averaged 0 – 2.

32. The post Carnival condition of these Treasury Gardens areas averaged C ratings and the post Carnival damage averaged 1 – 3.

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Attachments: 1. Treasury Gardens - Pre Midsumma Festival assessment 7-Feb-07 2. Treasury Gardens - Post Midsumma Festival assessment 14-Feb-07 3. Debrief Report - Midsumma Festival 2007 - FINAL

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33. The majority of lawn areas had deteriorated due to a combination of Festival activities and moisture stress however it was expected that the grass in affected areas would come back following irrigation.

34. There was no significant change to the condition of the garden beds. There was no significant change in the condition of trees in the Gardens and no damage to mulch, stakes and tubes.

35. Damage that occurred during the Festival included seven minor occurrences of graffiti; minor damage to one light pole; one bluestone brick dislodged from the edging around the Sir William John Clarke statue.

36. The cost to Midsumma of reinstatement works for Treasury Gardens post Carnival was $7,555.63, the majority of which was for seeding and fertilizing. In 2006 the cost of reinstatement works was $8,913.13.

37. A Debrief consultation and Report on Midsumma’s Carnival was also provided by Events Melbourne which is included in Attachment 3.

38. In essence, 2007 Carnival was well planned and well managed. All issues that arose in 2006 were addressed and strategies implemented to ensure compliance with City of Melbourne requirements and to minimise further damage to Treasury Gardens from hosting Carnival. The key damage to the Gardens (ground compaction and some degradation of lawn areas) was due to the large number of event patrons associated with any large event within a park.

39. In addition, Midsumma, through Douglas Site Services, undertook to achieve Waste Wise Certification and achieved Bronze status for the event which will be built on in the future with increased environmental and recycling initiatives to be implemented.

40. The Midsumma Carnival Debrief Report recommended that:

“whilst the impact on Treasury Gardens was minimised this year, the use of Treasury Gardens for major events such as the Midsumma Festival is not usually recommended or encouraged by Council, and it would be far preferable for Midsumma to return to Alexandra Gardens or another similar venue where regulations governing the use of the park facilitate large scale events taking place.”

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SportsTurf Consultants (Aust.) Pty Ltd

45 Westerfield Drive Notting Hill VIC 3168 Phone (03) 9574 9066 Fax (03) 9574 9072 www.sportsturf.com.au [email protected]

City of Melbourne

Treasury Gardens Condition & Impact Assessment

Midsumma Festival

February 2007

Michael Robinson & Peter Anderson

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City of Melbourne – February 2007

Treasury Gardens

Condition & Impact Assessment Midsumma Festival

1. Scope Midsumma Festival, Melbourne's annual gay and lesbian festival, is a federation of arts and cultural events spread over six municipalities and located in over 60 different venues across Melbourne. Midsumma is presented over three weeks and four weekends from mid January to February. Several events are being staged in the Treasury Gardens and the gardens were handed over to the Festival organisers on Thursday 8th February. Hand back of the gardens is scheduled for 11am Tuesday 13th February. The Treasury Gardens (5.83 ha) is situated between Fitzroy Gardens and Spring Street on the eastern boundary of the CBD. It includes several large lawn areas, formally structured garden beds, several monuments, significant trees as well as recent juvenile tree plantings. The lawn areas are divided by pathways This report provides a snapshot of the current condition of the Treasury Gardens prior to the hand over to Festival organisers. The condition assessment was undertaken on the morning of Wednesday 7th February. A further assessment will be conducted on Wednesday 14th February, after hand back, so that any damage can be quantified. 2. Assessment Method The Treasury Gardens were divided into 7 areas (figure 1) and the following recorded for each area;

1. Current condition

• Lawns: All lawns were assessed for condition, composition, cover and any damage rated.

• Garden Beds: All garden beds were assessed for condition and any damage rated.

• Trees: All trees were inspected and those with damage rated.

• Pathways and kerbing: All pathways, kerbing and gutters were inspected and those with damage rated

• Other features: Other features including light poles, bins, seats, drinking fountains,

irrigation boxes, drain covers etc were inspected and those with damage rated.

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The following assessment scales were used to assess condition and rate damage.

Condition Rating (lawns & garden beds)

Rating Description A Excellent B Good to very good C Acceptable D Poor

Damage Rating

Rating Description 0 No damage

1 - 2 Minor damage 3 Moderate damage

4 - 5 Major damage

2. Photographs of the general condition of each area and of any specific concerns.

3. Exclusions The public toilets were not assessed as part of this survey. Operational integrity of irrigation systems and lighting was not assessed. 4. Areas Assessed

1

2 3

4

5 7

6

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5. Current Condition • Lawn areas

The dominant grass species in the lawns is kikuyu with ryegrass and couch. The lawns are generally in good condition and providing a suitable surface. Areas along pathways that receive pedestrian traffic are worn and exhibiting bare areas. There is indication of recent sub surface drip irrigation installation.

• Garden beds

All garden beds are well contained with solid edging. They are in good condition and neatly presented.

• Trees

Generally the trees are in good condition with all juvenile trees staked, mulched with watering tubes. Some of the juvenile trees are showing signs of moisture stress. The mature trees situated along the pathways have been mulched. Trees exhibit no major damage.

• Pathways

The pathways through the lawn areas were generally bitumen with either concrete or brick edging. These path and kerbing were in very good condition. The paving in the JFK Memorial was in good condition.

• Other features

Rubbish bins were in good condition with no graffiti. Valve boxes were generally in good condition (only one damaged) Park benches in good condition with no damage to wooden slats Drinking fountains were clean and in good condition. Light poles generally in good condition (one damaged and several with missing covers). Signage was generally in good condition with only minor graffiti. Exterior of toilet block is neat with no graffiti. Monuments, statues etc were all in good condition with no graffiti.

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Lawn Areas

Identifier General condition / damage Composition % Cover ConditionRating

DamageRating

Area 1 Turf cover generally goodThin areas along southern pathGoat tracks cutting cornersTurf cover around toilet block was highly trafficked and beginning to wear

Predominantly kikuyu, ryegrass with some couch

80 B 1

Area 2 Generally good turf coverThin cover soutrhern side and central treeThin cover and compacted soil at western corner

Ryegrass, tall fescue and kikuyuKikuyu dominating western corner

60 B 2

Area 3 Turf cover generally good Thin cover along EW pathwayWheel ruts / damage (~4m2) in SE corner

Ryegrass, some kikuyu 70 B 2

Area 4 Turf cover genrally good especially through cente of lawn and in shaded areasThin cover along path edges, western edge of main lawn and along Spring Street lawn

Ryegrass, Poa amnnua with kikuyu dominating along western side

80 B 1

Area 5 Eastern lawn is bare through centreWestern lawn has good turf cover but is under stress

Kikuyu dominates surface in both lawns with some couch and ryegrass

60 B 2

Area 6 Three lawns in NE corner were of good condition and well maintained

Ryegrass, couch and kikuyu 90 B 1

Several small lawn areas along the slope had thin cover along pathwayHigh population of weeds in these lawns and some sections were unmown (> 15cm)Small damaged area marked with witches hat

Ryegrass, couch and kikuyu 60 C 2

Area 7 Turf cover was generally goodTurf worn around base of park seatsOverall good dense cover

Kikuyu and ryegrass 80 B 1

Treasury Gardens

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Garden Beds

Identifier General condition / damage ConditionRating

DamageRating

Area 1 No gardens present in this area - -Area 2 No gardens present in this area - -Area 3 No gardens present in this area - -Area 4 Garden bed along Spring Street in good condition

Plants showing no damageSome areas devoid of plant coverNo damage or grafitti to concreting surrounding bed

B 1

Area 5 No gardens present in this area - -Area 6 Garden bed along Treasury Place in good condition

Plants showing no damageSome area devoid of plant coverGarden presenting well

A 1

Area 7 JFK Memorial in good conditionPond emptyPlants showing no damageSome areas devoid of plantsGarden presenting well

A 1

Treasury Gardens

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Trees

Identifier Description of damage DamageRating

Area 1 No significant damage to any treesJuvenile trees staked, mulched with watering tubes

0

Area 2 No significant damage to any treesMulched area under avenue of fig trees along pathway (mulch was neat and tidy)

0

Area 3 No significant damage to any treesMajority trees have soil mounded on lower side of slope to catch water (mounds in good condition)

0

Area 4 No significant damage to any treesJuvenile trees staked, mulched with watering tubesSome juvenile trees in stressed statePalms along Spring Street muched at base (mulch is neat and tidy)Some trees with mounding on lower side of slope to catch water (mounds in good condition)

0

Area 5 No significant damage to any treesJuvenile trees staked, mulched with watreing tubesSome juvelie trees in stressed stateFigs along pathways were muched (mulch is neat and tidy)

0

Area 6 No significant damage to any trees 0Area 7 No signifcant damage to any trees

Juvenile trees staked, mulched with watering tubesFigs along pathway mulched (neat and tidy)

0

Treasury Gardens

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Pathways and kerbing

Identifier Description of damage DamageRating

Area 1 Kerbing and pathways in good condition with no damage 0Area 2 Kerbing and pathways in good condition with no damage 0Area 3 Kerbing and pathways in good condition with no damage 0Area 4 Kerbing and pathways in good condition with no damage 0Area 5 Kerbing and pathways in good condition with no damage 0Area 6 Kerbing and pathways in good condition with no damage 0Area 7 Kerbing and pathways in good condition except for minor damage to concrete kerb on SE pathway

Paving in JFK Memorial in good condition with no damage1

Treasury Gardens

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Other features

Identifier General condition / damage DamageRating

Area 1 No damage to rubbish binsValve boxes in good conditionPark benches in good condition with no damage to wooden slatsLight poles in good condition with no damageSignage in good condition with no graffiti except for back of sign near toilet blockConcrete pad of sign in SE corner is cracked/damagedToilet block exterior is neat with no graffitiElectrical meter near toilet block has graffiti

1

Area 2 No damage to rubbish binsValve boxes in good conditionPark benches in good condition with no damage to wooden slatsLight poles in good condition with no damage except for one pole in NW corner which is dentedSignage in good condition with no graffitiDrinking fountain in good conditionHorse trough in Landsdowne Street in good condition with no graffiti

1

Area 3 No damage to rubbish binsValve boxes in good conditionPark benches in good condition with no damage to wooden slatsLight poles in good condition with no damage except for one pole missing coverSignage in good condition with no graffiti

1

Area 4 No damage to rubbish binsValve boxes in good conditionPark benches in good condition with no damage to wooden slatsLight poles in good condition with no damage except for one pole missing cover (centre N side)Signage in good condition with no graffitiRobert Burns statue in good condition with no graffitiHorse hitching post in good condition with no graffiti (existing scratching in concrete pad)

1

Area 5 No damage to rubbish binsValve boxes in good conditionPark benches in good condition with no damage to wooden slatsLight poles in good condition with no damageSignage in good condition with no graffitiSir William John Clarke statue in good condition with no graffitiDamaged possum guard on tree (NE corner)

1

Treasury Gardens

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Area 6 No damage to rubbish binsValve boxes in good conditionPark benches in good condition with no damage to wooden slatsLight poles in good condition with no damageSignage in good condition with no graffiti

0

Area 7 No damage to rubbish binsValve boxes in good condition except for damage to one along west sidePark benches in good condition with no damage to wooden slatsLight poles in good condition with no damage except for one missing cover along western pathSignage in good condition with no graffitiNo damage to JFK Memorial

1

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Treasury Gardens: Area 1 (7-Feb-07) of 44

SportsTurf Consultants (Aust.) Pty Ltd

45 Westerfield Drive Notting Hill VIC 3168 Phone (03) 9574 9066 Fax (03) 9574 9072 www.sportsturf.com.au [email protected]

City of Melbourne

Treasury Gardens Condition & Impact Assessment

Post Midsumma Festival

14th February 2007

Michael Robinson & Peter Anderson

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City of Melbourne – February 2007

Treasury Gardens

Condition & Impact Assessment

Post Midsumma Festival 1. Scope This report summarises the change in condition and damage to the Treasury Gardens following the staging of the Midsumma Festival. The Treasury Gardens were handed over to Festival organisers on Thursday 8th February and back to Council on Tuesday 13th February. Pre and post Festival assessments were undertaken on Wednesday 7th and Wednesday 14th February respectively. 2. Assessment Method The pre Midsumma Festival assessment methodology and condition report was used as a reference and any change in condition or damage noted.

The following assessment scales were used to assess condition and rate damage.

Condition Rating (lawns & garden beds)

Rating Description

A Excellent B Good to very good C Acceptable D Poor

Damage Rating

Rating Description 0 No damage

1 - 2 Minor damage 3 Moderate damage

4 - 5 Major damage

Photographs of the general condition of each area and of any specific concerns were taken.

3. Exclusions The public toilets were not assessed as part of this survey. Operational integrity of irrigation systems and lighting was not assessed.

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4. Areas Assessed

5. Impact of Midsumma Festival • Lawn areas

The majority of the lawn areas had deteriorated due to a combination of Festival activities and moisture stress. Festival set up and pedestrian traffic resulted in the thinning of turf cover in many of the lawns and the development of several hard and compacted areas. There was also a small increase in the size of the pre-existing bare areas in lawns 2 and 5. It is expected that the kikuyu in the affected areas will come back following irrigation or rainfall.

• Garden beds

There was no significant change in the condition of the garden beds. • Trees

There was no significant change in the condition of the mature and juvenile trees within the Gardens. There was no damage to the mulch, stakes and watering tubes surrounding the juvenile trees. There was one large broken branch in Area 2 which was probably damaged by wind rather than vandalism. There were a number of small pieces of litter in the mulched areas under the fig trees.

1

2 3

4

5 7

6

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The soil mounds around the lower side of the trees (used for catching water) in Areas 3 and 4 had been removed after the pre Festival assessment was undertaken.

• Pathways

There was no significant change in the condition or damage to the pathways and kerbing around the Gardens or to the paving in the JFK Memorial.

• Other features

There was no significant change in the condition of rubbish bins, valve boxes, park benches, light poles, signage etc. There was also no damage to the statues and monuments around the Gardens. Damage that occurred during the Festival includes - 7 occurrences of graffiti - minor damage to one light pole, one cover not put on correctly and one missing cover - one bluestone brick dislodged from the edging around the Sir William John Clarke

statue

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Lawn Areas

Identifier General condition / damage % Cover ConditionRating

DamageRating

% Cover ConditionRating

DamageRating

Area 1 Significant wear across majority of lawn area due to pedestrian trafficWear along side of pathwaysCompacted soil conditions in highly trafficked areas

80 B 1 70 C 3

Area 2 Significant areas of worn and stressed turf especially along pathwaysBare ground on SW side of lawn (this area already had thin cover)

60 B 2 50 D 4

Area 3 Thin turf areas along pathsIncreased wear due to pedestrian traffic over entire lawn area

70 B 2 60 C 3

Area 4 General thinning of cover due to traffic and moisture stressThin turf cover along edge of pathwaysSome goat tracks across lawn from SW corner (possible access point)Turf cover along Spring Street has deteriorated further

80 B 1 60 D 4

Area 5 Lawn areas have deteriorated furtherBare area in centre of lawn has increased in size due to traffic and moisture stress

60 B 2 55 C 3

Area 6 Three lawns in NE corner:Mimimal reduction in turf condition (moisture stress)Appears to have not been used during Festival

90 B 1 80 B 2

Several small lawns along slope:Mimimal reduction in turf condition (moisture stress)Appears to have not been used during Festival

60 C 2 60 C 3

Area 7 Turf condition has deteriorataed along eastern pathway and thinned out in several other areasThe northern lawn areas are in good condition and only suffereing from moisture stress

80 B 1 75 C 3

Treasury Gardens

Pre Festival Post Festival

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Garden Beds

Identifier General condition / damage ConditionRating

DamageRating

ConditionRating

DamageRating

Area 1 No gardens present in this area - - - -Area 2 No gardens present in this area - - - -Area 3 No gardens present in this area - - - -Area 4 No change in condition of garden beds B 1 B 1Area 5 No gardens present in this area - - - -Area 6 No change in condition of garden beds

Hydrangeas are showing signs of mositure stress (wilt)A 1 A 1

Area 7 No change in condition of garden beds A 1 A 1

Treasury Gardens

Pre Festival Post Festival

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Trees

Pre Festival Post FestivalIdentifier General condition / damage Damage

RatingDamageRating

Area 1 No significant change in condition of trees 0 0Area 2 No significant change in condition of trees

One broken tree branch to large tree in centre of lawn - suspect wind damage due to height of break (>5m)A number of small pieces of litter in mulched under avenue of fig trees along pathway

0 1

Area 3 No significant change in condition of treesA number of small pieces of litter in mulched under avenue of fig trees along pathwaySoil mounds around base of trees (used for catching water) have been removed

0 1

Area 4 No significant change in condition of treesSoil mounds around base of trees (used for catching water) have been removed

0 0

Area 5 No significant damage to trees 0 0Area 6 No significant damage to trees 0 0Area 7 No significant change in condition of trees

One stake on juvenille elm tree is askew (SW corner near Area 2)0 1

Treasury Gardens

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Pathways and kerbing


RatingDamageRating

Area 1 No significant change in condition of kerbing and pathways 0 0Area 2 No significant change in condition of kerbing and pathways 0 0Area 3 No significant change in condition of kerbing and pathways 0 0Area 4 No significant change in condition of kerbing and pathways 0 0Area 5 No significant change in condition of kerbing and pathways 0 0Area 6 No significant change in condition of kerbing and pathways 0 0Area 7 No significant change in condition of kerbing and pathways 1 1

Treasury Gardens

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Other features


RatingDamageRating

Area 1 No significant change in condition of rubbish bins, valve boxes, park benches, light poles, signage etc. except for; SW light pole - metal cover not put on properly Sticker on park bench (NE corner)Toilet block exterior unchanged Graffiti on electrical meter near toilets still remains

1 2

Area 2 No significant change in condition of rubbish bins, valve boxes, park benches, light poles, signage etc. except for; damage to base of light pole (south end) the dented pole in NW corner was pre existingNo change in condition of drinking fountaing or horse trough

1 2

Area 3 No significant change in condition of rubbish bins, valve boxes, park benches, light poles, signage etc. except for; graffiti on back of no cycling sign in southern corner

1 2

Area 4 No significant change in condition of rubbish bins, valve boxes, park benches, light poles, signage etc. except for; graffiti on roof and sign on door of concrete structure on Spring Street graffiti on possum guard NE corner one light pole missing cover (centre N side) - pre Festival No change in condition of Robert Burns statue and horse hitching post

1 2

Area 5 No significant change in condition of rubbish bins, valve boxes, park benches, light poles, signage etc. except for; bluestone brick dislodged from edging around Sir William John Clarke statue

1 2

Area 6 No significant change in condition of rubbish bins, valve boxes, park benches, light poles, signage etc. except for; graffiti on park seat in NW corner missing cover on light pole (second in from Landsdowne street entry)

0 1

Area 7 No significant change in condition of rubbish bins, valve boxes, park benches, light poles, signage etc. except for; graffitti on park seat (east of pond)No change in condition of JFK Memorial

1 2

Treasury Gardens

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Attachment 3 Agenda Item 5.3

Marketing and Events Committee 8 May 2007

1

MIDSUMMA CARNIVAL Sunday 11th February 2007 DEBRIEF REPORT – FINAL VERSION (AT 1 MARCH 2007) OVERVIEW Midsumma are to be congratulated on a very well planned and managed event. All issues that arose in 2006 were addressed and strategies implemented to ensure compliance with City of Melbourne requirements and to minimise any further damage to Treasury Gardens from hosting Carnival. The damage that did occur included ground compaction due to the large number of event patrons (as expected at any large event within a park), and some increased degradation of the lawn areas/grass coverage. In addition, Midsumma through Douglas Site Services this year undertook to achieve Waste Wise Certification and achieved Bronze status for the event, which will be built upon in the future with increased environmental and recycling initiatives implemented. Road Works

• Due to a section of the mains water pipe being replaced on Spring Street on the day of the event, water to Treasury Gardens was cut off until approx. 11.35am, resulting in a delay in opening the gates to event patrons (approx. 45 minutes). This was an unforseen issue that was in no way the fault of the organisers of the Midsumma Festival. This will be addressed by Events Melbourne for future park events to ensure that a similar situation does not occur again.

Vehicles

• The vast majority of vehicles were kept to pathways and managed well with only a couple veering onto grassed areas which were quickly redirected;

• The Coke delivery truck caused some concern because it was too large to turn easily within the paved areas;

• Not all vehicles had boards placed under them due to lack of availability of boards. Marquees / Stallholders / Vendors

• Two 3m x 3m marquees were placed too close to trees but were moved for the start of the event (one on the edge of the T-Dance area and one at the entrance on the corner of Spring St & Wellington Pde). Some rubbish from the bump in of this marquee was not removed until after the start of the event;

• Some marquees were insufficiently weighted and were taped together for support (Yellow Zone) – e.g. instead of two 3x3m marquees having individual weights on each corner, they shared weights;

• Fire extinguishers were not returned to the site office by stall holders/vendors when packing up and were left on grass and accessible by general public (e.g. Joy marquee);

• The location of City West Water added to the congestion at the central point within the park where all paths met;

• The Fairy Floss vendor arrived at 11.17am and was allowed access (event had not yet opened to the public due to water issues) but final location also caused unnecessary congestion, and also meant that rubbish bins on path between orange and red zones could not be emptied as vendor (with additional vehicle) was blocking the path;

• The IKEA van/trailer driver removed the (permanent) bollard at the Lansdowne Street entrance on arrival to the site because of the size of the vehicle and it would otherwise not have been able to access the park;

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• The buggies could have been utilised more to transport merchandise for the stall holders; • Three display vehicles, fairy floss vendor with vehicle and Melbourne Water display trailer were

not identified on the site plan; • Joy FM places their marquee and generator against a garden bed, as well as having a phone

line place within the trees above their site (still not removed as at 21 February). Permission was not granted to Joy FM to have the line installed in the first place.

Catering / Bar areas

• Having one catering company located in three distinct areas worked very well, however the back of house area (yellow/orange zone border) was very untidy and not partitioned off from the general public with many uncovered cords exposed;

• Bars did not serve drinks in glass containers; • Sullage removal may not have been communicated to all catering staff because at least one

instance was witnessed of pouring sullage onto a tree base; • Security were not always present in the licensed bar areas.

Stages

• For both the T-Dance stage and the Swiss Navy Main Stage, cords remained uncovered until after the event had begun, however they were eventually covered;

• The lighting to stage left of the T-Dance Stage was too close to the tree canopy but was unable to be moved. The light was only intended to be used for approx. 2 minutes at the end of the event and a fire extinguisher was on hand if necessary, however no infrastructure should interfere with any tree canopy.

Zones / Areas

• Event staff allocated as zone managers on the Contact Sheet were not actually on site on the day of the event which was particularly concerning for the Kid Zone area;

• The weighting of the Bouncy Castle was deemed insufficient by CoM and two buggies were commandeered to provide extra weighting during the event. Unfortunately one buggy was untied by event patrons and pushed to the green zone, leaving the castle insufficiently weighted again. Council staff felt it necessary to close the area off and it was eventually shut down as no-one was managing the area. Suggestion by organisers that gators would be used in 2008 instead of buggies. Perhaps they can also be stored in a secure area or next to Site Office (under supervision) when not in use. Staff also need to maintain a slow speed when driving the buggies/gators.

Toilets

• Rainbow Toilet units were bumped in at the wrong time, therefore the Melbourne Water Bubblers

were not able to be used at the event due to lack of space. Taps were placed on the side of one toilet block to provide free drinking water instead;

• When the set up of the T-Dance zone commenced, the toilet facilities on Tim Wilson Grove were removed from public access and this greatly increased the pressure on the other facilities (and garden beds!) available.

Signage

• Signage on the exterior fence advising the general public about the closure of the Gardens for the event was hard to see and may have communicated the message better had they been larger in size;

• Signage in general (toilets, emergency access points etc) was not large enough; • The Waste Wise signage for the event did not arrive with the bin caps and therefore could not

be displayed at the event; • The Midsumma Festival signage went up on Saturday but it would have been great had it gone

up as soon as the fence did (fly the flag!) as many people did not know why the fence was being erected, or that the Gardens would be closed on the day of the event. Perhaps some cheaper signage could be displayed during the bump in period;

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• During bump in when the Gardens were still open to the general public, additional signage advising people walking through the park would have been beneficial (something like “Please watch out for vehicle movement within the park” or similar message);

• Having site numbers for stall holders on location was a great initiative, however the signs were not adhered to the marquees or trestle tables so most blew away. Perhaps in 2008 site numbers can be spray-painted onto the relevant grass area.

Waste

• The skips on Lansdowne St were very full so potential existed for rubbish to blow back into Treasury Gardens or Fitzroy Gardens;

• Skips within Treasury remained on site until Wednesday morning (14 February); • Steve Hunter from Douglas Site Services reported that the recycling from the event far exceeded

expectations and the reports are due in the week of 26 February 2007. Steve will forward reports once received.

Feedback from Citywide

• All infrastructure in park was in good condition with only 1 mark on a pathway, and the bollard on Lansdowne Street needing to be reaffixed (it was already loose prior to the event);

• Toilet facilities were returned in great condition and the key was returned to the Citywide site office on 12 February.

RECOMMENDATIONS FOR 2008

• Consider all points above in planning for the 2008 event; • Whilst the impact on Treasury Gardens was minimised this year, the use of Treasury Gardens for

major events such as the Midsumma Festival is not usually recommended or encouraged by Council, and it would be far preferable for Midsumma to return to Alexandra Gardens or another similar venue where regulations governing the use of the park facilitate large scale events taking place;

• Each zone or area for future events be allocated a paid staff member to be the on-site Manager on the day of the event, particularly areas such as the Kids Zone;

• Shade provided for Kid Zone area; • Security to be stationed at permanent toilet blocks (not just for cash room); • As many patrons bring their own picnics and drinks, it is suggested that more of the event

footprint be given over to the facilitation of this activity, and less of the event footprint dedicated to licensed bar areas;

• The Waste Wise Certification process begin at the start of the planning phase of the event, to allow further initiatives to be undertaken (e.g. stallholder briefings) in order to gain Silver or Gold status in 2008;

• An experienced Risk Management Officer be appointed to conduct site safety inspections and manage incidents as they arise on event day;

• The security company staff employed for the event to be briefed thoroughly on their responsibilities by Midsumma prior to start of event;

• When setting up the T-Dance area, the toilet facilities within that zone should remain open to the event patrons and could be cordoned off from the T-Dance area by placement of security guards or temporary barricading;

• All cables should be covered with cable ramps and not carpet because on windy days the carpet is blown off the cables causing a more significant trip hazard than the actual cables;

• Large signage at emergency access points easily identifiable for emergency services (e.g. Gate A, Gate B, Gate C, etc);

• Cleaning crews to work as a consolidated line sweep initially when undertaking litter picking on the day after the event, instead of having members allocated to different lawn areas;

• Involve Ranger Leilani (!) in the dog show to promote dogs on leads in the gardens; • Plan for weather contingencies, e.g. if windy then have one staff member allocated to check

all market umbrellas, jumpy castles, marquees etc are properly secured and weighted; • Ensure free water is available in a highly visible spot.

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COMMENTS FROM ORGANISERS

• In 2008 Midsumma will look to decrease the CO2 footprint of the event with the aim of eventually making the event a carbon neutral festival. They hope to achieve this in actions to minimise emissions, and by conducting activities to offset the emissions created. Midsumma are already in discussions with the Moreland Energy Foundation.

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Agenda Item 5.3Marketing and Events Committee

8 May 2007

FINANCE ATTACHMENT

MIDSUMMA FESTIVAL CARNIVAL – FUTURE USE OF TREASURY GARDENS

The financial impact of Council’s committing to continue its support for Carnival would principally relate to the provision of on-going grant funding under the Triennial Arts Grants, currently amounting to $65,000 (plus CPI) per annum, and the waiving of venue usage fees which in 2007 amounted to $109,000. The waiving of fees would need to be recorded as an in kind contribution to as it represents an opportunity cost to Council.

The current Triennial Arts Grant Agreement is due to expire in 2008, therefore funding beyond next year’s Carnival Event will dependant upon a further successful application by the Midsumma Festival organisers.

Joe Groher Manager Financial Services

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Agenda Item 5.3Marketing and Events Committee

8 May 2007

LEGAL ATTACHMENT

MIDSUMMA FESTIVAL CARNIVAL – FUTURE USE OF TREASURY GARDENS

The recommendation made in the report is consistent with the role of Council as the Committee of Management of Treasury Gardens, Alexandra Gardens and Birrarung Marr.

Council was appointed Committee of Management of Treasury Gardens on 1 August 1929, Alexandra Gardens on 16 May 1923 and again pursuant to the Melbourne (Alexandra Gardens) Land Act 1974, and of Birrarung Marr on 3 September and 12 November 2004.

Pursuant to Section 17(2)(a) of the Crown Land (Reserves) Act 1978 a Committee of Management may grant licences to enter and use any portion of such land for any purpose consistent with the purpose of the reservation of the land for a period not exceeding three years.

Kim Wood Manager Legal Services

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midsumma festival carnival - future use … · in order for this to take effect, an amendment was...

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