afl grand final centre square club - … · to advise the environment committee of a proposal from...

E N V I R O N M E N T C O M M I T T E E R E P O R T Agenda Item 5.6 5 June 2007

AFL GRAND FINAL CENTRE SQUARE CLUB

Division Commerce & Marketing

Presenter Peter Stewart, Manager Events Melbourne

Purpose

1. To advise the Environment Committee of a proposal from the AFL to introduce a corporate hospitality venue within Yarra Park for Grand Final week 2007 and to seek endorsement to further consider the proposal.

Recommendation from Management

2. That the Environment Committee requests the administration to:

2.1. seek the views of the relevant Minister/s regarding the proposal to establish a corporate hospitality venue known as The Centre Square Club within lawn 8 in Yarra Park for Grand Final Week 2007;

2.2. investigate the necessary legal requirements including the requirements of the Crown Land (Reserves) Act 1978 and Melbourne Parks and Gardens (Joint Trustee Reserves) Regulations 1994;

2.3. undertake further consultation with residents;

2.4. explore options with the AFL for alternative sites for the event; and

2.5. provide a report to the next Council meeting on progress made to allow further consideration of the proposal.

Key Issues

Parking

3. The establishment of the Centre Square Club would involve 850 car parking spaces in Yarra Park being unavailable to patrons during the 2007 Grand Final Series. The MCC were consulted and they advised that they would be prepared to accept the reduced number of parking spaces. This was deemed by Council staff to be beneficial for the following reasons:

3.1. the August 2005 Council meeting resolution 5.5 section 1.6 stated that “…..carparking in Yarra Park cease upon completion of this 5 year agreement”. The establishment of the Centre Square Club assists in moving towards this resolution;

3.2. the Parks and Recreation Branch of the City of Melbourne advised that providing appropriate processes were undertaken the impact on Yarra Park from the Centre Square Club would likely be less than the impact of the cars parking in this location;

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3.3. in previous discussions with local residents, parking in Yarra Park was seen as detrimental to the long term sustainability of the park; and

3.4. the completion of the William Barrak Bridge has provided easy access to CBD carparks, particularly at Federation Square, for patrons unable to park in Yarra Park.

Sustainability of Yarra Park

4. In addition to the Centre Square Club having less impact on the park than the parking of cars:

4.1. the use of the park for this purpose fits within Council’s “Sustainability Guidelines for Events in City of Melbourne Parks”;

4.2. extensive park protection measures would be required of the AFL during bump in, operation and bump out; and

4.3. the AFL would be required to pay for any reinstatement that may be required to bring Yarra Park back to the state in which it was supplied to the AFL.

Long term vision of Grand Final Week

5. Shared by the AFL and the Council, the long term vision for Grand Final Week is to establish a variety of out of stadium activities that appeal to a range of community sectors. These are designed to encourage visitation to the city during Grand Final Week and to provide opportunities for patrons unable to purchase a ticket to have a Grand Final experience or to encourage ticketed patrons to extend their visit and add value to their experience. Elements already established in previous years towards this vision include:

5.1. Monday Brownlow Live: free to the public activities in Federation Square:

5.1.1. 12pm-2.30pm – Main Stage – Federation Square;

5.1.2. 12pm-1.00pm - Fashion Panel and Show (including designers and stylist from the Fashion Incubator and Henry Bucks);

5.1.3. 1pm-1.30pm – Gorgeous Cosmetics Show; and

5.1.4. 1.30pm-2.30pm - Brownlow Medal Footy Panel.

5.2. Tuesday Kicks For Kids: A day to have fun with footy heroes free for children:

5.2.1. 10.30am-11.30am – NAB AFL Auskick Clinic in Birrarung Marr;

5.2.2. 12pm-2.30pm – Main Stage – Federation Square;

5.2.3. 12pm–12.30pm – Main Stage Activities including Dipper and NAB AFL Auskick program; and

5.2.4. 12.30pm-1.30pm – Main Stage: Brownlow Medallist, Coleman Medallist and NAB Rising Star Winner (Subject to Player Availability).

5.3. Wednesday Idol’s Live: Free Australian Idol’s Live Concert:

5.3.1. 12pm-1.15pm – Main Stage – Federation Square; and

5.3.2. Australian Idol 12 finalists & Young Divas live on stage including autograph sessions with the 12 finalists.

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5.4. Thursday Heroes Day: Grand Final Footy Preview Panel:

5.4.1. 12pm-2.30pm – Main Stage – Federation Square & Birrarung Marr; and

5.4.2. Grand Final Footy Preview Panel, presented by Kellogg’s Nutri Grain.

5.5. Friday Footy on Parade: A day to salute our heroes:

5.5.1. 12.15pm – 1.10pm – Toyota AFL Grand Final Parade starts at Victorian Arts Centre, St Kilda Road and finishes at the Old Treasury Building, Spring Street;

5.5.2. 1.30pm-2.30pm – Main Stage – Federation Square; and

5.5.3. BigPond Band On Demand SMS Competition. See one of four top Australian Bands play live in Federation Square.

5.6. Saturday Grand Final Live on the Big Screen: Punt Road Oval Live Site:

5.6.1. From 11am: Enjoy interactive footy activities, Grand Final Sprint heats, the Mascot Manor Characters and corporate partner live sites;

5.6.2. 1.30pm - 5.30pm - Toyota AFL Grand Final live on the big screen; and

5.6.3. 6pm – 8.30pm – After match live concert & live presentation of the winning team.

5.7. September Club: Established in 2006, this higher end corporate dining facility was established to cater for AFL sponsors and their guests.

5.8. The establishment of the Centre Square Club increases the value add opportunity that AFL clubs can offer to attract corporate patrons. These patrons, particularly when attending from interstate, are a key target sector for Melbourne retail businesses while they are visiting.

Public Consultation

6. In previous years the establishment of both the Punt Road Live Site and the September Club involved extensive consultation with local residents through the East Melbourne Residents Association. The Centre Square Club concept was also required to undergo a similar process. Regrettably promotion of the Centre Square Club commenced prior to this consultation being completed. This led to confusion amongst stakeholders and a perception that this process was not being adhered to in this instance. In order to ensure that this situation does not occur for future events the following elements have been added to the existing Events Permit Process.

6.1. any event that requires public consultation must conduct that consultation prior to an “In Principle” approval being issued. (Attachment 1);

6.2. “In Principle” approval letters to have the following clause inserted. “This In Principle approval is to allow for planning to progress. It is not final approval for your event and any advertising or promotion should not be done until such time as Council has issued an Event Permit.” (Attachment 2); and

6.3. any event that is deemed not to require public consultation must be signed off by the Manager, Events Melbourne prior to an Event Permit being issued.

7. Representatives of the East Melbourne residents were sent documents outlining the AFL Centre Square proposal in May 2007 for comment. Additional information was forwarded on request.

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8. On Friday 1 June 2007, a meeting was facilitated by the City of Melbourne between representatives of the East Melbourne residents and the AFL. The residents are currently reviewing the proposal from the AFL before commenting.

Time Frame

9. The Centre Square Club will commence bump in on Monday 3 September and be completely bumped out of Yarra Park by Friday 4 October.

Relation to Council Policy

10. 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”.


“Promote, celebrate and further develop Melbourne as a City for the Arts and a sporting capital with a rich and vibrant cultural life” has objectives to:

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

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


“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”.

Finance

13. The AFL will be charged a fee of $75,000 for use of the space in Yarra Park in accordance with existing event fee charges. This figure is well in excess of the equivalent fee payed by cars using this space.

Legal

14. It will be necessary to consult with the Minister and DSE about the proposal and the recommendation from management recognises this. Legal advice will be provided on the issue as required.

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Attachments: 1. “In Principle” approval letter 2. Event Permit Approval Process 3. AFL Centre Square proposal

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Background

15. In December 2006, the AFL approached Council with a proposal to establish a corporate hospitality venue to be known as the Centre Square Club within Yarra Park for Grand Final Week 2007. This venue would be similar in concept to the September Club which was established in 2006.

16. Throughout December and January discussions were held between CoM staff and AFL event staff to further the concept. On 6 Feb 2007, Events Melbourne staff informed the AFL by email to include the East Melbourne Residents Group in the public consultation process and contact details were provided. This is the standard process for the event organiser, in this case, the AFL, to conduct the public consultation as it is the event organiser who is best placed to answer queries regarding their event.

17. In March and April, site meetings with event organisers were conducted to determine the feasibility and operational logistics for the event – again, normal process for any new event in its conceptual stage.

18. On 5 April 2007, when the concept was advanced sufficiently to be a viable event, a briefing paper was sent to Lord Mayor, Deputy Lord Mayor, Councillors, Chief Executive and Directors. All were advised simultaneously of the event application at this time. The briefing paper advised that no permit/approval will be given prior to consultation with neighbouring residential groups and all “Event permit” requirements had been met by the AFL.

19. Following a request for further information, the AFL were invited in to present to Councillor Information Exchange Session on 22 May 2007. At the conclusion of the presentation, Councillors requested this paper be brought to the Environment Committee.

20. The September Club was a high level corporate hospitality venue located within Yarra Park for the 2006 Grand Final. It was approved following extensive consultation with the MCC, local residents and the Parks and Recreation Branch of the City of Melbourne. The September Club ran successfully in 2006 and will be operated again in 2007.

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Date xxxx xxxx xxxx xxxx xxxx Email: Dear USE OF SPACE FOR Please be advised that this event is approved in principle, subject to receipt of all requested event plan documentation for the . Please note, that this an “Approval in Principal” and is not final approval for your event. This ’ In Principle’ approval is to allow for planning to progress. It is not final approval for your event and any advertising or promotion should not be done until such time as Council has issued an Event Permit. Should you have any queries in relation to this event, please do not hesitate to contact …………………………………… Yours faithfully Sandro Meloni Program Manager – Event Operations Ph 9658 9142 Fax 9658 9931 E-mail [email protected] Customer Contact EP # CoM Reference 4165899

City of Melbourne PO Box 1603 Melbourne Victoria 3001 Australia Hotline 61 3 9658 9658 Facsimile 61 3 9658 8880 [email protected] www.melbourne.vic.gov.au

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Attachment 1 Agenda Item 5.6 Environment Committee 5 June 2007

Introduction The in-ground dining options on Grand Final day are at full capacity and therefore the AFL and its major stakeholders need to find alternative options to house the demand from the corporate market and the wider football public. The popularity of this event is ever increasing and the AFL aims to continue to maintain its status as market leader in the sports industry by providing innovative and quality based opportunities for its clients. Hence the long term objective of the AFL and AFL Clubs is to create an official AFL Grand Final Village around the MCG and Melbourne Park precinct to accommodate all support streams. The vision over the next five years is to establish a choice of environments where corporate clients, club members and general supporters can congregate for the ultimate Grand Final entertainment experience.

We are talking about a significant change to Grand Final Entertainment. Establishing a party ticket that is as hotly contested as those for the match!

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The AFL and its Clubs are keen to establish an AFL hospitality product to capture the imagination of the corporate market and produce a better commercial result for AFL clubs and the AFL via:

Significantly improved offer to the marketplace - international headline entertainment, top class boutique environments

Change in the nature of dining options Consistent, controlled pricing Move from wholesale to retail model Flow on revenue opportunities - sponsorship, merchandise, food & beverage Economies of scale Opportunity for expansion Increase interstate & international visitation to Melbourne Increased financial returns to clubs Stability in the Grand Final product offering

Consequently, Centre Square has been developed. It will be designed and constructed using the most modern facilities, furniture and fittings and complimented by an extensive landscape design. This central precinct will create an informal yet vibrant atmosphere for corporate clients on the day. The development of this environment follows on the outstanding success of the September Club which caters for the AFL’s Corporate Partners. The implementation of Centre Square is the first step in the long term strategy of the AFL to build the Grand Final week celebrations culminating in that one day in September.

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In future years there is the potential for this environment to accommodate the majority of corporate clients experiencing hospitality outside of in-ground dining. Moreover, the plan also involves the development of member and Club supporter precincts which will further enhance the overall excitement that surrounds Grand Final day. The environments which are to be created will cater for the AFL Club ticketing which is currently sold to corporate clients with a dining component at venues around the City of Melbourne and surrounds. The current product offerings vary from club to club, as does the standard of service and delivery. Centre Square will offer a much improved product offering to the market place, enhancing clients Grand Final day experience.

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Site Plans Following is the preliminary site plan for the Centre Square Hospitality Village. The plans depict two separate dining areas:

1. Cocktail Dining marquee – 20m x 90m facility (located at northern end of Lawn 8)

2. Sit Down Dining Marquees – a range of marquees (15m x 35m & 20m x 35m structures located at southern end of Lawn 8)

In addition a covered area of 20m x 50m is identified which will house the entertainment stage and provide shade for the patrons attending the event. All permitting requirements and operational aspects relating to Centre Square will be managed in conjunction with City of Melbourne’s Events Melbourne Branch.

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Preliminary Consultation The AFL and its appointed project manager (Momentum Event Management) have been in constant communication with the Events Melbourne Branch of the City of Melbourne during the development of the Centre Square precinct. Preliminary site meetings have been conducted with members of various departments within the City of Melbourne to outline the proposed program for the site and identify any relevant issues. To date these discussions have been very beneficial to all parties and it is our intention to maintain this level of communication throughout the project. Site Preparation In order to meet the stringent requirements of the City of Melbourne and to ensure minimal impact, the AFL through its appointed Site Management team will meet with the Parks and Recreation Department to develop an appropriate strategy to manage vehicular and equipment movement to and from Lawn 8 of the Yarra Park. Upon thorough inspection of the site and documented handover between the City of Melbourne (Events Melbourne and Parks & Rec), Citywide Park Care and Momentum Event Management a temporary fence will be installed to enclose the southern side of the event site. This perimeter fence will enclose the proposed marquee site (southern end) and garden area (central) as identified on the site plan.

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Lawn 8 is used as a car park during the AFL season and is impacted accordingly due to vehicular movement. The City of Melbourne and its appointed Car Park Managers ensure that most of the vehicle movement is singular directional which minimizes damage to the natural surface. Our goal is to use this methodology when delivering to the site and working on the site and establish a workable model that continues to preserve the turf surface. This process will significantly reduce vehicles driving over the proposed event site and providing every opportunity to prepare the site to its best possible standard. Movement of equipment will be via the use of forklifts and crane trucks equipped with all surface tires. There will be circumstances during the build period whereby regular vehicles will access the perimeters of the event site for the installation of temporary infrastructure such as toilets, containers, refrigerated containers, electrical and plumbing connections. These movements will be managed with a focus on ensuring minimal damage to the site.

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Site Installation The size and magnitude of the proposed build will require the site to be partially occupied from Monday 3rd September 2007. We propose that the build will be conducted in two phases in order to enable part of Lawn 8 to be utilized in the 1st week of AFL Finals for car parking requirements should a match/s be played at the MCG. As of the 10th September the entire Lawn 8 will be fenced and off limits to public access and car parking until the removal of all infrastructure from the site. The infrastructure that will be delivered to the site will include but not limited to:

• Scaffold • Staging • Marquees • Temporary site offices • Temporary toilets • Water Tanks • Landscape products i.e. paving tiles, timber, soil, sand, plants, sculptures • Water features • Audio Visual equipment • Fencing • Catering equipment – ovens, sinks, dishwashers, cooking equipment • Refrigerated Cool rooms • Storage Containers • Bobcat, Forklift, Mobile travel towers, mobile cranes • Flooring material – pro floor, terraplas timber sheets • Furniture – tables, chairs, lounges, ottomans etc • Custom Display Equipment – custom bars, display units,

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Equipment will be delivered to the site to designated drop off areas. The proposed program of installation will involve the following stages:

1. Scaffold construction to lay the foundation for marquee structures 2. Marquee structures erected utilizing a combination of anchoring

mechanisms in keeping with the directions of the Parks & Rec. Branch of the City of Melbourne.

3. Preparation and management of turf area for central garden display. 4. Installation of Electrical & Plumbing fitout. 5. Installation of temporary infrastructure – Toilets, Water Tanks,

Containers etc 6. Installation of Custom Display items 7. Installation of custom landscape design 8. Installation and fit out of main stage 9. Installation of Audio Visual and Lighting

10. Installation of Catering marquees and equipment. The details of the installation program will be further negotiated with the City of Melbourne. The following build schedule summary is provided in order to give a preliminary understanding of the sequence of activities proposed for the site. This schedule will be updated in the coming months and a final plan will be submitted prior to the commencement of the project

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Marquee Installation As identified previously, the corporate dining marquees will be erected onto scaffold platforms to ensure minimal damage to the turf surface and also assist with the leveling of the site. We will, wherever possible, utilize one tonne concrete weights to stabilize and secure the marquee structures, however in some instances we require approval to secure the marquees by pegging into the surface. The marquee pegs are one metre in length and are driven into the ground. The method of removal is by a peg extractor which ensures minimal impact to the soil surface. A plan identifying the proposed pegging locations is attached for your reference. Highlighted in red are the proposed pegging locations and in blue are the concrete weights distribution points. We acknowledge that there may be some areas of concern with regard to pegging, however, we believe that we can manage these effectively. We have canvassed initial plans from the Dial before you Dig service to identify the services which exist in Lawn 8. Our preliminary examination suggests that there are no major services in existence where the potential pegging locations are identified. Pegging will be subject to negotiation with City of Melbourne Events Melbourne and Parks & Rec. Branches. To further satisfy ourselves and the City of Melbourne, it is proposed that an inspection of the site utilizing a services locator will be undertaken to satisfy all interested Stakeholders that the site and surrounding areas and more importantly contractor safety is maintained at all times. Fortunately, the central area of Lawn 8 is free of extensive tree root systems. We would welcome an open communication with the City of Melbourne and relevant stakeholders to establish a workable model that satisfies the interests of the parkland and allows a safe installation of the infrastructure proposed for this event.

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Landscaping Works We will be implementing a significant landscape design within the central area of the Centre Square which will incorporate decking, paving and some key design pieces.

Turf Maintenance – The maintenance and improvement of the existing turf in the central area of Centre Square will be a key focus during the build phase. We anticipate some top dressing/leveling, fertilizing, watering (imported) and re-sodding to ensure top quality lawn area for Grand Final day. We will secure the central area and minimize contractor traffic during the entire build.

Clean-up – The site will be cleaned prior to the completion of each day during build and dismantle phases. A final thorough clean and inspection of the site will take place at the end of dismantle.

There will be no long term damage to the grounds. We plan to implement re-turf maintenance which may even result in an improvement to the site. All restoration will be to the standard required by the City of Melbourne. Other Infrastructure All other relevant infrastructure will be installed or constructed in accordance with relevant regulations and acts. Of paramount importance will be the health and well being of the contractors working on the project as well as those members of the public who utilize the Yarra Park precinct. A detailed site induction will be undertaken with each contractor to ensure that the rules governing the park and its operation are adhered too at all times.

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Summary The AFL and its Clubs are fully committed to the successful delivery of this project. We believe that with thorough consultation and open dialogue with the City of Melbourne and its residents a beneficial outcome can be achieved with minimum impact to the park and the surrounds. The September Club and Centre Square will become the cornerstone of activities that surround Grand Final Day celebrations and we look forward to developing our goals and visions in a harmonious environment with all key stakeholders. Centre Square very much forms the long term strategy for the AFL and Clubs for a centralisation of Grand Final week. A number of corporate packages for Centre Square are being sold interstate and as Centre Square grows we expect continued incremental growth of vistors to the City of Melbourne from interstate and internationally. As stated in our introduction, Centre Square has the ability to incorporate other hospitality offerings at various levels. Centre Square will become our signature product in line with world best practices.

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5. Melbourne Event Operation Centre(if required)

PreparationBook Kulin Room x9829Arrange catering (at cost of eventorganiser)Email security control room with list ofattendeesPrepare a MEOC log document

On or before event dayCups, tea, coffee, sugar and milkToilet passes for visitorsKeys to cupboards on Level 4 CouncilHousePick up phones and fax machine fromLevel 5 Council HouseCharge two way radiosGo through evacuation procedure at startof meeting (familiarise yourself with whatit is)

6. Post Event/DebriefPre DebriefBook room, hospitality request formPrepare agenda outline issues/points todiscussIf no debrief necessary, contact parties toverbally close / finish event

Post de-briefSave any digital images and emails regardingevent to docs and attach to VantiveMake note of Corporate File number and anydocs references in VanitveDebrief & Thank you Letter sent to customer(docs no _________)

At DebriefRaise issues for discussion with proposedresolution for next year

No Public Consultation is Required

Public Consultation is Required

1. If the impact on Residents/Traders is of a low to mediumlevel, consultation can be sought through a Letterbox Drop

2. If the impact on Residents/Traders is of a high or sensitivenature, a Public Meeting is to be facilitated

Residents/Tradersgenerally DO support the

Event

Residents/Traders DONOT support the Event

Does the Event meet all CouncilPublic Space Usage Guidelines?

Does the Event have an impact on LocalResidents and/or Traders outside normal

accepted levels?

No

Prepare Report forCommittee Decision

Decline Approval

“No”Issue Approval

Public Event Notification

3. Public Consultation

“Yes”

OR

No

Yes

Yes

2. Event Plan

Once all event plan and public consultation requirements have been satisfied, an “in principle” agreement approval letter, docs no _____, can be issued. A Team Meeting should be sheduled andoccur 3 weeks before the event date

Plan should outline placement of pedestrian access areas, crowd control barricades, temporary fencing, security personnel and event marshals. Itmust also clearly outline how pedestrian flow will be maintained and how any congestion points will managed

Emergency Management Plan

Traffic Management Plan

Waste Management Plan

Does part of the event incorporate theuse of a Park, Garden or Reserve?

Communication Plan

Is there any food component in thisevent?

Does alcohol form part of the eventplans?

Must comply to AS 1742.3 - 2002, and be sighted by ESG. It must list times of road closures, tram or bus stoppages and highlight all infrastructureincluding barricades, road signs and variable message signs. Notices of any tram or bus stops advising of any route changes should be made.

Must properly address issues relating to waste collection and have a waste wise rating. Should list contact numbers of contracted cleaners, numberand location of any extra bins, times of installation and removal of bins and times and contacts for street sweepers.

Facilitate liaison with Parks and communicate with relevant Parks Officer

Must include copy of draft letter to stakeholders, list of identified stakeholders and draft of advert to go into newspapers. There should also be detailsof when the letter box drop will take place and the exact location that will be covered. Must be approved by events team prior to distribution.

Facilitate liaison with Health Services to ascertain if a temporary food handling permit is required and communicate with Health officer.

Advise customer that a Liquor License will be required, this can be obtained through Liquor Licensing Commission and ensure alcohol is captured inthe risk plan

Have they provided a copy of theirPublic Liability Insurance

Is City of Melbourne noted as an interested party and it covers to the value of $10 million, unless there are fireworks involved in which case $20 millioncover is required. If unsure check with Peter Athanassiadis.

Does the event include structures,occupying 100sq mtrs or more?

A Temporary Structure Occupancy Permit and/or a Division 2 Place of Public Entertainment Permit from Building Control, contact Joe Denaro on ext8515

Event Overview

Pedestrian Management Plan

The plan should contain an introduction including history, date(s) time(s), location(s), site plan, contact details and an overview of what will occur duringthe event

Is there any street trading component tothe event? Facilitate permission from Street Trading Team, Street Activity ext 8454.

Is there any request for reservedparking or fundraising? Advise customer to identify locations and liaise with Permits Team for TSAs, Street Activity Ext 9764

Is there an entertainment component? Does the entertainment add any new angle to the event such as noise / live music? Division 2 Place of Public Entertainment Permit may be requiredfrom Building Control, contact Joe Denaro on ext 8515

Does the Event require planning orHeritage approval? Refer Event Organiser to CoM Planning Process and/or Heritage Victoria

Must outline evacuation assembly areas, contacts and be checked against the risk classification check list document (docs no ____). The plan shouldoutline times of warden & marshal briefing, include a comprehensive list of wardens and list location of first aid areas.

Event ApplicationReceived

Event logged in EP,customer advised offorthcoming timelinesincluding event plan,

due date,requirements sent out

(docs _________)

Are there any majorissues from last year

to address?

Arrange Meeting todiscuss with Event

Organiser

YesNo

1. Event Application

4. A-Team Meeting(if required)

A-Team Sub Meetings

Meetings scheduled according to requirements forEmergency, Services and Traffic Sub Groups. Meetings mayoccur more than once, either together or in separate subgroups, depending on scale of event.

Approval Letter

Once all parties are satisfied issue customer with approval letter(docs no.________)Issue an FYI email (event notification email docs no._________) toall contact groups

Final A Team Meeting

Final verbal “ok’ from Authorities, Emergency Services,ESG, Peter Stewart & Sandro Meloni. This should takeplace two weeks before event.Sign off by Manager Events

Melbourne

Event Approval Process Map of 24

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Agenda Item 5.6 Environment Committee

5 June 2007

FINANCE ATTACHMENT


The AFL will be charged a fee of $75,000 for use of the space in Yarra Park in accordance with existing event fee charges. This figure is well in excess of the equivalent fee payed by cars using this space.

Joe Groher Manager Financial Services

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Agenda Item 5.6 Environment Committee

5 June 2007

LEGAL ATTACHMENT


Yarra Park is reserved as a public park under the Crown Land (Reserves) Act 1978 (“Act”).

The Council and the Minister are the joint trustees of Yarra Park with the Council being appointed the Committee of Management of Yarra Park pursuant to the Act.

The Yarra Park Parking Agreement (“Agreement”) between the Minister and Council is dated 28 October 2005 and permits parking for events in the sport and recreation precinct area bounded by the Yarra River, Punt Road, Wellington Parade and Birrarung Marr subject to the terms of the Agreement.

Clause 4(a) of the Agreement provides that, with the agreement of the Minister, part or all of the park can be closed off to vehicles for specific occasions after taking into account criteria including the need for full availability of parking spaces on the occasion of the Grand Final. This enables the reduction in carspaces available under the Agreement.

Section 17B allows the Council with the consent of the Minister to grant licences over reserved land. As Yarra Park is reserved as a public park under section 4(1)(w) of the Act, in deciding whether to consent to a licence, the Minister is required to be satisfied on the matters specified in section 17B(2(ii) of the Act.

In addition, clause 32 of the Melbourne Parks and Gardens (Joint Trustee Reserves) Regulations 1994 provides that the Council is able to issue permits for any activity specified in the Regulations as requiring its consent.

The proposal involves the closing of the park area to the public and charging for entry into the closed area. It will be necessary to consult with the Minister and DSE about the proposal and the recommendation from management recognises this. Legal advice will be provided on the issue as required. Kim Wood Manager Legal Services

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