SPECIFICATION FOR REINSTATEMENT WORKS ... - City of Melbourne€¦ · All lawn areas at Carlton...

Attachment 4Agenda Item 5.7

Finance, Corporate Services and Governance Committee15 July 2003

SPECIFICATION

FOR

REINSTATEMENT WORKS AT

CARLTON GARDENS

FOLLOWING THE

MELBOURNE INTERNATIONAL FLOWER AND GARDEN SHOW

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Background

Carlton Gardens are one of Melbourne’s finest gardens. Surrounding the historical Exhibition Building andknown for the Exhibition Fountain, tree lined avenues, numerous floral beds and large open lawn areas, thegardens are an important part of Melbourne’s heritage.

Each year in April the gardens and Exhibition Building host the world renowned Melbourne InternationalFlower and Garden Show. This is when businesses from the gardening, florist and turf industries cometogether to showcase their products and services.

The garden show runs for just 5 days, however the impact on the gardens is felt over a 3 week period asmarquees are erected, landscape displays installed and vehicle and pedestrian movement is at a maximum.

This specification is for the reinstatement of the gardens following the show.

Process

Initial site inspections of the Gardens will be held during the week ended Friday 21 March 2003 to enableprospective tenderers to familiarise themselves with the area and the works required.

Tenderers will then be required to provide their quote on the form provided by noon, Wednesday 26March.

The result of the tender will be notified to all tenderers by noon, Thursday 27 March.

As the amount of damage can vary from year to year, a second inspection will be held at 3:00pm onThursday 10 April 2003. At this time the bump-out of the show will be virtually complete and thesuccessful tenderer and the council officer will be able to confirm the areas involved in each level ofreinstatement, and the extent of the works required.

The works may commence on Saturday 12 April and must commence no later than Monday 14 April.Works will not be allowed on Good Friday, Easter Saturday and Easter Sunday. All works are to becompleted by Thursday 24 April 2003.

Permitted hours of work are to conform with EPA Regulations.

Inspection Schedule

Interim inspections will be held on Wednesday 16 April and Tuesday 22 April to monitor and agree onprogress of the Works.

The Practical Completion inspection will be held on Thursday 24 April at which time PracticalCompletion will be agreed.

An interim inspection will be held during the week ended 16 May to monitor and agree on the progress ofthe reinstated areas.

The Final Completion inspection will be held on Friday 6 June at which time Final Completion will beagreed.

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Specification

GENERAL

There will be three levels of reinstatement required. These areas are identified on the attached plan andwill be identified during the initial site inspection

Level 1 – Light scarification, top dressing and overseeding as required.

Level 2 – Cultivate to 50mm, blend to existing levels, top dress as required to adjust levels and providesuitable seed bed, hydro-seed.

Level 3 – Reduce levels to match surrounds and as directed, lay instant turf.

In addition the main lawn areas will be verti-drained before specific renovation works begin, and theFountain lawn will be lightly scarified

SECTION 1 SITE PREPARATION AND DECOMPACTION

1.01 REMOVAL OF EXTRANEOUS MATERIAL

1.01.1 It is expected that following the bump out of MIFGS the sites will be free of builders rubble,stones, screenings, pine bark etc. However if during the reinstatement works any non-suitablematerial is found this is to be removed by hand raking the site and disposed of at the end of eachday. No stockpiles of rubbish are to be left in the gardens at the end of each day.

1.01.2 Up to two skips of maximum capacity 6 cu m each may be left in the gardens at the pointsdesignated in the site plan for the duration of the works. These skips must be emptied regularlyand must be no more than ¾ full at the end of each working day. The area surrounding these skipsmust be swept clean at the end of each working day.

1.02 COMPACTED SOILS

All lawn areas at Carlton Gardens are subject to varying degrees of compaction during the garden show.

1.02.1 Lawn areas are to be to be verti-drained to within a maximum depth of 150mm. It should be notedthat areas under tree drip lines should be verti-drained to maximum depth of 75mm as to minimisedamage to surface tree roots. Any rocks, sticks or other foreign material brought to the surfaceduring this process to be removed as soon as possible.

1.02.2 Prior to decompaction works taking place, the contractor must liase with the City of MelbourneOpen Space contractor to identify underground irrigation services. The City of Melbourne openspace contractor will ‘flag’ these lines and sprinklers in an attempt to minimise damage toirrigation systems.

1.02.3 The contractor should also carry out a ‘Dial Before You Dig’ to identify other services such aselectrical boxes which may be within the decompaction zone.

1.03 LEVELLING/TOPSOIL

All affected lawn areas shall be made level to suit the surrounding turf, pathways and to be shaped to fit inwith the existing landscape.

1.03.1 Areas requiring level 1 treatment shall be lightly scarified, with any bare areas cultivated, topdressed and over-seeded as required.

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1.03.2 Areas requiring Level 2 treatment will be cultivated to a depth of 50mm and topdressed asrequired to provide a smooth and level seedbed suitable for hydro-seeding.

1.03.3 Areas requiring Level 3 treatment will be cut back, cultivated to a depth of 50mm and topdressedas required to provide a smooth and level surface suitable for the installation of instant turf.

1.03.4 The topsoil to be used to re-level areas and to provide a suitable growing medium for new seed orturf shall be “Lawn and Garden Blend Organic Soil” from The Green Centre, Stadium DriveKeilor Park, 03 9331 5300.

SECTION 2 TURF RENOVATIONS – SEEDING, INSTANT TURF & FERTILISING

2.01 SEEDING

2.01.1 Areas requiring level 1 treatment will be hand-seeded .at a rate of 3kg per 100m2 using ‘ShadeBlend’ seed consisting of 70% Turf type fine rye grass and 30% Red creeping fescue.

2.01.2 Areas requiring Level 2 treatment shall be hydro-seeded .at a rate of 3kg per 100m2 using ‘ShadeBlend’ seed consisting of 70% Turf type fine rye grass and 30% Red creeping fescue.

2.02 INSTANT TURF

Areas requiring Level 3 treatment shall have instant turf installed.

2.02.1 Instant turf shall be a standard mix of Ryegrass/Kentucky blue grass supplied in rolls of minimumwidth of 400mm, free of weed.

2.02.2 The turf rolls shall be delivered to the site moist and installed immediately. The contractor shallliase with the open space contractor to ensure that automatic irrigation system is operated inconjunction with the works schedule, however any additional hand irrigation required by thenewly laid turf will be the responsibility of the works contractor.

2.02.3 If exemptions are required for watering of turf out of restricted times during water restrictions, thecontractor shall obtain these exemptions on behalf of the council.

2.03 FERTILISING

2.03.1 At the time of hydroseeding Growth Products’ ‘Starter Plus’ (NPK 8-14-4) shall be added to theseed mix and applied at the rate of 1ltr per 100m2.

2.03.2 As well as fertilising renovated areas, the contractor will fertilise the entire grass area usingLebanon ‘NX Pro’ (NPK 29-1-16) at a rate of 170kg per hectare, following the reinstatementworks

SECTION 3 FOLLOW UP WORKS

3.01 HERBICIDE TREATMENT

Six weeks after the renovation works have been completed, the entire turf area of Carlton Gardens Southwill be sprayed with Methar-Tri-Kombi at a rate of 4.5ltr per hectare.

3.02 IRRIGATION AND MOWING

General irrigation and mowing shall be carried out by the Open Space contractor. The works contractorshall liaise closely with the OSC to ensure that the timing of these tasks suits the progress of the works.

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3.03 FINAL INSPECTION

A final inspection will be held on or about 1 September, where the success of the reinstatement will beevaluated. Any deficiencies in respect of bare areas or excessive weed infestation associated with thereinstatement shall be rectified by the Works contractor at his expense.

SECTION 4 ADDITIONAL INFORMATION

The following table shall be used to indicate areas, quantities and costs associated with each item. Thisinformation will be used to agree on cost should the need for any variation arise..

Item Number Unit ValueVerti-drain lawn areasSupply topsoilHydroseedingStarter FertiliserGeneral fertiliserSupply turf sodsHerbicide sprayingRenovation Level 1 StandardRenovation Level 2 StandardRenovation Level 3 Standard

*All prices should be shown exclusive of GST.



LICENCE SCHEDULE 5EVENT PLAN CONDITIONS

Conditions

The Licensee agrees to prepare an Event Plan (and the components of it as specified in Clause4.13) in accordance with the requirements of this Schedule, and comply with the terms of theEvent Plan, the components of it and the provisions of this Schedule.

1. Site Plan

The site plan shall provide that the Licensee shall:

1.1 Submit a scaled site plan to the Licensor for approval three months prior tothe Show;

1.2 keep all Facilities on the Licensed Land well maintained, tidy and clean at alltimes;

1.3 only erect or establish the Facilities set out in the Site Plan;

1.4 ensure that toilets are positioned no more than six (6) metres from existingroadways to allow pump-out trucks to remain on pathways;

1.5 ensure that an adequate number of toilet facilities are provided for visitors tothe event;

1.6 erect freestanding structures in a manner that does not damage the surface eg“Hi-ab” or crane loads rather than tip them;

1.7 have any final fencing type approved by the Licensor and ensure that anytemporary fencing does not restrict public access on the Licensed Land;

1.8 ensure during the construction of any Facilities or other structures that theimmediate area is barricaded off and made safe to the public who might be onthe Licensed Land;

1.9 supply, install and maintain at the Licensee's expense all Facilities requiredfor the satisfactory conduct of the Event and assume all risk of loss, expenseand damage for such Facilities;

1.10 ensure that all bulk materials including harmful products such as oil, paint,waste concrete, and debris are not stored, stockpiled, dumped or otherwiseplaced within a Tree Protection Zone (“TPZ”) which is the drip-line of anytree canopy and/or 4.5 metres from the base of any tree;

1.11 ensure that no run off or waste is to be disposed of within a TPZ;

1.12 ensure structures are not located within a TPZ unless prior approval isobtained from the Licensor;

1.13 ensure that any machine operation around a TPZ is kept to an absoluteminimum and the operation of machinery with booms or extension arms isstrictly supervised by Licensed Land staff when operating within a TPZ;

1.14 ensure that no service trenches are placed in a TPZ.

1.15 ensure that no turf, vegetation, areas, relics, equipment, garden facilities andfixtures of the Licensed Land are disturbed or damaged during the course ofthe Event. In the event that damage is so caused by the Licensee or theLicensee’s employees, contractors or invitees, the Licensee will inform theLicensor immediately and be liable for the cost of any repairs;

1.16 comply with specific weight loadings appropriate to the Licensed Land;

1.17 ensure that any stages or platforms exceeding 150 sq m, tent or marquee witha floor area greater than 100 sq m, seating stand that accommodates morethan 20 persons or prefabricated building exceeding 100 sq m erected on theLicensed Land have all relevant permits under the Building Act 1993.

1.18 ensure that the footprint of all marquees or similar temporary structures andbuilt structures (such as landscape sites) has turf protection and any plyflooring is on bearers. If requested by the Licensor, marquees or structuresremaining on site for more than two (2) days may be required to be lifted toallow grass rejuvenation if this is reasonably possible;

1.19 ensure that any plans for the excavation of the Licensed Land or any that arebuilt within the TPZ are submitted to the Licensor for approval prior tooccupation of the site;

1.20 ensure that any fixtures that will be mounted to trees on the Licensed Landare submitted to the Licensor for approval prior to occupation of the site;

1.21 ensure that gantries are erected on the East West Path to manage the height ofvehicles entering this pathway;

1.22 ensure that, in the Bump In and Bump Out of the event that turf protection isinstalled on all corners to eliminate potential damage caused by vehiclemovements in the Licenced Land. The preferred method of protection is postand chain railings.

1.23 ensure that any plans for the use of permanent garden beds are submitted forapproval by the Licensor four months prior to occupation of the LicensedLand.

1.24 ensure that water that forms part of any outdoor exhibits is disposed in amanner that is agreed by the Licensor.

2. Production Schedule

The Production Schedule shall provide for the Licensee to:

2.1 provide a copy of all the conditions in this Schedule 5 and any relevant plans& site drawings to all suppliers, contractors and staff who come on Site;

2.2 ensure the removal of all Facilities by the expiration of this Licence;

2.3 provide details and contact information of all key personnel involved in theEvent to the Licensor by the Plans Delivery Date;

2.4 provide an outline of communication procedures and the chain of commandfor the event, including event staff and Licensor’s representative;

2.5 ensure that the bump in and bump out of event infrastructure occurs in daylight hours only unless otherwise agreed by the Licensor and a subsequentpermit is obtained;

2.6 submit for approval a Production Schedule that outlines all major activitiesassociated with the Event;

2.7 ensure that all drivers of all vehicles that enter the Licensed Land are briefedof their responsibilities whilst on the Licensed Land. The briefing shouldinclude (at a minimum) vehicle speed, height, weight and ‘no standing’restrictions, one-way traffic management systems and a safety alert regardingthe use of the Licensed Land by members of the public;

2.8 ensure that, in planning the bump out of the event, that all marquees erectedon the site are pulled down in the reverse order of erection.

3. Traffic Management Plan

The Traffic Management Plan shall provide for the Licensee to:

3.1 conduct the Event in a proper and efficient manner so as to ensure that theuse and enjoyment of the Licensed Land by the Licensor and members of thepublic will not be interfered with, prevented or adversely affected;

3.2 supervise and direct (as agreed with the Licensor) the arrival of the Licensee'sguests, contractors and employees for the Event, their movement during theEvent and their exit after the Event for their own safety and protection ofLicensed Land;

3.3 be responsible for guests, contractors and employees on the Licensed Landand Licensed Land before, during and after the Event;

3.4 ensure that all vehicles approved by the Licensor have access to the LicensedLand or the surrounding land drive only on the bitumen paths and graniticgravel areas and do not drive over kerbing, edges or other sensitiveinfrastructure or vegetation unless protective surfacing is installed;

3.5 ensure that all vehicles that enter the Licensed Land travel at speeds nogreater than 8 kph and use hazard indicators when travelling through theLicensed Land or surrounding land;

3.6 ensure that all approved vehicles display an approved vehicle pass on thedashboard of each vehicle;

3.7 ensure that vehicles are only used for their designed purpose;

3.8 submit for approval a Traffic Management Plan that outlines the date andtime of any proposed road closures, the location and type of equipment thatwill be installed and the position of marshals staffing the road closure. Inaddition staff must hold appropriate (Vicroads approved) qualifications ifdirecting traffic.

3.9 where road closures or changes to normal road conditions and depending onthe nature of the road closure, Council will advise the Licensee of theircommitment to advertise the closures to the public;

4. Waste Management Plan

The Waste Management Plan shall provide for the Licensee to:

4.1 promote environmentally responsible event management practices throughpublic relations messages and marketing & implement recycling procedures;

4.2 encourage the use by caterers & merchandisers of environmentally friendlypackaging;

4.3 indicate the location and number of waste & recycling bins and skips on aSite Plan;

4.4 ensure that no discharge of waste matter, fluid, oil, fat, ice or dry ice is madeon the Licensed Land or surrounds;

4.5 ensure that catering waste and sullage is collected in suitable containers anddisposed of off Licensed Land;

4.6 arrange and pay for the removal of all costs of garbage and industrial tradewaste from the Licensed Land;

4.7 dispose of waste in receptacles provided by the Licensee or as otherwiseagreed;

4.8 immediately after the Event, clean the Licensed Land and any other LicensedLand reasonably directed by the Licensor which have been affected by theEvent;

4.9 after the Event, arrange a meeting on Site between the Licensee’srepresentatives and the Licensor’s representatives, including contractors, toagree on the standard of Site cleanliness;

4.10 ensure that the Licensed Land is visibly clean immediately after each day ofthe Event and, in addition, are generally visibly clean prior to any finaldetailing, repair or maintenance work required to be completed by theLicensee prior to the expiry of this Licence;

4.11 ensure that the most highly visible areas and main public thoroughfares asagreed in the Licensed Land meeting under 4.9 are cleaned first;

4.12 ensure that all bins and skips have lids and that no 10m3 bins are allowed inthe public area;

4.13 ensure that all waste both large and small is picked up, raked and collected sothat there is no remaining waste such as bottle caps, champagne wire tops,straws, food scraps and other small items remaining on Site or the LicensedLand Lands;

4.14 clean along fence lines, road sides, garden beds and tree bases, hollows andjoints for an area of 5 metres outside of the Event Site zone of influence;

4.15 ensure all rubbish is to be assembled for collection in accessible locations bypaths and not in the centre of turfed areas or under trees;

4.16 be responsible for cleaning all pathways within the Licensed Land byappropriate machinery if necessary and for the presentation of the LicensedLand during the occupation period, including the immediate removal ofgraffiti from buildings, fences, awnings and signage under the Licensee’scontrol;

4.17 be responsible for waste to be taken to a suitable land fill or registeredrecycling location;

4.18 ensure that all contractors engaged by the Licensee for the Event have allcleaning vehicles registered with the Environmental Protection Authority(EPA) to legally be permitted to carry waste;

4.19 ensure that all cleaning contractors for the Event observe OccupationalHealth and Safety Standards whilst on the Licensed Land and Licensed LandLands;

4.20 that Waste Management services by the Licensee begin immediately after thechangeover date agreed between the Licensor and the Licensee.

4.21 submit a Waste Management Plan that outlines the number and location ofwaste and recycling bins and skips, the frequency and method of cleaning theLicensed Land noting the above conditions;

5. Risk Management, Security and Safety Plan

The Risk Management, Security and Safety Plan shall provide that the Licensee isobliged to:

5.1 ensure that adequate fire extinguishing equipment is accessible at all times onthe Licensed Land and in particular in all Facilities and to ensure that theycomply with all fire regulations required by any competent authority;

5.2 include the location of fire extinguishers, emergency lights and exit signs,exit locations and aggregate widths are included on the Site Plan;

5.3 ensure that LPG containers and electrical cords are certified safe and areproperly connected;

5.4 ensure that employees’ and contractors’ work practices do not cause hazardsor endanger visitors or staff working on Licensed Land and that any work siteis safe, with appropriate safety barricades and guards and signage in placewhere necessary;

5.5 ensure that all machinery used on Licensed Land is in a safe workingcondition with appropriate safety devices fitted and all machinery conformsto appropriate Workcover legislation;

5.6 ensure all employees and contractors are suitably attired (including wearingcompany identification, safety boots, hard hats and safety vests), sober andthoroughly trained for the purposes of the Event;

5.7 immediately comply with any direction by an officer of the Licensor toremove an employee or contractor guilty of misconduct on the Licensed Landor Licensed Land Lands and indemnify the Licensed Land against any claimin respect of such action;

5.8 arrange and pay the cost of all security and security planning for the Event;

5.9 submit for approval a Security Plan, that outlines the following details of theSecurity Providers:

5.9.1 a copy of the Master Security Licence5.9.2 copy of Certificate of Currency of Public Liability Insurance for both

security and crowd management situations, if applicable.5.9.3 a plan of staff deployment positions, rosters on and around the

Licensed Land and briefing instructions5.9.4 security ratios5.9.5 details of security staff uniform

5.10 ensure that security staff have are appropriately licenced;

5.11 ensure all plain clothed security personnel have a company photo ID ondisplay in a noticeable position;

5.12 ensure that one of the Licensee’s representatives is on Site at all times;

5.13 provide the Licensed Land with copies of any incident reports arising fromthe Event;

5.14 submit for approval a Risk Management Plan for the Event which includes aRisk/Hazard Assessment of the Event at this Site and the controls proposed tomanage such risks/hazards, the Emergency Management Plan for the event atthis Site, a list of emergency contacts; the number and location of SafetyWardens and their responsibility; First Aid Plan and the Occupational Healthand Safety Plan for this Event.

6. Sound & Performance Plan

The Sound and Performance Plan shall oblige the Licensee to:

6.1 ensure that amplified sound does not exceed the Environment ProtectionAuthority decibel and time limits;

6.2 indemnify the Licensor against any prosecution or imposition of penaltyarising from a breach of conditions imposed by the Environmental ProtectionAuthority and accept full responsibility for all actions and fines imposed byany court or tribunal in relation to the Event;

6.3 pay all costs incurred by the Licensor if we require the engagement of aqualified acoustical engineer to monitor sound levels associated with theEvent, including all tests, trials and rehearsals;

6.4 obtain at the Licensee’s expense all necessary licences for the use ofcopyright music, either recorded or performed live including any approvalrequired by the Australian Performing Rights Association;

6.5 submit for approval a Sound Plan.

7. First Aid Plan

The First Aid Plan shall provide for the Licensee to:

7.1 ensure that the Licensee has an appropriate number of first aid officer(s) inpossession of a Senior First Aid Certificate on Site at all times during theEvent;

7.2 include urgent medical attention requirements in the Licensee’s emergencyplanning.

8. Food and Alcohol Management Plan

The Food and Alcohol Management Plan shall ensure that the Licensee is obliged to::

8.1 ensure that the selling of alcohol ceases at least half an hour before the end ofthe Event;

8.2 ensure that any selling is confined to the Licensed Land and within eventhours;

8.3 provide the Licensor with a copy of the Licensee’s Alcohol Licence andensure that the conditions of that licence are complied with;

8.4 ensure that beverages sold or given to the public are not in glass containers;

8.5 ensure that all catering outlets have obtained all relevant permits from theCity of Melbourne Health Department;

8.6 ensure that no BBQ is used without the Licensor’s our approval and, if ourapproval is obtained, to ensure that all residues are collected in drip trays andportable BBQ are elevated to prevent damage to grass;

8.7 ensure that all approved food and beverage outlets have a floored front ofhouse service area and a back-of-house and side areas of at least two (2)square metres beyond the working area;

8.8 provide the Licensor with details of the structures that will be used for sellingfood and alcohol on the Licensed Land and the services provided from thestructures;

8.9 submit for approval a plan detailing the above requirements for Food andAlcohol Management.

9. Merchandising Plan

The Merchandising Plan shall ensure that the Licensor is obliged to:

9.1 ensure that no unauthorised vending of goods or services, collections ofmoney, dissemination of information of any kind or free handouts take placewithin and around the Licensed Land;

9.2 ensure that any selling is confined to the Licensed Land and within eventhours;

9.3 ensure that all approved merchandising outlets have a floored front of houseservice area and a back-of-house and side areas of at least two (2) squaremetres beyond the working area;

9.4 provide the Licensor with details of the structures that will be used for sellingmerchandise on the Licensed Land and the services provided from thestructures;

9.5 selling or giving away of balloons is not permitted.

10. Signage Plan

The Signage Plan shall ensure that the Licensee is obliged to:

10.1 all signage content and method of attachment is approved by the Licensorprior to the Event;

10.2 ensure that no item, sign, fencing, advertisements, banner or poster is erectedor altered within Licensed Land Lands and the Licensed Land without ourapproval and that no items are attached to trees, buildings or other structures;

10.3 submit for approval a Signage Plan.

11. Power Plan

The Power Plan shall ensure that the Licensee is obliged to:

11.1 ensure that any electrical installations on the Licensed Land comply with theElectrical Safety Act and any appropriate Australian Standards;

11.2 submit for approval a Power Plan.

12. Event Staff Contact List

12.1 The Licensee shall submit a Contact List of all relevant event staff includingafter hours numbers for key contacts for all phases of the event.

13. Special Conditions

13.1 The Licensee shall have a certified person sign off that the Event Site is a safeplace for public entertainment.


Environment, Community and Cultural Development Committee15 July 2003

Melbourne International Flower and Garden Show Event Advisory Group

TERMS OF REFERENCE

Introduction

The Melbourne International Flower and Garden Show (MIFGS) is an annual hallmark event conductedin the Carlton Gardens and the Royal Exhibition Building. In order to ensure the sustainibility of theGardens and to further enhance the quality of the Show an Event Advisory Group comprisingrepresentatives from MIFGS Inc., City of Melbourne, Melbourne Museum and interested communityorganisations has been established. The MIFGS Event Advisory Group will be responsible for providingadvice and recommendations on improvements to the Show and to the Gardens using the Carlton GardensMaster Plan as the platform for those proposals.

Purpose

The purpose of the MIFGS Event Advisory Group is to provide advice and feedback in relation to theconduct of the Show in the Carlton Gardens. The group will also recommend legacy programs, consistentwith the outcomes of the Carlton Gardens Master Plan, to Council’s Group Manager, Parks andRecreation.

The MIFGS Event Advisory Group will advise on all operational issues associated with the Show toensure that solutions are implemented to minimise the impact of the Show on the Carlton Gardens. Thesekey operational issues include (but are not limited to): reinstatement of the Gardens after the Show; sitemanagement; show layout; and community consultation and residential amenity.

The MIFGS Event Advisory Group has no decision-making powers or delegated authority, but is intendedto assist in providing information and advice to the City of Melbourne and MIFGS Inc.

All Councillors will have a standing invitation to attend meetings of the MIFGS Event Advisory Group.

Membership

It is proposed that the following organisations will be invited to participate on the Event Advisory Group:

• Chair - Melbourne International Flower and Garden Show Inc;

• Carlton Gardens Group;

• Carlton Residents Association;

• Eastenders Association;

• Melbourne Museum;

• National Trust of Victoria;

• Heritage Victoria; and

• City of Melbourne.

Time Commitment

The Committee will generally meet in the afternoon during office hours at the City of Melbourne offices.A schedule of meeting will be established at the first meeting and is anticipated to involve 4-5 meetings.

A report on the benefits of the Melbourne International Flower & Garden Show

Attachment 7Agenda item 5.7


Contents

Part 1 – Introduction

Part 2 – Royal Exhibition Building and Carlton Gardens, World Heritage Listing andMIFGS

Part 3 – Economic impact and industry benefits as a result of MIFGS

Part 4 – Student participation and development at MIFGS

Part 5 – Community group participation in MIFGS and the forum provided bythe show for charity groups

Part 6 – Regional development and MIFGS

Part 7 – The MIFGS Brand Internationally

Part 8 – Conclusion


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May 2003

The Melbourne International Flower & Garden Show

Section 1 - Introduction

The Melbourne International Show (MIFGS) held at the Royal Exhibition Building andsurrounding Carlton Gardens is the largest event of its type in the southernhemisphere and one of the top five flower and garden shows in the world.

The 2003 event, which took place between 2 – 6 April saw a record 131,249 visitorsattend, further consolidating its place as a key fixture on the Australian eventscalendar. In the eight years the event has been in existence, a total of one millionpeople have passed through the Royal Exhibition Building and Carlton Gardens.

The event’s reputation is consolidated with local industry. It was developed by theflower and nursery industries of Victoria to promote the industries to the public and tofoster excellence in design, innovation, technology and creativity. Over 350exhibitors, representing the cream of the landscape, design, floral and horticulturalindustries exhibit in the show. They inspire garden lovers with the latest design andcreative ideas for outdoor spaces of all sizes.

The show fosters excellence by running professional competitions offering some ofthe most lucrative prizes available in the country. During the five days of the event,landscape designers, students, florists, artists and community garden clubs competein a range of disciplines, adding enormous quality to the event. Technology isfostered in many landscape designs showcasing water efficient devices.

MIFGS is a designated ‘Hallmark Event’ in Victoria, sharing this status with otherworld-class events: the Australian Open tennis championship, the MelbourneComedy Festival, Victorian Spring Racing Carnival and the Australian Formula OneGrand Prix.

The following document outlines how MIFGS positively impacts on its stakeholdersand broader community. It argues why it is crucial the show remains in its currentform at the Royal Exhibition Building and surrounding Carlton Gardens.


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Section 2 – Royal Exhibition Building and Carlton Gardens, WorldHeritage Listing and MIFGS

Currently the Royal Exhibition Building and Carlton Gardens are seeking WorldHeritage Listing. The building and gardens have been nominated by the FederalGovernment with a submission under review by the UNESCO.

A decision on whether the Royal Exhibition Building and Carlton Gardens achievesWorld Heritage Listing should be known May or June 2004.

Within it’s submission Environment Australia (for the Federal Government) haveidentified within their Statement of Significance (justification of nomination) thefollowing in relation to the Royal Exhibition Building and Carlton Gardens:

“The Building and Gardens, used for the international exhibitions of 1880 and 1888,are unique in having maintained authenticity of form and function through to thepresent day.”

The function of the Building and Gardens can be witnessed through the annualMelbourne International Flower & Garden Show.

MIFGS is mentioned twice in Environment Australia’s submission highlighting howthe Royal Exhibition Building continues to be used as a venue for major exhibitions(pg 45, Part 2) and within the Visitor/Tourism Pressures Section (pg. 58, Part 2),which states the following:

“Once a year the Gardens are utilised by exhibitors for the Melbourne InternationalFlower & Garden Show, one of the most popular events for the precinct.”

MIFGS is again drawn on to emphasise in the submission for World Heritage Listinghow today’s use of the Royal Exhibition Building and Carlton Gardens reflects theiroriginal purpose.


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Section 3 - Economic impact and industry benefits as a result of MIFGS

The Melbourne International Flower & Garden Show drives a substantial amount ofeconomic activity into the Victorian economy.

It is estimated that the economic impact of the Show generates between$8 and $9 million to the State, with a substantial proportion generated by interstateand overseas visitors.

In 2003 approximately 20,000 (approx. 15%) show-goers were from interstate oroverseas. The influx of visitors from outside Melbourne means hotel occupancyrates rise, restaurants and cafes, particularly in the CBD and Carlton precinct arebusier and the likelihood of retail expenditure in and around the city increases.

MIFGS also impacts positively on the horticultural economy directly. Each majordisplay in the Great Hall (Royal Exhibition Building) costs between $8,000 and$10,000 to stage. In the Carlton Gardens each landscape display on average invests$20,000.

At this year’s event displays and exhibitions generated $1 million into the economyalong with greater employment, marketing and sponsorship opportunities to theindustry. Every year the show generates design work from new customers and amyriad of sales opportunities for exhibitors.

MIFGS provides major promotional support to the show’s major stakeholders and keyindustry partners including the Nursery and Garden Industry Victoria (NGIV) andFlowers Victoria (FV). The two organisations are major industry employers inVictoria.

MIFGS assists the industry with employment, production, marketing and promotionand accreditation initiatives. It strengthens the sales and distribution of horticulturalproducts and services.

The show’s positive economic impact resonates on several fronts.


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Section 4 - Student participation and development at MIFGS

An important aspect of MIFGS is the show’s role in fostering young talent andproviding a platform for professional development.

Each year horticulture and floristry departments of technical colleges and universitiesdepartments from around Australia exhibit at the show.

Learning institutions which are regular participants in MIFGS include Burnley College(University of Melbourne), Swinburne University of Technology, Box Hill Institute ofTAFE, Holmesglen Institute of TAFE, Northern Melbourne Institute of TAFE andKangan Batman TAFE. MIFGS also attracts the participation of private floristrycourses.

The importance of the show to these institutions can be seen in a couple of ways.Firstly it provides a forum for students to put their learning into practice. In designingand creating a display for the show, students are presented with issues they will facein their professional lives. Students need to consider a design brief, budgets, staffingand timelines.

The event also provides a great opportunity for universities and colleges to marketand promote their courses as MIFGS exposes them to a great many people.

A highlight of MIFGS each year is the Fleming’s Student Design Competition.

First seen at MIFGS 2000, the Fleming’s Student Design Competition sees studentsof landscape design or horticulture from universities and TAFE courses acrossAustralia and New Zealand respond to a design brief in the hope that their design ischosen for construction at MIFGS. Four designs are chosen for construction with anoverall winner selected at the event.

Finalists at MIFGS experience substantial professional development as a flow onfrom the show. Students become ‘project managers’ as they bring their drawings tolife, managing staff, sub contractors, budgets, design issues and time - ‘real-life’considerations. Participation in the show also gives students an invaluableopportunity to meet and network with other designers and industry.

Several finalists in the Flemings Student Design Competition have gone on to workco-operatively with colleagues met at MIFGS.

The overall winner of the Flemings competition receives a trip for two to the ChelseaFlower Show and spending money. A visit to the most reputable horticultural event inthe world is another way the event provides professional development.

The Show also includes a competition for floristry students in the unique setting ofthe Great Hall, which is an ideal, sheltered showplace for flower displays.Competitors must design to a brief against the clock. This competition also assistscompetitors developing professional and project management skills.


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The event also reaches students beyond landscape and horticulture. Over the pastfour years MIFGS has included participation by the Fashion Department at the RoyalMelbourne Institute of Technology (RMIT). As part of their assignment work, finalyear students create a fashion exhibition that celebrates fashion, flowers and foliage.The project provides students with the chance to work within a new medium andassists them in better understanding their craft.

MIFGS also showcases participants in WorldSkills - an independent, non-profitorganisation developed to promote the standards and status of vocational trainingand job skills. WorldSkills conducts regional and national skill competitions, andparticipates in the International WorldSkills Competition.

The event also includes the participation of younger children through Focus Force. The Focus Force programme is designed for children aged 8 –14 encouragingexpression through photography. At the 2003 event children displayed photographstaken at the Botanic Gardens, the Conservatory, the Begonia Festival in Ballarat aswell as the 2002 Melbourne International Flower & Garden Show.

MIFGS is great ‘work experience’ for all students taking part. It assists students withself-confidence and gives them an opportunity to show their skills to a broaderaudience. They gain a better understanding of teamwork and develop professionalresponsibility.

Most of all it’s a celebration of young people and their talent.


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Section 5 - Community group participation in MIFGS and the forumprovided by the show for charity groups

The participation of community groups and organisations is an important part ofMIFGS. MIFGS is able to assist these organisations by providing complimentaryspace and in some cases sponsorship to be able to participate and access thethousands of visitors to the event.

Groups participating in MIFGS include amateur gardening clubs, floral art societies,the Royal Horticultural Society and the Association of Sculptors of Victoria as well asissue-based organisations such as Friends of the Elms and Trust For Nature.

Grass roots support of the event is crucial. MIFGS is about inclusion and getting asmany people as possible involved. Community groups are passionate about flowersand gardens and are passionate about the show. Many of these groups have longand proud histories and relish the opportunity to give a broader audience an insightinto their skills through their MIFGS exhibits.

Importantly, these groups take a sense of ownership from participating in such anevent.

For groups such as Friends of the Elms and Trust For Nature, MIFGS gives them avoice they would not otherwise have. These groups are made up of volunteers withincredibly limited resources and so MIFGS is the centrepiece to their yearlymarketing, promotional and membership initiatives. Without the show there would beno way of reaching of over 130,000 people in such in a concentrated manner.

Each year MIFGS also works closely with charity organisations. In past years theshow has worked with Here For Life in building its profile and raising money and overthe last two shows has had the Ovarian Cancer Research Foundation (OCRF) as itsofficial charity. .

MIFGS provides exhibition space for the OCRF in the Great Hall in which the charity,in partnership with floral designers has created a floral exhibit. This presenceenables the OCRF to communicate the charity’s role and its objectives to a ‘captiveaudience’ and importantly enables the charity to sell their ‘Silver Ribbon’ at the show.The money raised goes directly into fighting the disease.

At the 2003 event OCRF approximately sold 6,400 Silver Ribbons raising $13,000and received extremely positive reaction to the OCRF stand both in terms of thecause and the aesthetic quality of the display. Their primary objective for beingassociated with MIFGS was awareness rather than fundraising, which they achievedthrough their presence, the wearing of the silver ribbon by the public, and the numberof people spoken to during the event.


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The 2003 event also included a Kids Helpline site in the Carlton Gardens. The siteincluded a kids cubby house which the organisation offered as a prize to visitors. Thecubby house was raffled at the end of MIFGS with all money raised from raffle ticketsales going back into the free and confidential telephone counselling service for 5 –18 year olds offered by Kids Helpline.

At the 2003 event, money and profile was also raised for the Big Brother Big Sisterprogram through efforts at the Tree & Shrub Growers of Victoria’s site in the CarltonGardens.

Without MIFGS, this is valuable funds the Ovarian Cancer Research Foundation,Kids Helpline and Big Brother Big Sister charities would not have in trying to reachtheir goals.


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Section 6 - Regional development and MIFGS

As a major tourist event on the local and national calendar MIFGS also assists andprovides benefits to smaller tourism organisations through regional developmentopportunities.

The show has very close links to regional Victoria. Through its association with theNursery and Garden Industry Victoria, Flowers Victoria and exhibitors, the ruralcommunity is the lifeblood of the show.

The show needs its growers to exist – without them there’s no flower & garden show.

In addition MIFGS provides exhibition space for regional tourism bodies to promotetheir area. At this year’s event the Royal Exhibition Building played host to displaysby Goldfields Tourism, Gippsland Tourism, Albury Wodonga Tourism, Grampiansand Little Desert Parks and Garden and the Phillip Island Tourism Association.

These organisations are hampered by tight financial constraints and by taking part inMIFGS see a genuine opportunity to build tourism and development by reaching anaudience that would be infinitely more difficult and expensive to reach withoutMIFGS. Five days of intense promotion to a huge audience is of enormous benefit tothe aforementioned regional bodies.

MIFGS is more than flowers, gardens and associated products. It understands itdoesn’t operate in isolation and sees the value in supporting groups which inturnsupport MIFGS.


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Section 7 – The MIFGS Brand Internationally

The stature of MIFGS in the international horticultural industry continues to grow.

As stated earlier it is one of the top five events of its type in the world and is seen asa benchmark for many nations looking to establish their own event and foster ahorticulture industry. While other Australian states have tried to emulate MIFGSwithin their markets, interestingly some Asian countries have tried to and are stilltrying to imitate the event for their own economic benefit.

Each year the show is a hub of international commercial activity as it plays host totrade delegations and international conferences attracting thousands of delegates toMelbourne. Delegations have come from the following countries:• Holland• China• Malaysia• Singapore• New Zealand• Japan• Thailand

The show has also been extremely proactive in marketing and promoting itselfabroad by participating in other highly regarded flower and garden events.

MIFGS has participated and continues to participate in the following:• Chelsea Flower Show, London, (winning a gold award in 1997 and 1998

for its display)• New Zealand Ellerslie Flower Show, Auckland, for the past five years

as part of Tourism Victoria, NSW and Tasmania’s Garden TrailsCampaign (winning a gold award in 1998)

• Nagoya Flower Dome, Nagoya (Japan) for the past five years

In New Zealand, MIFGS also markets and promotes itself by forming links with keytourism retailers to package and sell the show in the New Zealand market.

The show has been invited to participate in a number of international showsrepresenting Australian horticulture. Invitations have come from Asia including Chinaand Japan and the Middle East including Dubai and in 2000 MIFGS was part ofBusiness Victoria’s trade delegation to Aalsmere, Holland.

The Melbourne International Flower & Garden Show has forged strong trade linksinternationally and is seen as a leader in the event and horticulture sector. The showprovides a platform for increased trade activity between the State and trading nationswhich inturn creates opportunities for increased economic benefit to both Victoria andAustralia as whole.


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Section 8 – Conclusion

Victoria is universally known as the Garden State. We love flowers and gardens andby looking at the steady increases in attendance (10% attendance increase since2000), people love the Melbourne International Flower & Garden Show.

The show’s audience continues to grow. During the week the Carlton Gardens andRoyal Exhibition Buildings are filled with pensioner groups, civic and social groups aswell as gardening clubs while at weekends young families, couples and singles lookfor inspiration to transform an inner city courtyard or apartment balcony.

There are displays, advice and entertainment for all - from those with the greenest ofthumbs to gardening novices.

It is Australia’s most beautiful event and the reason for this goes beyond the exhibitsthemselves.

The event’s location plays a large part in its beauty. The Carlton Gardens areamongst the most stunning in the State. With its boulevards that lead off from theCentral Fountain, the Gardens have a symmetry which makes it ideal for taking in ashow of this type.

Meanwhile, the majesty of the Royal Exhibition Building provides a backdrop for amultitude of dazzling floral displays - the colour, perfume and spectacle of thousandsof cut blossoms are enriched by such a historic setting.

The 2003 event in particular demonstrated the relevance and importance of theMelbourne International Flower & Garden Show to Melburnians and Victorians. Withthe Iraq conflict a priority on our television screens, radios broadcasts andnewspapers, it is possible people were looking for a distraction.

The show gave us the chance to enjoy the glorious autumn weather and moreimportantly the opportunity to come together as a community and celebratesomething central to life in Australia – open space, flowers and gardens.


Environment, Community and Cultural Development Committee15 July 2003

Carlton Gardens Master Plan Reference Committee

TERMS OF REFERENCEIntroduction

The proposed Master Plan for Carlton Gardens ("the Master Plan") will provide an overall vision of theGardens in line with its heritage significance and will guide capital investment, on going management andensure that the Gardens are planned and managed in line with community expectations. The Master Planwill address broad landscape, tree planting and other issues, while ensuring that the Park is managed toprovide broad public access and use.

Purpose

The purpose of the Carlton Gardens Master Plan Reference Committee ("the Committee") is to provideadvice and feedback during the development of the Master Plan, especially in relation to community andstakeholder consultation.

The Committee has no decision-making powers or delegated authority, but is intended to assist inproviding information and advice to the City of Melbourne. The Committee will advise the GroupManager, Parks and Recreation, and report to the Environment, Community and Cultural DevelopmentCommittee of Council as appropriate.

All Councillors will have a standing invitation to attend meetings of the Committee.

Membership

It is proposed that the following organisations will be invited to participate on the Committee:

• Convenor, Chair of Council’s Environment Community and Cultural Development Committee;

• Carlton Gardens Group;

• Carlton Residents Association;

• Eastenders Association;

• Museum of Victoria;

• Wurrundjeri people;

• Schools in the vicinity of the Park;

• National Trust of Victoria;

• Heritage Victoria;

• Australian Garden History Society;

• Department of Sustainability and Environment (representing the Minister responsible for Crownland); and

• St Vincent’s Hospital.

Time Commitment

The Committee will generally meet in the afternoon during office hours at the City of Melbourne offices.A schedule of meeting will be established at the first meeting and is anticipated to involve 4-5 meetings.

Agenda Item 5.7Finance, Corporate Services and Governance Committee

15 July 2003

FINANCE ATTACHMENT

LICENCE AGREEMENT - MELBOURNE INTERNATIONAL FLOWER AND GARDENSHOW

Council is a major sponsor of the Melbourne International Flower and Garden Show and providedcash, direct and in-kind support to the value of $100,000 for 2003. The licence fee paid by MIFGSto the City of Melbourne for the use of the gardens is $60,000 annually.

Joseph GroherManager Finance Services

Agenda Item 5.7Finance, Corporate Services and Governance Committee

15 July 2003

LEGAL ATTACHMENT

LICENCE AGREEMENT - MELBOURNE INTERNATIONAL FLOWER AND GARDENSHOW

The Carlton Gardens (excluding the Museum) are managed by Council as the Committee ofManagement. The Carlton Gardens for which Council is Committee of Management has beenpermanently reserved for the purpose of public recreation (Carlton Gardens). The purposes for whichCarlton Gardens may be used include: public recreation (pursuant to the Order in Council of 1 February1864); horticultural exhibitions (pursuant to regulation 19 of the Melbourne Parks and Gardens (JointTrustee Reserves) Regulations 1994); and other purposes that are connected with museum or exhibitionpurposes (pursuant to the Miscellaneous Acts (Omnibus Amendments) Act 1995).

As Committee of Management Council is able to licence that part of the Carlton Gardens in accordancewith the provisions of the Crown Land (Reserves) Act 1978, the Melbourne Parks and Gardens (JointTrustee Reserves) Regulations 1994 and the Miscellaneous Acts (Omnibus Amendments) Act 1995.

Normally for a licence of this nature some form of Ministerial approval would be required by theCrown Land (Reserves) Act 1978, possibly involving parliamentary scrutiny. However, in the previouslicence agreement Council received verbal advice from the former Department of Natural Resourcesand Environment that, having regard to the nature of this particular licence and the provisions ofregulation 19 of the Melbourne Parks and Gardens (Joint Trustee Reserves) Regulations 1994, thenecessary approval is provided by the regulations and no further approval is required for this licence.Written advice that Ministerial approval or some other related form of approval is not required shouldbe obtained from the Department of Sustainability and Environment confirming this is still the position.

MIFGS must comply with the 14 day limit and other matters imposed by regulation 19 of theMelbourne Parks and Gardens (Joint Trustee Reserves) Regulations 1994, and these requirements wereincorporated into the original licence agreement. Regulation 19 states:

“(1) The Committee may, once in each twelve month period, approve that part of CarltonGardens delineated and shown hatched on the plan in Schedule 2, to be enclosed and for aperiod of not exceeding 14 days for the holding of a specially mounted horticulturalexhibition of flowers, plants, shrubs and trees in those Gardens.

(2) While such an exhibition as provided for in sub-regulation (1) is being held in the CarltonGardens and is open to the public:

(a) the Committee; or(b) the persons or organisation responsible for mounting and holding the exhibition, with

the Consent of the Committee-

may determine, make and collect a daily charge not exceeding $15.00 per person for entryto the exhibition.”

Alison LyonManager Governance Services

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