2016-09-06 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                             6 SEPTEMBER 2016


 Key data: January – June 2016
 Visitors to the Butter Factory                                                          6,251
 Volunteer hours worked in Butter Factory                                                1,105
 Volunteer hours by Management Committee                                                   555
 No. of Volunteers                                                                          70
 No. of Contracted staff                                                                     3
 No.of Butter Factory Friends paid members                                                  51
 No. of Media Articles                                                                      27
 Facebook Reach                                             1,811 between 21 & 27 June, up 8%
                                                                            on previous period
 Website Page Views                                                          Avg 638 per week
 Instagram Followers                                                                       190

There have been continual exhibitions since the January opening with at least two exhibitions
and occasionally three taking place at the same time in the Butter Factory. A modest program of
workshops and classes has been provided along-side the exhibitions. The CFG has taken steps
to offer the Butter Factory as a venue and has hosted several successful events including a
chamber ensemble performance and a wedding. An artist’s studio has been created on the
mezzanine level with an artist on-site three days per week.

The Cooroy Future Group Management Committee report that they have overcome a number of
challenges particularly regarding expectations of venue users and creating an awareness and
understanding that the facility needs to operate on a financially stronger basis to ensure its
survival. This was particularly evident when negotiating changes in the pottery as hiring and kiln
rates had not been altered in ten years. They are confident about the future of the facility and are
exploring new initiatives to extend programming and generate income.

Council officers observe that the CFG is committed to the success of the Butter Factory facility
and they have worked diligently to build a strong operation. While they have consulted with
Council when required, they have generally capably managed the facility independently:
generating initiatives and resolving problems. Where there have been issues they have
communicated with Council officers and received advice constructively.

Overall the first six months have been successful and provide a solid foundation to build upon
across the second six months of the trial.

3.   Financial Operations January – June 2016

The review process highlighted the difficulty of forecasting a budget for a community managed
model given the limited financial data available under the newly de-amalgamated Council and the
lack of expert advice yet available to the CFG. An estimated budget was therefore developed
based on a combination of CFG estimates and Council actuals. The twelve-month trial would
provide an opportunity to test the budget figures and establish a more realistic projection of
revenue and expenditure.

Council provided a twelve-month operating subsidy of $120,279 which has been paid in two
instalments. The subsidy was to assist in funding a broad range of operating costs including
human resources, administration, marketing, programming and telecommunications. Operating
costs such as water, electricity, security and building maintenance, were to remain Council’s
responsibility during the trial period. The CFG was expected to undertake a range of revenue-
raising activities to fund additional requirements.



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