World Youth Day Co-ordination Authority Annual Report 1 July ...

New South Wales Government World Youth Day Co-ordination Authority

World Youth Day Co-ordination AuthorityAnnual Report 1 July 2008 – 31 December 2008

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2008/2009 WYDCA Annual Report 33


World Youth Day Co-ordination AuthorityAnnual Report 1 July 2008 – 31 December 2008



Location of WYDCA

Location of the World Youth Day Co-ordination Authority (WYDCA)

WYDCA was located at:

Level 16 201 Elizabeth Street SYDNEY NSW 2000 GPO Box 5341 SYDNEY NSW 2001

Telephone: (02) 9201 3300Facsimile: (02) 9201 3301Website: www.wydca.nsw.gov.au

WYDCA’s business hours were 9.00am to 5.00pm Monday to Friday.

Published by the Department of Premier and Cabinet April 2009

The Annual Report can be downloaded at www.dpc.nsw.gov.au


Contents

Contents

LETTER TO THE MINISTER 2

CHIEF EXECUTIVE OFFICER’S REPORT 3

ACTING CHIEF EXECUTIVE OFFICER’S REPORT 5

WYDCA CHARTER 6

LEGISLATION 7

MANAGEMENT AND STRUCTURE 9

SIGNIFICANT COMMITTEES 11

WYD08 – GOVERNMENT OPERATIONS AND SERVICE DELIVERY 17Journey of the World Youth Day Cross and IconImages of SydneyTraffic and Transport ServicesCoach Co-ordinationPedestrian Walking Routes to VenuesHealth ServicesSt John AmbulanceNSW Food AuthorityNSW Police ForceNSW Fire BrigadesSydney Harbour ManagementAirport ServicesAccessibility ServicesAccommodationVolunteers

181818191920202021212121222222

MAJOR VENUES 24

COMMUNICATIONS 25

CONSUMER RESPONSE 27

POST EVENT ACTIVITES AND THE CLOSE-OUT OF THE AUTHORITY 29

FINANCIAL STATEMENTS 30World Youth Day Co-ordination Authority Office of the World Youth Day Co-ordination Authority

3159

APPENDICES 73

Appendix 1. Appendix 2. Appendix 3. Appendix 4. Appendix 5. Appendix 6. Appendix 7. Appendix 8. Appendix 9. Appendix 10. Appendix 11.Appendix 12.Appendix 13.Appendix 14.Appendix 15.Appendix 16.Appendix 17.Appendix 18.Appendix 19.Appendix 20.

Risk Management and InsuranceCode of Conduct and EthicsConsultantsCredit Card CertificationDisability Action Plan Disclosure of Controlled EntitiesElectronic Service DeliveryEnergy ManagementExemptionsFreedom of InformationHuman Resources Funds Granted to Non-Government Community OrganisationsLand DisposalsOccupational Health and SafetyOverseas VisitsPayments of AccountsPerformance Reports – SES Officers Level 5 and AbovePrivacy ManagementPromotionCost of the Production of the 2008-2009 Annual Report

7373747474757575767678808080808181828283

INDEX 84

2008/2009 WYDCA Annual Report2



The Hon. Kristina Keneally MP Minister for Planning and Minister for Redfern Waterloo Level 35, Governor Macquarie Tower 1 Farrer Place SYDNEY NSW 2000

Dear Minister

2008/2009 Annual ReportIn accordance with the provisions of the Annual Report (Statutory Bodies) Act 1984 and the Public Finance and Audit Act 1983 I am pleased to forward to you, for your presentation to Parliament, the Annual Report for the World Youth Day Co-ordination Authority for the period 1 July to 31 December 2008, including financial statements for the World Youth Day Co-ordination Authority and the Office of the World Youth Day Co-ordination Authority.

Yours sincerely

John Lee Director General Department of Premier and Cabinet

World Youth Day Co-ordination Authority 2008/2009Letter to the Minister

Letter to the Minister




World Youth Day Co-ordination Authority 2008/2009Chief Executive Officer’s Report

World Youth Day 2008 (WYD08) was an outstanding success. It proved that the NSW Government can successfully deliver events of this magnitude which augers well for the bidding and hosting of major events into the future.The success of WYD08 can be attributed to five broad factors:

• the detailed planning and implementation by government agencies in support of the event;

• the production and conduct of the events by the event organiser;

• the attitude, spirit and conduct of the pilgrims;

• the response from the Sydney community to the event; and

• the benign weather conditions.

World Youth Day is a most significant undertaking. It is the largest youth event in the world, and it rivals the Olympics in terms of crowd attendance and logistical support.

World Youth Day presents enormous challenges to event organisers and supporting governments. The event is un-ticketed, the major activities are conducted in open air venues, the financial contribution from participants is not secured until the event commences, and there are traditionally large numbers of attendees who do not pay at all. This means that organisers are highly reliant on strong partnerships between all organisations involved in the planning of the event, the establishment of sound planning assumptions, effective risk management, as well as favourable weather conditions. Previous World Youth Days have demonstrated the risks of not properly preparing for this event and the above mentioned

issues. In this context, the success that Sydney achieved for WYD08 is all the more significant.

The key benefits that Sydney and NSW will receive as a consequence of this event are many and include:

• increased overseas and domestic tourism;

• international prestige and reputation;

• international profile and marketing;

• direct and indirect economic benefit; and

• improved public sector capability for event planning and implementation.

The event in Sydney was not without its own challenges. The aforementioned risks meant that planning needed to be conducted on key assumptions and imprecise information, which in turn raised the risk profile of the event from a service delivery perspective. There are key lessons that have been learnt and the consideration of these will help address these challenges for future major events.

Statistical information in relation to the delivery of government services from 15 to 21 July 2008 was compiled and, in summary, confirmed that disruption to the Sydney CBD was minimised through effective planning and co-operation. Crowds in excess of 2 million people were managed throughout the WYD08 event period. Less than 1% of pilgrims required medical treatment in the NSW Health system and isolated outbreaks of illness at accommodation sites were well-managed. There were no major transport disruptions and rail transported over 1.6 million passengers during the event week with 96% on time running and 98% fleet utilisation. Three hundred road closures and five hundred special event clearways assisted with traffic flow

Chief Executive Officer’s Report




and management, and there were no major incidents on main arterial roads and freeways connecting to Sydney.

The critical success factors identified by government agencies included:

• ensuring continuity by involving agency staff in event planning right through to the operational phase;

• establishing a central government agency such as WYDCA to co-ordinate service delivery across all agencies;

• employing travel demand strategies to manage capacity and timetabling on the public transport and road networks;

• ensuring events are held during school holiday periods when there is extra capacity on the transport network to meet the increased demand;

• integrating a transport pass with the event entry pass to speed up loading times and streamline station and venue ingress and egress;

• establishing dedicated pedestrian only corridors through the city to manage large crowds; and

• distributing a transport guide to visitors to provide information on how to use the transport system.

There were no significant incidents, government services were successfully delivered, and Sydney and NSW enjoyed an outstanding period of joy, enthusiasm and celebration that was only rivalled by the Olympic experience in 2000. It was also effectively delivered within the overall budget established for government support to World Youth Day 2008.

The success and smooth running of the event would not have been possible without strong co-operation between agencies, venue owners, the event organiser (WYD 2008) and stakeholders, as well as the participation and dedication of the many volunteers who supported the event. It was also a success as a consequence of the generosity and co-operation of the Sydney community.

On a final note, I would like to personally acknowledge the dedicated staff of WYDCA. Through their tireless efforts and professional contribution, the event was all the more successful. Those who have worked in the major event environment would be familiar with the acute stresses and pressures associated with delivering to immutable deadlines where a failure to deliver is clearly not an option. For the majority of others, their work behind the scenes is not immediately evident and often goes unnoticed. I would therefore be remiss in not emphasising in this public report the extraordinary contribution of the staff of WYDCA in making World Youth Day 2008 an outstanding success for the people of Sydney and NSW.

Roy Wakelin-King Chief Executive Officer 4 December 2006 to 12 September 2008

World Youth Day Co-ordination Authority 2008/2009Chief Executive Officer’s Report

Chief Executive Officer’s Report



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Following the success of WYD08, the World Youth Day Co-ordination Authority (WYDCA) conducted extensive post-event debriefing specifically for the purpose of reviewing the overall planning and delivery of government services for WYD08. WYDCA also had a responsibility to effectively close-out all outstanding administrative and commercial matters arising from the conduct of the event.

The process for the collection of information and reporting, as well as the administrative wind up of the Authority, was effectively achieved by 31 December 2008.

Critical to the performance of the Authority was the successful hand back of State-owned and other venues utilised for the WYD08 event. This included WYDCA taking all necessary steps to ensure its contractual obligations were met in preparation for the return of Randwick Racecourse to the Australian Jockey Club (AJC) for the purposes of racing and training on 5 September 2008. It was equally important to be able to hand back venues such as Hyde Park, the Royal Botanic Gardens, the Sydney Opera House and Centennial Parklands without significant incident or delay.

This outstanding achievement is a credit to all parties involved in this significant task, including staff of WYDCA and, members of the Randwick Racecourse Project Steering Committee, as well as the co-operative approach taken by the respective venue owners.

During the remaining months of 2008, WYDCA finalised accounts with government and non-government organisations.

Through prudent planning and tight financial controls, WYDCA was able to achieve overall savings in excess of $20 million, which were returned to the NSW Government for expenditure on other government programs.

WYDCA was finally wound up on 31 December 2008. Although the Authority had only been in existence for a short period of time, its overall achievements were significant. When assessed against its legislative obligations, mission and objectives, WYDCA is able to report on closure that these were achieved very successfully.

Gerry Brus Acting Chief Executive Officer 15 September 2008 to 31 December 2008

Acting Chief Executive Officer’s Report



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Charter

Constitution of the World Youth Day Co-ordination Authority (WYDCA)The World Youth Day Co-ordination Authority (WYDCA) was established as a statutory authority by the World Youth Day Act 2006 (the Act). The Act was assented to on 27 November 2006 and the Authority commenced operations on 4 December 2006.

PurposeWYDCA’s principal function in accordance with section 12 of the Act was to develop policies, strategies and plans for the delivery of, and to co-ordinate and manage the delivery of, integrated government services for WYD08 events.

FunctionsThe Authority also had the following functions as described in the World Youth Day Act:

1. to establish a command structure for the provision of integrated government services, including the preparation and implementation of road and transport plans;

2. to consult with relevant government agencies and the NSW Police Force in the preparation of road and transport plans;

3. to notify relevant government agencies and the NSW Police Force of the existence or changes to a road or transport plan;

4. to co-ordinate and manage the road network, including pedestrian movements and motor vehicle traffic on roads;

5. to co-ordinate and manage the delivery of public transport services;

6. to develop and manage the government’s communication and public information strategy;

7. to perform, co-ordinate, monitor, advise and report on the government’s commitments to WYD 2008;

8. to liaise with NSW Government agencies and the NSW Police Force on World Youth Day matters;

9. to be the principal NSW Government agency for liaison with other State and Territory Governments, the Commonwealth Government, WYD 2008 and the Catholic Church on World Youth Day matters;

10. to provide advice to the NSW Government on World Youth Day matters.

MissionTo deliver government services in support of WYD08 to enable a highly successful event.

Objectives• To deliver government services to WYD08 in an effective and

efficient manner;

• To provide a safe and secure environment for WYD08 attendees;

• To enhance the international reputation of Sydney and NSW as excellent hosts and organisers for significant events of this nature;

• To maximise the tourism legacy for Sydney and NSW; and

• To minimise the impact of WYD08 on Sydney and the NSW non-event community

Values• Our people in all respects;

• Our relationship with our partner agencies and WYD08;

• Our commitment to public sector excellence;

• Ethics and leadership in the workplace; and

• Our responsibility to the people of NSW to meet our mission and objectives.

WYDCA’s DissolutionThe Public Sector Employment and Management (General) Amendment (WYDCA Dissolution) Regulation 2008 (the Regulation) was proclaimed on 10 December 2008. The Regulation appointed 31 December 2008 as the day the World Youth Day Co-ordination Authority (WYDCA) was dissolved.



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Legislation

World Youth Day Act 2006 The World Youth Day Act 2006 commenced on 4 December 2006 and established the:-

a) constitution and management of the World Youth Day Co-ordination Authority;

b) functions of the World Youth Day Co-ordination Authority;

c) co-ordination and co-operation of government agencies for World Youth Day;

d) management of roads and traffic for World Youth Day;

e) relationship between the World Youth Day Co-ordination Authority, Crown Lands, Environmental Planning and Assessment and Local Government; and

f) other miscellaneous matters.

The date prescribed for the repeal of the World Youth Day Act 2006 was 1 January 2009.

World Youth Day Regulations Three sets of Regulations were made under the World Youth Day Act 2006.

1. Under section 44C of the World Youth Day Act 2006 (Directions in aid of use of Randwick Racecourse) to prescribe a number of persons and bodies to whom Directions may be given under this section.

2. Under section 15A of the World Youth Day Act 2006 (Minister may direct government agencies to co-operate) to prescribe the Council of the City of Sydney as a government agency for the purposes of that section.

3. Under sections 46, 46B and 46C of the World Youth Day Act 2006 to make provision for the implementation of ambush marketing provisions under the Act and s58(2) in relation to condition of entry at WYD08 venues or facilities.

Legal ChangeThere were no changes to the World Youth Day Act 2006 or subordinate legislation administered by WYDCA during the reporting period.

On 15 July 2008, the Federal Court in Evans v State of New South Wales [2008] FCAFC 130 declared that clause 7 (1) (b) of the World Youth Day Regulation 2008 “is invalid to the extent to which it is applied to conduct which causes annoyance to participants in World Youth Day events”.

Regulation and ComplianceAn aspect of the World Youth Day Act 2006 that had implications for Local Government and agencies was the sale and distribution of prescribed articles in certain public places.

Similar to other major international events, an intention of the World Youth Day Act 2006 and the World Youth Day Regulation 2008 was to acknowledge and protect sponsor and corporate affiliate agreements with WYD 2008, the event organiser, from ambush marketing. Ambush marketing describes a situation where a company or person attempts to undermine, through its marketing, the sponsorship activities of a rival organisation, where the rival has legally purchased the rights to sponsor an event. In this situation, the marketing activities of a company create the sense that it, not the actual sponsor, is associated with an event or activity.

The Act and the Regulation provided restrictions on the sale and distribution of prescribed articles in certain areas during the period 1 July to 31 July 2008.

A prescribed article was defined in Clause 4 of the Regulation to include items of food and drink, religious items, items of apparel including headwear, clothing accessories, jewellery, giftware, hard-goods, stationery, textiles, philatelic and numismatic articles.

The restrictions on the sale and distribution of prescribed articles applied to areas which were identified as an Authority controlled area. An Authority controlled area broadly included




WYD08 venues or facilities and adjacent areas, transport facilities and interchanges and adjacent areas, and a public place within 500 metres of a transport facility or interchange or WYD08 venue or facility.

Where a prescribed article was to be sold or distributed in an Authority controlled area during the sales control period, WYDCA’s approval was required. Such approval could be granted conditionally or unconditionally.

WYDCA’s role was not to issue permits or notifications. WYDCA assessed each application and provided a letter to the applicant confirming its determination. The letter of determination provided evidence that the application had been assessed. Where WYDCA’s determination was “approved” to sell or distribute articles in the nominated location, the individual or company could then make application to the appropriate licensing body for issue of the permit or licence.

Council rangers were able to follow their normal enforcement procedures under the Local Government Act 1984. In some council areas, the Authority appointed Council rangers as authorised officers for the purposes of enforcing the escalation processes and procedures provided for under the World Youth Day legislation, including the issue of penalty notices and the removal or seizure of articles.

WYDCA received 17 applications for the sale and distribution of prescribed articles. The applications ranged from the sale of food and beverages to advertising materials to the sale of religious items. Out of the 17 applications received, six were approved and five were refused. The remaining six applicants were advised that an application was not necessary as the proposed activity did not fall within the World Youth Day legislation.

Ten penalty notices for the “sale and/or distribution of prescribed articles” in an Authority controlled area were issued during the sales control period.

Similar provisions were available to regulate advertising on certain buildings and structures and aerial advertising.

Legislation



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The NSW Deputy Premier, the Hon. John Watkins MP, was the Minister responsible for World Youth Day 2008 from 4 December 2006 until his resignation from the NSW Cabinet on 5 September 2008. The Hon. Kristina Keneally MP, Minister for Planning and Minister for Redfern Waterloo was subsequently appointed the Minister responsible for WYD08.

Management and Structure

StrategicProgramManager

Executive Director Planning and

Operations

Executive Director Property and

Logistics

Executive Director Finance and Corporate

Services

Executive Director Communications

CorporateCounsel

CEO




Vatican PCL

Traffic and Transport

Airport

Disability Services

Inclement Weather

Emergency Management

UnwellPilgrims

Final Mass Egress

Geospatial

Public Health

Medical Services

Local Organising

Committee (LOC)

LOC Operations Sub-Committee

LOC Transport Sub-Committee

LOC VIPProtocol & EventsSub-Committee

WO

RKIN

G G

ROU

PS

LOC Ops Sub-Committee

Executive Operations

Group

Advisory Board

CEO Forum

Audit & Risk ManagementCommittee

Procurement Steering Committee

Principal Agency Planning Group

State Venue Owners Group

Government Media/ Communications Group

Health Services Steering Committee

SES & RFS Steering Committee

Randwick Project Steering Committee

Minister WYDCA

World Youth Day Governance & Planning Groups

Management and Structure




Significant Committees

WYDCA Advisory BoardThe WYDCA Advisory Board was established by Clause 9 of the World Youth Day Act 2006 with the principal function of providing advice to the Chief Executive Officer on the following:

a) any matter referred to the Advisory Board by the Chief Executive Officer,

b) any matter referred to the Advisory Board by a member of the Board,

c) overall planning and logistics for World Youth Day events,

d) matters that impact on the NSW Government’s commitments in relation to World Youth Day events.

The Advisory Board’s membership comprised:

• The Hon. John Watkins MP, Deputy Premier, Minister for Transport, and Minister for Finance (Chair);

• The Hon. Kristina Keneally MP, Minister for Ageing, and Minister for Disability Services;

• Ms Robyn Kruk, Director General, Department of Premier and Cabinet;

• Commissioner Andrew Scipione, NSW Police Force;

• Mr Roy Wakelin-King, Chief Executive Officer, WYDCA;

• Mr David Richmond, Co-ordinator General, Department of Premier and Cabinet;

• Mr Jim Glasson, Director General, Ministry of Transport; and

• Mr Danny Casey, Chief Operating Officer, WYD 2008.

The Advisory Board met monthly during the first half of 2008.

Local Organising Committee (LOC)

The final meeting of the WYD 2008 Local Organising Committee was held on 22 August 2008. The LOC was chaired by His Eminence Cardinal George Pell AC, Archbishop of Sydney, with NSW and Federal Government representation at Ministerial level.

Meetings were scheduled monthly and the 21 member committee was representative of:

• the Catholic Archdiocese of Sydney;

• Australian Bishops;

• the State Government;

• the Federal Government;

• Federal and State Opposition representatives

• Youth representatives; and

• other business and community representatives.

The Local Organising Committee’s primary purpose was to oversee WYD08 and to ensure that preparation was in accordance with the requirements and guidelines set down by the Vatican and the Archbishop of Sydney. This included:

• providing recommendations and advice on the optimum ways to satisfy the requirements of WYD08;

• liaising as appropriate with the Pontifical Council for the Laity, other relevant Vatican departments, the Australian Catholic Bishops Conference and State, Federal and Local governments;

• reviewing and approving the WYD08 Strategic Plan to ensure the Plan satisfied the requirements set down, including financial outcomes;

• providing advice and support to the Bishop Coordinator, the WYD 2008 Chief Operating Officer and Directors on issues, management and progress;

• reviewing and approving detailed operating plans, ensuring that requirements set down by the Archbishop and other key stakeholders and the financial targets were satisfied;

• promoting WYD08 and providing practical assistance in





addressing planning and logistical challenges; and

• participating, as appropriate, in other advisory committees established for Marketing, Communications, Evangelisation and Event Planning.

Local Organising Committee Operations Sub-Committee

The Local Organising Committee Operations Sub-Committee’s primary purpose was to oversee the operational planning for WYD08.

The sub-committee met to resolve planning and other issues that could not be resolved by other groups. The sub-committee met weekly in the lead up to the event.

The sub-committee’s membership comprised:

• The Hon. John Watkins MP, Deputy Premier, Minister for Transport, and Minister for Finance (Co-Chair);

• The Hon. Kristina Keneally MP, Minister for Ageing, and Minister for Disability Services;


• Ms Linda Franklin, Executive Director, Planning and Operations, WYDCA;

• Commissioner Andrew Scipione, NSW Police Force;

• Mr Jim Glasson, Director General, Ministry of Transport;

• Mr Les Wielinga, Chief Executive Officer, Roads and Traffic Authority of NSW;

• Mr Rob Mason, Acting Chief Executive Officer, RailCorp;

• Mr Greg Rochford, Chief Executive Officer, NSW Ambulance Service;

• Bishop Anthony Fisher, WYD08 Coordinator (Co-Chair)

• Mr Danny Casey, Chief Operating Officer, WYD 2008;

• Mr Ian Steigrad , Director Event Planning & Operations, WYD 2008;

• Mr Geoff Morris, Director, Pilgrim Services and Support, WYD 2008; and

• Ms Helen Cox, General Manager, Market Access Group, Tourism Division, Department of Resources, Energy and Tourism (Commonwealth).

Local Organising Committee Transport Sub-Committee

The Local Organising Committee Transport Sub-Committee was established to review the strategic transport arrangements for WYD08 and to develop appropriate strategies to address transport related issues. The sub-committee comprised:

• Mr Jim Glasson, Director General, Ministry of Transport (Chair);


• Ms Linda Franklin, Executive Director, Planning and Operations, WYDCA;

• Mr Richard Haddock, Local Organising Committee Member;

• Ms Michelle Pryde, Chief Operating Officer, Catholic Archdiocese of Melbourne;

• Mr Danny Casey, Chief Operating Officer, WYD 2008;

• Mr Geoff Morris; Director, Pilgrim Services and Support, WYD 2008;

• Ms Helen Cox, General Manager, Market Access Group, Tourism Division, Department of Resources, Energy and Tourism (Commonwealth);

• Mr Peter Hancock, Manager, Business and Major Events, Department of Resources, Energy and Tourism (Commonwealth);

• Mr Liam McKay, National Manager, Tourism and Transport Forum;

• Mr Michael Diab, Special Operations Co-ordinator, Sydney Airport Corporation Limited;

• Mr Simon Pogmore, Manager Tourism Development, QANTAS Airways; and

• Mr Philip Ryall, Managing Director, Harvest Youth Tours.

The sub-committee’s last meeting was held on 1 July 2008.






CEO Forum

The CEO Forum was established and chaired by the Hon. John Watkins MP, Deputy Premier, Minister for Transport, and Minister for Finance.

The group provided a regular forum for NSW Government Executive representatives, including the Chief Executives of State-owned venues, to exchange information and to identify, consider and resolve issues related to WYD08.

The group met weekly in the lead up to the event and daily during the WYD08 event period. The final meeting of the CEO Forum was held on Monday, 21 July 2008.

Executive Operations Group

This group was established in April 2008 and met weekly to:

• review and confirm operational plans for government support to WYD08 for Chief Executive Officer sign off;

• evaluate the resolution of escalated issues and options put forward by the WYDCA operational working groups, presenting recommendations to the Local Organising Committee Operations Sub-Committee;

• review and implement the critical path of the Government Master Program, identifying emerging issues and risks and their interdependencies across work streams, and to develop action plans to minimise the risk of issues impacting on event delivery; and

• determine and resolve key operational issues relating to WYD08 government support facilities and services.

The group’s membership comprised:

• Ms Linda Franklin, Executive Director, Planning and Operations, WYDCA (Chair);

• Mr John Trevillian, Assistant Director General, Office of Protocol and Special Events, Department of Premier and Cabinet;

• Assistant Commissioner Garry Dobson, World Youth Day Security Command, NSW Police Force;

• Mr Phil Akers, General Manager, Roads and Traffic Authority of NSW;

• Mr Glenn Maker, WYD Project Manager, RailCorp;

• Mr Greg Huish, WYD Project Manager, Ministry of Transport;

• Ms Gillian O’Malley, Director, Counter Disaster Unit, NSW Health; and

• Mr Ken Pritchard, WYD Health Commander, NSW Ambulance Service.

The group met twice weekly in the two weeks prior to the event with a final meeting being held on 21 August 2008.

State Venue Owners Group (VOG)The VOG met weekly up until 3 July 2008 with a post-event meeting being held on 1 August 2008. The group’s role was to:

• finalise venue operating schedules and plans for State-owned venues for WYD08 events;

• resolve venue related issues;

• finalise venue agreements with WYD 2008, WYDCA and venue owners;

• confirm command and control arrangements during event time;

• utilise the collective resources of government venue owners to make recommendations to effectively manage the event; and

• identify emerging risks or issues and recommend strategies to mitigate these and, where necessary, escalate to the Local Organising Committee’s Operations Sub-Committee.

The group’s membership included:

• Mr Roy Wakelin-King, Chief Executive Officer, WYDCA (Chair);

• Ms Gerry Brus, Executive Director, Finance and Corporate Services, WYDCA;

• Mr Bryan Hardman, Executive Director, Property and Logistics, WYDCA;

• Ms Amalia Stanizzo, Senior Solicitor, Crown Solicitor’s Office;




• Ms Amanda Brodie, Precinct Manager, Southern Cross Precinct, WYDCA;

• Mr Steve Keogh, Precinct Manager, Sydney CBD, WYDCA;

• Assistant Commissioner Garry Dobson, World Youth Day Security Command, NSW Police Force;

• Mr Michael Abbott, Events and Filming Liaison Manager, City of Sydney;

• Mr John Ferguson, Executive Manager, Events and Operations, Sydney Olympic Park Authority;

• Mr Stan Berriman, Security and Logistics Manager, Sydney Harbour Foreshore Authority;

• Mr Damien Jeacle, Business Development and Venue Hire Manager, Sydney Harbour Foreshore Authority;

• Ms Valmay Hill, Project Director, Sydney Opera House;

• Mr Stuart Dutton, Acting Director Visitor Experience, Centennial Parklands;

• Ms Sarah Hartson, Operations Manager Property, Sydney Ports Corporation;

• Ms Annie Heath, Event Manager, Royal Botanic Gardens Trust;

• Ms Sharlene Chin, Event Co-ordinator, Royal Botanic Gardens Trust; and

• Mr Ian Steigrad, Director Event Planning and Operations, WYD 2008.

Audit and Risk Management Committee

The membership of WYDCA’s Audit and Risk Management Committee comprised:

• Mr John Isaacs, Independent Chair;

• Mr Roy Wakelin-king, Chief Executive Officer;

• Ms Gerry Brus, Executive Director, Finance and Corporate Services;

• Ms Linda Franklin, Executive Director, Planning and Operations;

• Mr Bryan Hardman, Executive Director, Property and Logistics;

• Mr Allan Cook, Independent Member; and

• Specialist financial advice as required.

Meetings of the committee were regularly attended by the following invitees:

• the Financial Services Manager;

• representatives of the NSW Audit Office; and

• representatives of IAB Services (internal auditors).

The Audit and Risk Management Committee met monthly with its last meeting being held on 26 November 2008. Its role was purely advisory and its purpose was to provide advice and support to WYDCA’s Chief Executive Officer in:

a) managing the effectiveness of risk management strategies and internal controls;

b) addressing any operational risks that arose from the NSW Government’s involvement in World Youth Day 2008;

c) reviewing all aspects of the internal audit function within WYDCA, including assessing the effectiveness of the function;

d) reviewing the adequacy and quality of the internal control structure;

e) fulfilling the legal requirements of Section 11 of the Public Finance and Audit Act 1983;

f) reviewing WYDCA’s financial statements and financial reporting generally;

g) assessing the performance of WYDCA’s financial and operational management;

h) reviewing the timeliness and appropriateness of management responses to audit reports; and

i) reviewing and assessing all aspects of WYDCA’s internal audit function, from the approval of the charter through to the review of audit results.






Procurement Steering Committee

WYDCA’s Procurement Steering Committee was established as an advisory committee to the Chief Executive Officer. The Procurement Steering Committee assisted WYDCA to fulfil its responsibilities in relation to probity, procurement and reporting practices. The committee oversaw processes implemented at WYDCA in respect of the duties relating to the assessment and reporting mechanisms of the Authority’s procurement processes.

The Procurement Steering Committee was chaired by Mr Bryan Hardman, Executive Director, Property and Logistics, WYDCA with membership comprising:

• Mr Len Withers or Mr Noel Patterson, Walter Turnbull – Probity Advisers;

• Mr Gary Woods, Principal Client Manager, Department of Commerce;

• Mr Steve Illek, Director Infrastructure Delivery and Management, Office of the Co-ordinator General, Department of Premier and Cabinet; and

• Ms Gerry Brus, Executive Director, Finance and Corporate Services, WYDCA.

The duties of the committee in respect to WYDCA’s procurement processes were in the main to:

a) review the services to be provided for and on behalf of WYDCA including, but not limited to, any request for Expressions of Interest, Evaluation Plans, Call for Detailed Proposals, Tender Reports, Evaluation Reports and Fee Proposals;

b) identify risks to which WYDCA may be exposed in relation to its procurement plan and verify that the internal control systems were adequate and functioned effectively to manage such risks; and

c) review the WYDCA procurement plan to ensure it had adequate controls, and to assess the effectiveness of those controls on an on-going basis.

The last meeting of the Procurement Steering Committee was held on 4 September 2008.

Randwick Racecourse Project Steering Committee (PSC)The Randwick Racecourse Project Steering Committee was established to oversee the development of the overlay and related works at Randwick Racecourse. Mr Hugh Martin was appointed as the Independent Chair with committee membership representative of WYDCA, the Federal Government, WYD 2008, the AJC, Racing NSW and the Randwick Trainers Association.

The primary functions of the PSC were:

• to co-ordinate the Works to be undertaken by the contractors of the AJC, the State and WYD 2008 during the Exclusive Access Period; and

• to co-ordinate the Works to be undertaken during the Shared Access Period consistently with the overriding Shared Use Conditions.

The other functions of the PSC were:

• to develop the Works Program;

• to help develop a detailed activities program and methodologies for the Works within the ambit of the Works Program;

• to monitor all activities and works in relation to the Project based on the Works Program, including any variations to these activities and works or any plans for the implementation of these activities or works to enable the Events to occur;

• to consider and, if practicable, assist in resolving disputes and concerns notified to the PSC by the members of the PSC;

• to review and advise on progress reports on the project;

• to provide advice to the parties on community consultation;

• to consider and provide advice on any other matter referred to the PSC, or which any of the parties request the PSC to consider; and




• to ensure that all relevant stakeholders were consulted as necessary.

Meetings were scheduled weekly from January 2008 until October 2008. The Project Steering Committee held its last meeting on 17 November 2008.





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The Vatican and the event organiser, WYD 2008, complimented the NSW Government on the level of government services provided during WYD08, stating that they were the “best ever services” for any World Youth Day.

World Youth Day is a six-day religious celebration held internationally every three years, aimed at bringing young people together from all around the world. Initiated by His Holiness Pope John Paul II in 1984, World Youth Day has become the largest single mobilisation of young people in the world.

WYD05 was held in the German city of Cologne in August 2005. At the final mass His Holiness Pope Benedict XVI announced that Sydney would host the next World Youth Day in 2008. WYD08 was held in Sydney from 15 to 20 July 2008 with His Holiness Pope Benedict XVI in attendance.

The host of WYD08 was the Catholic Archdiocese of Sydney. The Archdiocese established a company, WYD 2008, to be the event organiser. The NSW Government assisted by providing in-kind support to the event, particularly in the areas of security, traffic and transport, health, facilities (school accommodation and venues) and fire services, with WYDCA being established to co-ordinate the planning and delivery of these services.

Comprehensive planning over the previous reporting period by all government agencies providing support to WYD08 resulted in the development of robust plans for traffic management, bus and rail services, coach co-ordination, airport services, security and crowd management, emergency services, health and medical services, and accessibility services. Plans were tested through a series of “walk throughs” and “table top” exercises, and provided sufficient flexibility and contingency to allow for variations in a range of factors such as service demand, traffic and crowd volumes, and weather conditions.

In the two weeks leading up to the commencement of the event, final operational details were confirmed. The successful implementation of the service delivery plans was supported by a

comprehensive communications program as well as co-ordinated 131 500 support for transport arrangements.

During the WYD08 event period, expert teams from a number of government agencies worked around the clock to ensure the delivery of services and to effectively manage any incidents that occurred. At the heart of the operation was the World Youth Day 2008 Government Co-ordination Centre (GCC) which facilitated information sharing and provided communication channels for key decision makers. The GCC was co-located with the Police Operations Centre.

NSW Government agencies involved in the delivery of services during the WYD08 event period included:

• Department of Ageing, Disability and Homecare

• Department of Education and Training

• Ministry of Transport

• NSW Fire Brigades

• NSW Food Authority

• NSW Health and Ambulance Service of NSW

• NSW Maritime

• NSW Police Force

• Office of Protocol and Special Events, Department of Premier and Cabinet

• RailCorp

• Roads and Traffic Authority (RTA)

• State Transit Authority (STA)

• Sydney Ferries

• Sydney Harbour Foreshore Authority

• Sydney Olympic Park Authority

• Sydney Ports

• Tourism NSW

• WYDCA

Government Operations and Service Delivery




The Authority was also greatly assisted by both Federal and Local Government organisations. In particular, the Federal Government’s Department of Resources, Energy and Tourism was most helpful in the co-ordination of Federal and State co-operative arrangements that were put in place to support the event.

A large number of Local Councils in NSW played a role in supporting World Youth Day, through provision of support during the Journey of the Cross and Icon to approvals for the sale and distribution of goods during the course of the event in July 2008. Particular mention needs to go to the City of Sydney, North Sydney Council and Randwick Council for the outstanding support they provided to the major events that were conducted in their respective areas.

Government agency involvement is summarised below.

Journey of the World Youth Day Cross and IconThe two week period from 1 July to 14 July 2008 was highlighted by the World Youth Day Cross and Icon’s journey through the suburbs of metropolitan Sydney and the CBD before appearing at the Opening Mass of Welcome at Barangaroo on Tuesday, 15 July 2008 to mark WYD08’s official opening. For just over a year, the World Youth Day Cross and Icon had travelled through every diocese in Australia visiting some 400 local communities, returning to Sydney on 1 July 2008. The Cross and Icon were accompanied on their journey by an indigenous Message Stick as an invitation from the indigenous people of Sydney to the indigenous youth of Australia to attend WYD08 celebrations.

The journey of the World Youth Day Cross and Icon was supported by the NSW Police Force, the RTA and the many Local Councils who provided access and assistance to this event.

Images of Sydney WYDCA organised for high resolution images of His Holiness Pope Benedict XVI and the Australian landscape to be projected on the southern pylon of the Sydney Harbour Bridge in celebration of WYD08. The 20 spectacular images were

displayed from 5.15pm until midnight each evening throughout the week long event. The images included a welcome to Catholic pilgrims, depictions of His Holiness Pope Benedict XVI, and a kangaroo on a sun-drenched sandy white beach.

The images were launched at the Sydney Opera House by the then Premier, the Hon. Morris Iemma MP, the Hon. Kristina Keneally MP, Minister for Ageing and Minister for Disability Services, and WYD08 Coordinator Bishop Anthony Fisher.

Traffic and Transport ServicesWYDCA, the RTA, Ministry of Transport, STA, RailCorp, the NSW Police Force, the City of Sydney, Randwick City Council and Sydney Ferries Corporation worked together to develop sound traffic and transport plans to ensure the successful delivery of integrated traffic and transport services during the WYD08 event period.

Transport services included:

• an integrated Pilgrim transport pass allowing for “flash” pass entry to bus and rail services;

• free bus and rail travel within the Sydney metropolitan area for registered pilgrims, WYD 2008 volunteers and WYD 2008 staff and contractors;

• high frequency rail services to transport over 1.6 million passengers during the WYD08 operational period;

• effective rail station management and on-train messaging;

• supplementary bus services on bus routes that catered for participant travel between accommodation sites, Catechesis sites and rail stations, as well as special event bus services;

• augmentation to existing bus routes for home stay, self stay and general public attending WYD08 events;

• an event workforce bus shuttle service on agreed routes;

• media bus shuttle services during the event;

• low-floor wheelchair accessible buses for transporting people with mobility restrictions between Central Rail Station and the Final Mass site; and





• re-routing of STA services and deployment of wayfinding (customer service) staff.

Bus contractors provided operational support to a range of shuttle services, including media, workforce, pilgrims with disabilities, charter coach set-down area and general public to the Southern Cross Precinct on Saturday and Sunday, 19 and 20 July 2008.

Traffic management plans resulted in:

• the successful implementation of traffic management plans and traffic control plans for the Journey of the Cross and Icon from 1 to 15 July and during the WYD08 event week;

• special event clearways and bus lanes to facilitate traffic movement through the CBD and surrounding areas;

• robust pedestrian management plans that assisted in the metered flow to transport hubs from WYD08 venues;

• the establishment of tactical pedestrian routes; and

• the effective management of critical intersections and road closures by the RTA.

Coach Co-ordinationWYDCA managed the planning and delivery of coach co-ordination for WYD08 with the primary objective being to minimise the impact on Sydney and, in particular, the CBD and Sydney Airport due to increased demand for coach services.

This objective was achieved through effective traffic management on highways and arterial roads, effective coach management around venues including school accommodation, well-managed coach parking and passenger loading zones, and efficient integration of passengers into planned pedestrian walking routes.

An integrated and functional event management team comprising representatives from the Sydney Airport Corporation Ltd (SACL), WYDCA, the Office of Protocol and Special Events (OPSE) at the Department of Premier and Cabinet and WYD 2008 worked co-operatively to co-ordinate airport coach operations at event time. Ground transport planning through

this working group enabled pre-event briefings for all ground transport stakeholders and co-ordinated operational delivery.

Strong pre-event communications with Parish group leaders and coach companies enabled effective co-ordination of their activity on approach to and within the coach parking precinct; and the issue of the WYDCA Authorised Parking Permit provided for ease of identification and facilitated on ground direction of booked coaches.

A total of 243 coaches were booked into the coach parking precinct on the weekend of 19 and 20 July. It is estimated that approximately 10,750 people were transported by coach and utilised the Coach Parking Precinct.

The RTA Special Event Team and WYD Security Command Traffic Team provided support, knowledge and expertise to enable effective and flexible coach co-ordination by WYDCA.

Pedestrian Walking Routes to VenuesThe WYDCA Traffic and Transport Working Group developed a number of dedicated pedestrian walking routes from major CBD transport hubs to WYD08 venues. These routes included:

• Central to Darling Harbour and Barangaroo

• Wynyard to Barangaroo

• Circular Quay to Barangaroo

• Circular Quay, Wynyard and Martin Place to The Domain

• Circular Quay to Sydney Opera House

The pedestrian walking routes from Wynyard, Circular Quay and Central to Barangaroo were the most heavily utilised from 14 July to 18 July with the busiest day being Tuesday, 15 July 2008.

A temporary public address (PA) system was installed across the CBD, including North Sydney and the Randwick Event Precinct area. This system was remotely accessed from the Government Coordination Centre (GCC) and proved to be an invaluable operational tool to manage crowd movements. Pre-programmed messaging could be very quickly changed to reflect revised operations.




Government volunteers assisted with wayfinding and provided information to both pilgrims and the non-event community.

Health ServicesNSW Health, the Ambulance Service of NSW and St John Ambulance provided first aid and medical coverage to WYD08 event precincts.

The Ambulance Service provided 117 rostered crews. Of the 247 occasions of service provided, 91 people were transported to onsite medical units, two to St John Ambulance services, and 99 to hospitals. The other 55 persons were treated but not transported. The Ambulance Service also provided pre-hospital dignitary protection care, including motorcade support and a full-time designated ambulance for His Holiness Pope Benedict XVI.

Onsite medical units were established by NSW Health at Barangaroo (15 to 18 July), Randwick Racecourse (19 to 20 July) and Centennial Parklands (19 to 20 July) and were staffed by emergency and general practice medical officers, registered nurses, administrative support officers and public health officers.

From 15 July to 20 July there were 465 presentations to onsite medical units. The most commonly seen presentations related to influenza-like illness, sprains/falls, general symptoms and abdominal pain. Almost 80% of presentations were treated onsite and discharged back to the event, with 11% percent of presentations being transported to hospital by ambulance for advanced treatment or tests. The remaining 10% of presentations were relocated to the Welfare Centre recovery area or did not wait to be discharged.

Public health officers were part of all onsite medical unit teams to indentify and collect data on conditions of public health interest. Environmental health field teams were a visible presence at major venues and assisted with a variety of minor issues.

There were 508 WYD08-related presentations to NSW public hospital emergency departments, with 84 people requiring admission.

During Days in the Diocese and the WYD08 event period there were a number of small clusters of infectious disease outbreak (predominantly influenza-like illness). The two largest outbreaks were at Oakhill College in Castle Hill and at Sydney Olympic Park and required a sustained public health response. On 16 July 2008 an influenza clinic and an isolation area were established at both venues with 174 and 242 presentations respectively.

The Health Access Co-ordination Unit served as a non-emergency health call line (available 24 hours a day) for temporary accommodation sites during WYD08. The Unit provided health advice to pilgrims and flagged issues of potential public health significance for public health liaison officers. Medical interpreter services were arranged through the Commonwealth Government’s Translating and Interpreting Service.

St John AmbulanceSt John Ambulance worked collaboratively with NSW Health and the event organiser, WYD 2008, to supplement the provision of medical services to WYD08.

St John provided services across 13 venues and events, servicing 2,889 individuals. The majority of patient presentations were for minor injuries and medical conditions such as headaches, minor lacerations, sprains, strains and blisters, with 87% of presentations being at Randwick Racecourse and Barangaroo.

NSW Food AuthorityNSW Food Authority officers were on duty at WYD08 events from 8am-8pm and were able to address minor issues as they arose to ensure food was handled appropriately and safely. The Authority reported that there was no food borne illness associated with any of the WYD08 events from 15 to 20 July 2008.





NSW Police Force The NSW Police Force conducted “Operation Angelus”, the largest Police operation undertaken in NSW since the 2001 US terrorist attacks, with heightened vigilance and awareness and a reliance on high visibility policing as a deterrent to incidents and crime. The operation focussed on crime prevention in the public domain and at WYD08 sites, Papal accommodation sites and Papal program activity locations.

Operation Angelus successfully achieved the NSW Police Force’s intent and met major police operation objectives including:

• protection of His Holiness, Pope Benedict XVI;

• maximising the protection of pilgrims at WYD08; and

• minimising disruption to Sydney.

NSW Police managed crowds estimated to be almost 2 million over the WYD08 police operational period of 1 July to 22 July 2008.

Strong liaison and co-operation between the NSW Police Force, RailCorp, the STA and Sydney Ferries resulted in co-ordinated policing and security for public transport systems and infrastructure.

NSW Fire Brigades The NSW Fire Brigades conducted over 700 inspections of pilgrim accommodation sites.

There were no major incidents during the WYD08 event period that required an emergency response from the NSW Fire Brigades.

Sydney Harbour ManagementSydney Harbour management was undertaken by a number of organisations including:

• Sydney Ports Authority

• NSW Maritime

• NSW Police – Marine Area Command

• Sydney Ferries

NSW Maritime was assisted by Surf Life Saving Australia who provided volunteers to monitor the safety of spectator craft occupants and the Royal Volunteer Coastal Patrol who assisted NSW Maritime to manage the laying of buoys for the exclusion zones and to monitor vessel movements in the harbour.

Overall, the harbour was managed well with no major incidents or issues arising during the event period.

Airport ServicesThe objective of these services was to ensure that all pilgrims and other international and domestic travellers using Sydney Airport in July 2008 had a positive, safe and time effective experience when arriving at or departing from the airport during the WYD08 period of operations.

This objective was successfully achieved and assisted by utilising experienced operational staff at Sydney Airport in the days prior to, during and after the World Youth Day event. A WYD 2008 Arrivals Desk in the main public area provided a conduit of information to all pilgrims. A ground transport call up system was implemented, along with dedicated ground transport pick up areas for pilgrims which minimised congestion outside the terminal buildings.

The efforts of the agencies involved at the airport, under the co-ordination of Sydney Airport Corporation Ltd, were instrumental in ensuring that the visitors to Sydney had positive first and last impressions of the event. The reception arrangements set a positive tone from the outset, and this was complemented by the processes put in place for the departure period.




Accessibility ServicesWYDCA co-ordinated the provision of accessibility services in the areas of public transport, medical and health service provision and signage in the common domain areas.

Services included:

• dedicated pick up/set down locations at all major WYD08 event venues;

• dedicated accessible bus shuttles between Central Station and Randwick Racecourse and between Bondi Junction Station and Centennial Parklands;

• a support bus shuttle service from the Coach Parking Precinct in Rosebery to Randwick Racecourse;

• accessible parking close to Randwick Racecourse;

• a dedicated accessible taxi shuttle service to Barangaroo and The Domain (via the NSW Taxi Council);

• a Disability Service Centre at the Hilton Hotel;

• a Wheelchair Care and Repair service point;

• additional on the ground taxi support by way of secure taxi rank services at George St (near Central Station) and the Southern Cross Precinct (Errol Flynn Boulevard).

Information was provided to the disability community and pilgrims in the WYDCA Disability Services Guide or by contacting the Information on Disability and Education Awareness Service (IDEAS) NSW’s 1800 freecall number. Sufficient numbers of dedicated staff were also rostered at transport hubs and in the common domain to assist pilgrims.

Volunteers from the Order of Malta and Malteser International provided essential support services to the disability service centre at the Hilton Hotel. Their contribution was valuable in helping both pilgrims and the general public with key support during the event.

The accessibility arrangements received strong praise from the event participants and the disability community more broadly.

AccommodationApproximately 15,000 registered pilgrims were accommodated in State owned venues during World Youth Day. Each venue was inspected by NSW Fire Brigades to provide advice on fire safety measures required to be installed for the temporary use of the venue as a place of basic indoor-camping style accommodation.

The Department of Education and Training identified and facilitated space in State schools to accommodate pilgrims during the event period.

Sydney Olympic Park was identified as an additional accommodation venue by the event organiser, WYD 2008, in the last months leading up to event. Effective planning and management ensured that the site was ready to accommodate pilgrims at a variety of Sydney Olympic Park’s pavilion-style buildings and sports halls. The Sydney Olympic Park Authority (SOPA) helped manage the site in conjunction with WYD 2008.

The Centre for Health Protection provided WYDCA with a series of guidelines on maintaining health and safety at WYD08 group accommodation sites.

VolunteersAs with the Olympic Games, the volunteer program was critical to the success of the event. The response to the effective service provision of the volunteers was overwhelmingly positive. This resulted in extraordinarily high shift completion and return rates amongst volunteers.

The WYDCA Government Volunteer Program was established to assist pilgrims and the non-event community with wayfinding and information provision along dedicated pedestrian walking routes and between transport hubs and WYD08 venues.

Program participants were recruited from across the NSW public sector, with 554 employees from 54 NSW Government agencies completing 2,075 shifts to provide volunteer services over the WYD08 event period. A total of 64 languages other than English were spoken amongst the Government Volunteers.





Additional volunteers to support government service delivery during the WYD08 event period were sourced from a number of organisations and undertook various roles. Numbers of volunteers recruited and examples of the types of assistance provided are detailed in the table below.

Organisation Numbers Role

State Emergency Service 131 Assisted with the management of road closures

Rural Fire Service 341 Conducted bag searches at venues

St John Ambulance 738 Provided first aid services

Surf Life Saving New South Wales 55 Staffed the Tea House Welfare Centre at Royal Randwick Racecourse

RailCorp 557 Assisted with rail station management, wayfinding and timetable information

NSW Police Force 49 Assisted NSW Police

STA 128 Provided kerbside information about bus services

Royal Volunteer Coastal Patrol and Australian Volunteer Coast Guard

60 Assisted NSW Maritime to monitor vessel movements on Sydney Harbour during the Papal boatcade

WYDCA 554 Provided wayfinding and information to pilgrims and the non-event community

TOTAL 2,613

The support and dedicated service of all volunteers was invaluable and contributed significantly to the successful delivery of NSW Government services during the WYD08 event period.



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Major Venues

WYDCA facilitated access to government and other venues for WYD08 activities. Under the World Youth Day Act 2006, WYDCA was the consent authority for WYD08 related venues and events. Sixteen formal consent approvals for WYD08 events were issued by WYDCA as well as approvals for the use of over 700 venues. The sites were closely managed to ensure minimal impact on the venues so they could return to normal operations as soon as possible after the event.

The key WYD08 site in the CBD was Barangaroo, the former container terminal on the western side of the CBD. As this site is planned for redevelopment, it provided a blank canvas upon which WYD 2008 could stage key events and cater for around 140,000 pilgrims.

Thousands of pilgrims gathered at the Sydney Opera House forecourt and around the Sydney Harbour foreshore during the WYD08 event week to celebrate World Youth Day, to meet friends and to witness events such as the arrival of His Holiness Pope Benedict XVI on the Harbour and the Stations of the Cross.

The Royal Botanic Gardens and The Domain provided an open space where people gathered to watch the Papal Boatcade on Sydney Harbour and the Stations of the Cross. The Papal Motorcade also passed through the Gardens on its way to St Mary’s Cathedral.

The Sydney Entertainment Centre provided a space for thousands of pilgrims to gather for Catechesis sessions, national gatherings and Youth Festival activities.

During WYD08 the Sydney Convention and Exhibition Centre was home to the International Media Centre which held 2,000 accredited members of the media. This venue was also used to hold the Vocations Expo which involved exhibitions and discussion spaces for pilgrims to explore different vocations.

Darling Harbour and Cockle Bay provided open space for visitors and locals to gather and view many WYD08 events live via large screens and also to witness the seventh Station of the Cross which was staged on board a floating pontoon in Darling Harbour.

The steps of the Art Gallery of NSW provided the setting for the re-enactment of the third Station of the Cross.

WYDCA was integral in securing the use of a number of venues for World Youth Day through the City of Sydney including Hyde Park and many city streets. Hundreds of thousands of pilgrims visited Hyde Park during the week for registration or to take part in Youth Festival events and the pilgrimage to St Mary’s Cathedral.

The week’s activities culminated at Randwick Racecourse with over 200,000 pilgrims attending the Evening Vigil and sleep out under the stars on Saturday, 19 July 2008, with thousands more joining them to participate in the Final Mass celebrated by His Holiness Pope Benedict XVI on Sunday, 20 July 2008.

While hundreds of thousands of pilgrims filed into Randwick Racecourse for the Evening Vigil and the Final Mass, Centennial Park was available for locals who wanted to experience the atmosphere but not the crowds to view the weekend events live via large screens.

WYDCA also facilitated access to the Australian Technology Park at Redfern for use by the NSW Police Force as aco-ordination centre for the briefing and deployment of police officers during the event period.



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Communications

In early 2008 WYDCA embarked on a comprehensive communications program encompassing a public information and advertising campaign, community relations, stakeholder and issues management, marketing and market research. The communications program effectively supported the successful delivery of government services and provided for contingency and crisis communication in the lead up to and during the event period.

The public information and advertising campaign was delivered in four phases. The main messages for the campaign centred on informing Sydneysiders that WYD08 events would impact on the regular functioning of the city, particularly around the event venues in the Sydney CBD and at Randwick Racecourse and Centennial Park. The campaign informed the public of changes to roads and transport, promoted the event as a public transport event, and gave the public a choice to stay and celebrate or take a break by promoting tourism within NSW.

Phases 3 and 4 of the campaign extended into July 2008. Phase 3 included:

• Event operations, How to get there/get around/avoid delays.

• Celebrations change everything

• Sydney, it’s time to celebrate youth

• Celebrate your own way

• Make it a moving experience for everyone

• Do your homework for July school holidays

• Celebrate and save

• Take an early mark for World Youth Day

• RSVP for World Youth Day celebrations

• Joining in the celebrations is a walk in the park

Phase 4 ran from 21 to 24 July 2008 to say “Thank you Sydney”.

A combination of press, radio, outdoor and on-line advertising was used to promote a range of messages and provide information. This included the placement of strip advertisements and posters at rail stations, outdoor bus-backs,

radio advertisements and on-line. The mainstream public information advertising program was supported by a number of other elements within the communications program including media releases and publicity activity, an information website, feature articles in government publications and community relations activities such as letterbox drops to residents and business briefings.

The community relations component of the program focussed on providing detailed information to local communities and businesses about the potential impacts of WYD08. WYDCA identified several localities that, due to the level of impact, required specific communications for residents that continued into July 2008. For example, ongoing information on road closures, special event clearways, changes to bus routes and the issue of special event parking permits was provided to a number of localities within the Eastern Suburbs.

The whole of government co-ordination of the communications activities in relation to WYD08 was successful and contributed to:

• a decline of approximately 50% in CBD traffic during critical periods of the event;

• a reduction in Sydney Harbour Bridge traffic volumes by between 11% and 26% from Monday 14 July to Friday 18 July;

• a reduction in total traffic volumes by between 4% and 17% from Monday 14 July to Sunday 20 July;

• a decline in regular commuter patronage due to the non-participant community staying out of the city during the event week;

• pilgrims utilising public transport guides produced in the four official WYD08 languages – English, Italian, Spanish and French; and

• significant positive media coverage during the WYD08 event week.

Strengths of WYDCA’s communications program included the thoroughness of the community relations, the responsiveness of the media management and the early release of major operational information, particularly in relation to traffic




changes. The support of the RTA’s Variable Message Signs and also the visibility of their special event signage in the streets contributed significantly to the awareness of the event.

Communications



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Consumer Response

Community Information Line The WYDCA Community Information Line (Telephone: 1300 360 933) was established early in 2008 to provide a facility for responding to community inquiries, concerns or complaints about government services and the impacts of WYD08 on Sydney during the event period.

Statistical information was maintained in relation to community members who contacted the Community Information Line. Each call received was diverted to one of five options. A summary of the calls received from 1 July to 20 July 2008 is as follows:

Total calls

Option Type Agency (1-20 July) %

1 Road closures and traffic Information RTA 3,319 53

2 Public transport information 131 500 431 7

3 Events and registration information WYD 2008 338 5

4 Accessibility services information IDEAS 130 2

5 All other enquiries WYDCA 1,799 29

Abandoned calls (no option selected from menu)

272 4

TOTAL 6,289

The majority of other complaints related to noise, with 30 calls being received via the Community Information Line between 4 July and 19 July 2008. Details of the complaints were referred on to the organisation responsible for appropriate action and resolution.

Post-event enquiries received on the Community Information Line generally related to vehicles that had been towed away and parking infringement notices issued by Council as an infringement to the special event parking scheme.

A number of calls received after the event were simply to say “thank you for your assistance”.




Market Research – General Public Survey Research commissioned by WYDCA and conducted by Newspoll on the weekend following the departure from Sydney of His Holiness Pope Benedict XVI found that 79% of respondents thought WYD08 was good for Sydney. The research found that almost 69% of those surveyed agreed at the time that it is important for government to fund these types of events.

More than 80% of respondents did not find World Youth Day disruptive to their personal routine and accepted the inconveniences of the event with a generosity of spirit, a desire to welcome guests to our city, and a justified pride in Sydney.

The Newspoll research showed government communications about the impact of WYD08 on Sydney to be effective, with 75% of those surveyed agreeing that communication was good and 84% agreeing that the State did a good job of managing the event.

Market Research – Pilgrim SurveyInside Story was commissioned by WYDCA to undertake research on pilgrims attending WYD08 both before and after their visit.

More than 4,300 pilgrims completed an online survey prior to the WYD08 event and over 1,800 pilgrims responded after the event. The post event survey found that:

• 81% of international respondents stated they would not have come to Australia but for WYD08.

• The most popular Sydney attractions nominated by respondents included Taronga Zoo, Harbour Cruises, Mary MacKillop Museum, Sydney Aquarium and BridgeClimb.

• 67% of international people surveyed rated Sydney positively as a tourist destination, and 62% were very likely to recommend it as a holiday destination to others.

• 72% of international respondents rated Sydney highly for its transport facilities.

• Expectations about Sydney as a holiday destination were realised in most cases. There were very few respondents (4%) that were negative about Sydney.

• In the pre-event survey Sydney rated as fun and exciting, multicultural, beautiful and offered variety in the eyes of potential visitors for WYD08. Scores for these attributes increased in the post- event survey with new qualities being added including stylish and confident, safe and secure and provides for my kind of holiday.

• Two thirds of all respondents (international and domestic) stated that they were likely to visit Sydney and Australia again within the next five years. Of the international respondents 50% expect to do so for a holiday, 27% to visit friends and family, 10% would like to come back to work, and 7% to study.

Consumer Response




Post Event Activities and the Close-out of the Authority

Following the success of WYD08 and the departure of His Holiness Pope Benedict XVI from Sydney Airport on Monday, 21 July 2008, WYDCA commenced its program of post-event debriefing and post-event reporting. A framework to facilitate consistency in the collection of information from all agencies was used and incorporated the following key areas:

• overall planning, co-ordination and delivery of government services for the event;

• agency co-operation across government;

• WYDCA’s role and functions; and

• critical success factors and future suggestions.

A summary of the information gathered and the critical success factors identified by agencies has been provided in the Chief Executive Officer’s Report on page 3.

Representatives of WYDCA also met with government venue owners to discuss any issues of concern and to confirm that the handback of each site had taken place in accordance with access agreements. Randwick Racecourse was returned to the AJC on 5 September 2008 in time for the Spring Racing Carnival with maintenance works continuing up until November 2008.

By the end of August 2008 the staff number at WYDCA had reduced substantially, with the majority of staff directly involved in the planning and delivery of government services having finalised post-event activities and associated reporting before moving on to new projects.

The next phase of WYDCA’s operations commenced with remaining staff focussing on the close-out of the Authority. A comprehensive instruction detailing actions to be completed by 31 December 2008 was developed and implemented. Major activities included the:

• assessment of performance against service contracts and finalisation of outstanding payments;

• finalisation of payments to government agencies for marginal costs incurred in delivering services in support of WYD08;

• management of staff separations;

• records management;

• disposal of assets; and

• make-good and vacation of the Authority’s premises.

The disposal of assets proved to be a significant activity. Action was taken to sell items of furniture and equipment with written down value where possible. At the time that WYDCA was established many items of second hand furniture and equipment were accepted and continued to be utilised during the life of the Authority. Where items had a nil written down value they were offered, in the first instance, to other government agencies. Where it was not possible to transfer furniture and equipment within government, items were donated to charity.

WYDCA vacated its premises at 201 Elizabeth Street, Sydney on 24 December 2008 with the official handback taking place at the expiration of the Authority’s lease on 31 December 2008.

Post Event Activities and the Close-out of the Authority

World Youth Day Co-ordination Authority

2008/2009 WYDCA Annual Report – Financial Report30

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30

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Financial Reportfor the period from 1 July 2008 to 31 December 2008

2007/2008 WYDCA Annual Report – Financial Report

Independent Auditor’s ReportStatement by Chief Executive OfficerFinancial Statements





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Operating Statementfor the period from 1 July 2008 to 31 December 2008

Consolidated WYDCAActual Budget Actual Actual Budget Actual

1 July to 31 December

2008 2008

1 July 2007 to 30 June

2008


2008 2008


2008Notes $’000 $’000 $’000 $’000 $’000 $’000

Expenses excluding lossesOperating expenses Employee related 2(a) 1,620 2,112 3,138 – – – Other operating expenses 2(b) 1,119 997 2,965 1,119 997 2,965

Depreciation and amortisation 2(c) 115 192 280 155 192 280Grants and subsidies 2(d) 8,891 11,580 42,024 8,891 11,580 42,024Personnel services 2(e) – – – 1,620 2,112 3,138Other expenses 2(f) 37,401 45,791 14,400 37,401 45,791 14,400

Total Expenses excluding losses 49,186 60,672 62,807 49,186 60,672 62,807

RevenueInvestment revenue 3(a) 737 – 537 737 – 537Grants and contributions 3(b) – – 10,000 – – 10,000Other revenue 3(c) 283 – – 341 – 202

Total Revenue 1,020 – 10,537 1,078 – 10,739

Gain / (loss) on disposal 4 (95) (168) – (95) (168) –

Net Cost of Services 18 48,261 60,840 52,270 48,203 60,840 52,068

Government ContributionsRecurrent appropriation 5 37,896 55,278 68,571 37,896 55,278 68,571Capital appropriation 5 – – 104 – – 104Acceptance by the Crown Entity of employee benefits and other liabilities 6 58 – 202 – – –

Total Government Contributions 37,954 55,278 68,877 37,896 55,278 68,675

SURPLUS / (DEFICIT) FOR THE PERIOD (10,307) (5,562) 16,607 (10,307) (5,562) 16,607

The accompanying notes form part of these financial statements.

Start of audited financial statements.





Statement of Recognised Income and Expensefor the period from 1 July 2008 to 31 December 2008

Consolidated WYDCA

Actual Budget Actual Actual Budget Actual1 July to

31 December 2008 2008


2008


2008 2008


2008Notes $’000 $’000 $’000 $’000 $’000 $’000

TOTAL INCOME AND EXPENSE RECOGNISED DIRECTLY IN EQUITY – – – – – –Surplus / (Deficit) for the period (10,307)

(5,562)

16,607

(10,307)

(5,562)

16,607

TOTAL INCOME AND EXPENSE RECOGNISED FOR THE PERIOD 14

(10,307)

(5,562)

16,607

(10,307)

(5,562)

16,607






Balance Sheet as at 31 December 2008


31 December 2008 2008

30 June 2008

31 December 2008 2008

30 June 2008

Notes $’000 $’000 $’000 $’000 $’000 $’000ASSETSCurrent AssetsCash and cash equivalents 8 6,803 – 9,147 6,803 – 9,147Receivables 9 1,007 – 9,752 1,007 – 9,752

Total Current Assets 7,810 – 18,899 7,810 – 18,899

Non-Current AssetsProperty plant and equipmentPlant and Equipment 10 – – 266 – – 266Total Property plant and equipment – – 266 – – 266Total Non-Current Assets – – 266 – – 266Total Assets 7,810 – 19,165 7,810 – 19,165

LIABILITIES

Current LiabilitiesPayables 11 84 – 736 42 – 666Provisions 12 2 – 398 44 – 468Other 13 1,418 – 1,418 1,418 – 1,148Total Current Liabilities 1,504 – 2,552 1,504 – 2,552Total Liabilities 1,504 – 2,552 1,504 – 2,552Net Assets 6,306 – 16,613 6,306 – 16,613

EQUITYAccumulated funds 14 6,306 – 16,613 6,306 – 16,613Total Equity 6,306 – 16,613 6,306 – 16,613






Cash Flow Statement for the period from 1 July 2008 to 31 December 2008



2008 2008


2008


2008 2008


2008Notes $’000 $’000 $’000 $’000 $’000 $’000

CASH FLOWS FROM OPERATING ACTIVITIES

PaymentsEmployee related (1,956) (2,197) (2,628) – – –Personnel services – – – (1,956) (2,197) (2,628)Grants and subsidies (8,891) (11,580) (42,024) (8,891) (11,580) (42,024)Other (39,284) (46,847) (25,659) (39,284) (46,847) (25,659)Total Payments (50,131) (60,624) (70,311) (50,131) (60,624) (70,311)

ReceiptsInterest received 486 – 53 486 – 53Other 9,389 1,574 9,771 9,389 1,574 9,771Total Receipts 9,875 1,574 9,824 9,875 1,574 9,824

Cash Flows From GovernmentRecurrent appropriation 37,896 55,278 69,796 37,896 55,278 69,796Capital appropriation (excluding equity appropriations) – 30 69 – 30 69Net Cash Flows From Government 37,896 55,308 69,865 37,896 55,308 69,865

NET CASH FLOWS FROM OPERATING ACTIVITIES 18

(2,360) (3,742) 9,378 (2,360) (3,742) 9,378

CASH FLOWS FROM INVESTING ACTIVITIESProceeds from sale of plant and equipment 16 244 – 16 244 –Purchases of Plant and Equipment – (30) (314) – (30) (314)

NET CASH FLOWS FROM INVESTING ACTIVITIES 16 214 (314) 16 214 (314)

NET INCREASE / (DECREASE) IN CASH (2,344) (3,528) 9,064 (2,344) (3,528) 9,064Opening cash and cash equivalents 8 9,147 3,528 83 9,147 3,528 83

CLOSING CASH AND CASH EQUIVALENTS 8 6,803 – 9,147 6,803 – 9,147






Supplementary Financial Statements Program Statement Expenses and Revenues

for the period from 1 July 2008 to 31 December 2008

Consolidated Program 1 – World Youth Day *

Not Attributable Total


2008


2008


2008


2008


2008


2008AGENCY’S EXPENSES AND REVENUES $’000 $’000 $’000 $’000 $’000 $’000

Expenses excluding lossesOperating expenses•Employeerelated 1,620 3,138 – – 1,620 3,138•Otheroperatingexpenses 1,119 2,965 – – 1,119 2,965Depreciation and amortisation 155 280 – – 155 280Grants and subsidies 8,891 42,024 – – 8,891 42,024Other expenses 37,401 14,400 – – 37,401 14,400Total expenses excluding losses 49,186 62,807 – – 49,186 62,807

RevenueInvestment revenue 737 537 – – 737 537Grants and contributions – 10,000 – – – 10,000Other revenue 283 – – – 283 –Total Revenue 1,020 10,537 – – 1,020 10,537Gain / (loss) on disposal (95) – – – (95) –Net Cost of Services 48,261 52,270 – – 48,261 52,270

Government contributions** 37,954 68,877 37,954 68,877NET EXPENDITURE / (REVENUE) FOR THE PERIOD 48,261 52,270 (37,954) (68,877) 10,307 (16,607)

* The name and purpose of each program is summarised in Note 7.

** Appropriations are made on an agency basis and not to individual programs. Consequently, government contributions must be included in the ‘Not Attributable’ column.





Summary of Compliance with Financial Directivesfor the period from 1 July 2008 to 31 December 2008

Consolidated 1 July 2008 to 31 December 2008 1 July 2007 to 30 June 2008

Recurrent Appropriation

Expenditure / Net Claim on Consolidated

FundCapital

Appropriation


FundRecurrent

Appropriation


FundCapital

Appropriation


Fund$’000 $’000 $’000 $’000 $’000 $’000 $’000 $’000

ORIGINAL BUDGET APPROPRIATION / EXPENDITURE• AppropriationAct 55,277 39,080 30 – 3,935 3,935 - –

• s26PF&AA–Commonwealth specific purpose payments – (1,184) – – 20,525 20,000 – –

55,277 37,896 30 – 24,460 23,935 – –OTHER APPROPRIATIONS / EXPENDITURE• Treasurer’s

Advance 3,068 – – – 4,415 4,415 361 104• Section22–

expenditure for certain works and services – – – – 15,039 15,039 – –• Transfersto/

from another agency (s32 of the Appropriation Act) – – – – 26,600 25,182 – –

3,068 – – – 46,054 44,636 361 104

Total Appropriations / Expenditure / Net Claim on Consolidated Fund (includes transfer payments) 58,345 37,896 30 – 70,514 68,571 361 104Amount draw down against Appropriation 37,896 – 69,989 104Liability to Consolidated Fund* – – (1,418) –

The Summary of Compliance is based on the assumption that Consolidated Fund monies are spent first (except where otherwise identified or prescribed).

Liability to Consolidated Fund represents the difference between the Amount drawn against Appropriation and the Total Expenditure / Net Claim on Consolidated Fund.





Notes to the Financial Statementsfor the period from 1 July 2008 to 31 December 2008

1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

(a) Reporting entity

The World Youth Day Co ordination Authority (the Authority) was established on 4th December 2006 under the World Youth Day Act 2006. The Authority, as a reporting entity, comprises all the entities under its control, namely the Office of the World Youth Day Co ordination Authority (the Office). The principal function of the Authority is to develop policies, strategies and plans for the delivery of, and to co ordinate and manage the delivery of, integrated government services for World Youth Day 2008 events.

It is domiciled in Australia and its principal office until 31 December 2008 was at Level 16, 201 Elizabeth Street, Sydney, New South Wales, 2000.

The Office was established pursuant to Part 1 of schedule 1 to the Public Sector Employment and Management Act 2002 to provide personnel services to the Authority. The Office has no functions other than employment functions.

In the process of preparing the consolidated financial statements for the economic entity consisting of the controlling and controlled entities, all inter entity transactions and balances have been eliminated.

The Authority is a NSW general government budget dependent entity. The Authority is a not for profit entity (as profit is not its principal objective) and it has no cash generating units. The reporting entity is consolidated as part of the NSW Total State Sector Accounts.

The consolidated financial report for the period 1 July 2008 to 31 December 2008 has been authorised for issue by the Director General, Department of Premier and Cabinet, on 8 April 2009.

(b) Basis of preparation

The Authority’s financial report is a general purpose financial report which has been prepared in accordance with:

• applicable Australian Accounting Standards (which include Australian Accounting Interpretations);

• the requirements of the Public Finance and Audit Act 1983 and Regulation; and

• the Financial Reporting Directions published in the Financial

Reporting Code for Budget Dependent General Government Sector Agencies or issued by the Treasurer.

The Authority ceased operations on 31 December 2008, as the World Youth Day Act 2006 was repealed on 1 January 2009.The financial report has been prepared on a realisation basis.

Judgements, key assumptions and estimations management has made are disclosed in the relevant notes to the financial report.

All amounts are rounded to the nearest one thousand dollars and are expressed in Australian currency.

(c) Statement of compliance

The consolidated and parent entity financial statements and notes comply with Australian Accounting Standards, which include Australian Accounting Interpretations.

(d) Income recognition

Income is measured at the fair value of the consideration or contribution received or receivable. Additional comments regarding the accounting policies for the recognition of income are discussed below.

(i) Parliamentary appropriations and contributions

Except as specified below, parliamentary appropriations and contributions from other bodies (including grants and donations) are generally recognised as income when the Authority obtains control over the assets comprising the appropriations / contributions. Control over appropriations and contributions is normally obtained upon the receipt of cash. Appropriations are not recognised as revenue in the following circumstances:

Unspent appropriations are recognised as liabilities rather than revenue, as the authority to spend the money lapses and the unspent amount must be repaid to the Consolidated Fund.

The liability is disclosed in Note 13 as part of “Current liabilities – Other”.

(ii) Investment revenue

Interest revenue is recognised using the effective interest method as set out in AASB 139 Financial Instruments: Recognition and Measurement.






1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Cont’d)

(e) Employee benefits and other provisions

(i) Salaries and wages, annual leave, sick leave and on costs

Liabilities for salaries and wages (including non monetary benefits), annual leave and paid sick leave that fall due wholly within 12 months of the reporting date are recognised and measured in respect of employees’ services up to the reporting date at undiscounted amounts based on the amounts expected to be paid when the liabilities are settled.

Long term annual leave that is not expected to be taken within twelve months is measured at present value in accordance with AASB 119 Employee Benefits.

Unused non vesting sick leave does not give rise to a liability as it is not considered probable that sick leave taken in the future will be greater than the benefits accrued in the future.

The outstanding amounts of payroll tax, workers’ compensation insurance premiums and fringe benefits tax, which are consequential to employment, are recognised as liabilities and expenses where the employee benefits to which they relate have been recognised.

(ii) Long service leave and superannuation

The Authority’s liabilities for long service leave and defined benefit superannuation are assumed by the Crown Entity. The Authority accounts for the liability as having been extinguished, resulting in the amount assumed being shown as part of the non monetary revenue item described as ‘’Acceptance by the Crown Entity of employee benefits and other liabilities’’.

Long service leave is measured at present value in accordance with AASB 119 Employee Benefits. This is based on the application of certain factors (specified in NSWTC 07/04) to employees with 5 or more years of service, using current rates of pay. These factors were determined based on an actuarial review to approximate present value.

The superannuation expense for the financial year is determined by using the formulae specified in

the Treasurer’s Directions. The expense for certain superannuation schemes (ie. Basic Benefit and First State Super) is calculated as a percentage of the employees’ salary. For other superannuation schemes (ie. State Superannuation Scheme and State Authorities Superannuation Scheme), the expense is calculated as a multiple of the employees’ superannuation contributions.

(iii) Other provisions

Other provisions exist when: the Authority has a present legal or constructive obligation as a result of a past event; it is probable that an outflow of resources will be required to settle the obligation; and a reliable estimate can be made of the amount of the obligation.

(f) Insurance

The Authority’s insurance activities are conducted through the NSW Treasury Managed Fund Scheme of self insurance for Government agencies. The expense (premium) is determined by the Fund Manager based on past claim experience.

(g) Accounting for the Goods and Services Tax (GST)

Revenues, expenses and assets are recognised net of the amount of GST, except that:

• the amount of GST incurred by the Authority as a purchaser that is not recoverable from the Australian Taxation Office is recognised as part of the cost of acquisition of an asset or as part of an item of expense.

• receivables and payables are stated with the amount of GST included.

Cash flows are included in the cash flow statement on a gross basis. However, the GST components of cash flows arising from investing and financing activities which is recoverable from, or payable to, the Australian Taxation Office are classified as operating cash flows.







(h) Acquisitions of assets

The cost method of accounting is used for the initial recording of all acquisitions of assets controlled by the Authority. Cost is the amount of cash or cash equivalents paid or the fair value of the other consideration given to acquire the asset at the time of its acquisition or construction or, where applicable, the amount attributed to that asset when initially recognised in accordance with the requirements of other Australian Accounting Standards.

Assets acquired at no cost, or for nominal consideration, are initially recognised as assets and revenues at their fair value at the date of acquisition.

Fair value is the amount for which an asset could be exchanged between knowledgeable, willing parties in an arm’s length transaction.

Where payment for an asset is deferred beyond normal credit terms, its cost is the cash price equivalent, i.e. deferred payment amount is effectively discounted at an asset specific rate.

(i) Disposal of assets

Due to the Authority ceasing operations on 31 December 2008, it adopted the following disposal methodologies:

• assets with a depreciated value on 31 October 2008 were offered for negotiated sale to interested NSW government agencies.

• assets with a nil depreciated value at 31 October 2008 were offered for transfer free of charge to interested NSW government agencies.

• any remaining assets were transferred to the Department of Premier and Cabinet, with the exception of outdated personal computer systems that were donated to charity in line with NSW Government policy.

(j) Capitalisation thresholds

Property, plant and equipment costing $5,000 and above individually (or forming part of a network costing more than $5,000) are capitalised.

(k) Revaluation of property, plant and equipment

Physical non current assets are valued in accordance with the “Valuation of Physical Non Current Assets at Fair Value” Policy and Guidelines Paper (TPP 07-1).

Fair value of property, plant and equipment is determined based on the best available market evidence, including current market selling prices for the same or similar assets. Where there is no available market evidence, the asset’s fair value is measured at its market buying price, the best indicator of which is depreciated replacement cost.

Non specialised assets with short useful lives are measured at depreciated historical cost, as a surrogate for fair value.

(l) Impairment of property, plant and equipment

As a not for profit entity with no cash generating units, the Authority is effectively exempted from AASB 136 Impairment of Assets and impairment testing. This is because AASB 136 modifies the recoverable amount test to the higher of fair value less costs to sell and depreciated replacement cost. This means that, for an asset already measured at fair value, impairment can only arise if selling costs are material. Selling costs are regarded as immaterial.

(m) Depreciation of property, plant and equipment

Depreciation is provided for on a straight line basis for all depreciable assets so as to write off the depreciable amount of each asset as it is consumed over its useful life to the Authority.

All material separately identifiable components of assets are depreciated over their shorter useful lives.

Depreciation Rates 31 December 2008 30 June 2008Plant and Equipment % Rate % Rate

Computer equipment 25 25General plant and equipment 25 25Leasehold improvements – over the period of the lease – –







(n) Loans and receivables

Loans and receivables are non derivative financial assets with fixed or determinable payments that are not quoted in an active market. These financials assets are recognised initially at fair value, usually based on the transaction cost or face value. Subsequent measurement is at amortised cost using the effective interest method, less an allowance for any impairment of receivables. Any changes are accounted for in the operating statement when impaired, derecognised or through the amortisation process.

Short term receivables with no stated interest rate are measured at the original invoice amount where the effect of discounting is immaterial.

(o) Impairment of financial assets

All financial assets, except those measured at fair value through profit and loss, are subject to an annual review for impairment. An allowance for impairment is established when there is objective evidence that the entity will not be able to collect all amounts due. The amount of the impairment loss is recognised in the Operating Statement.

Any reversals of impairment losses are reversed through the Operating Statement, where there is objective evidence.

(p) Payables

These amounts represent liabilities for goods and services provided to the Authority and other amounts. Payables are recognised initially at fair value, usually based on the transaction cost or face value. Subsequent measurement is at amortised cost using the effective interest method. Short term payables with no stated interest rate are measured at the original invoice amount where the effect of discounting is immaterial.

(q) Budgeted amounts

The budgeted amounts are drawn from the budgets as formulated at the beginning of the financial year and with any adjustments for the effects of additional appropriations, s 21A, s 24 and / or s 26 of the Public Finance and AuditAct 1983.

The budgeted amounts in the operating statement and the cash flow statement are generally based on the amounts disclosed in the NSW Budget Papers (as adjusted above). No budget for the balance sheet was included in the Budget Papers, as the Authority was expected to be dissolved before the end of the 2008-09 financial year.

(r) Comparative information

Comparative information covers the financial year from 1July 2007 to 30 June 2008.

(s) New Australian Accounting Standards issued but not effective

At reporting date, a number of Accounting Standards and Interpretations were in issue but not yet effective. As this is the Authority’s last financial report, the Accounting Standards in issue but not yet effective will have no impact on the Authority.

(t) Services from Other Government Agencies

Services provided by other government agencies were paid based on the principle of marginal cost. Marginal cost comprises the full salary cost of those staff who were seconded from other agencies to the Authority, overtime worked by agency staff in relation to World Youth Day matters, as well as salary costs of those staff whose substantive positions had to be backfilled. These costs were paid in full, based on funding claims submitted by each agency.

Some incidental costs incurred by government agencies were not charged to the Authority and are not recognised in this financial report. That is, at various times agency staff worked on World Youth Day related activities as part of their normal duties.

In the case of the NSW Police Service, police officers on duty for WYD 2008 remained under the control of the NSW Police Commissioner and not the authority of the World Youth Day Act 2006. As such, they were also available, and did attend to, other public matters. Some in-kind services were consequently received from the NSW Police Service. The cost of these services does not appear in the operating statement as their value could not be reliably determined, and it was not possible to obtain these services from an alternate source.





2 EXPENSES EXCLUDING LOSSES

Consolidated WYDCA1 July to

31 December 2008


2008


2008


2008$’000 $’000 $’000 $’000

(a) Employee related expenses Salaries and wages (including recreation leave) 1,405 2,631 – – Superannuation – defined benefit plans 25 56 – – Superannuation – defined contribution plans 69 116 – – Long service leave 31 143 – – Workers compensation insurance 9 12 – – Payroll tax and fringe benefit tax 81 180 – –

1,620 3,138 – –


31 December 2008


2008


2008


2008$’000 $’000 $’000 $’000

(b) Other operating expenses include the following: Advertising – 7 – 7 Auditor’s remuneration – audit or review of the financial reports 40 21 40 21 Contractor payments 370 1,354 370 1,354 Insurance 2 10 2 10 Legal costs 56 277 56 277 Motor vehicle expenses 9 11 9 11 Operating lease rental expense – minimum lease payments 269 510 269 510 Postage and telephone 26 113 26 113 Printing – 12 – 12 Rates and charges 76 146 76 146 Stores, stationery and materials 32 61 32 61 Training (staff development) 11 2 11 2 Travel 37 79 37 79 Other expenses 89 156 89 156 Corporate services 99 197 99 197 Maintenance 3 9 3 9

1,119 2,965 1,119 2,965 * Reconciliation – Total maintenance Maintenance expense – contracted labour and other (non-employee related), as above 3 9 3 9 Total maintenance expenses included in Note 2(a) + 2(b) 3 9 3 9







2 EXPENSES EXCLUDING LOSSES (Cont’d)Consolidated WYDCA


2008


2008


2008


2008$’000 $’000 $’000 $’000

(c) Depreciation and amortisation expenseDepreciationPlant and Equipment 20 45 20 45

AmortisationLeasehold improvements 135 235 135 235

155 280 155 280


31 December 2008


2008

1 July 2008 to 31 December

2008


2008$’000 $’000 $’000 $’000

(d) Grants and subsidiesRandwick Racecourse access 8,891 42,024 8,891 42,024

8,891 42,024 8,891 42,024

(e) Personnel servicesPersonnel services - - 1,620 3,138

- - 1,620 3,138


31 December 2008


2008


2008


2008$’000 $’000 $’000 $’000

(f) Other expensesPayments to other government agencies – services 29,901 7,869 29,901 7,869Event costs 6,623 3.100 6,623 3,100Payments to other government agencies event costs 847 1,695 847 1,695Other expenses 30 1,736 30 1,736

37,401 14,400 37,401 14,400






3 REVENUE


31 December 2008


2008


2008


2008$’000 $’000 $’000 $’000

(a) Investment revenue Interest 737 537 737 537

737 537 737 537

(b) Grants and contributions WYD2008 contribution – 10,000 – 10,000

– 10,000 – 10,000

(c) Other revenue Revenue as resources received free of charge – – 58 202 Sale of turf protection material 275 – 275 – Sundry income 8 – 8 –

283 – 341 202

4 GAIN / (LOSS) ON DISPOSAL


31 December 2008


2008


2008


2008$’000 $’000 $’000 $’000

Gain / (loss) on disposal of plant and equipmentProceeds from disposal 16 – 16 –Written down value of assets disposed (111) – (111) –

(95) – (95) –






5 APPROPRIATIONSConsolidated WYDCA


2008


2008


2008


2008$’000 $’000 $’000 $’000

Recurrent appropriations

Total recurrent drawdowns from NSW Treasury (per Summary of Compliance) 39,080 69,989 39,080 69,989Less: s26 PF&AA – Commonwealth specific purpose payments (per Summary of Compliance) (1,184) – (1,184) –Less: Liability to Consolidated Fund (per Summary of Compliance) – (1,418) – (1,418)

37,896 68,571 37,896 68,571Comprising:Recurrent appropriations (per Operating Statement) 37,896 68,571 37,896 68,571

37,896 68,571 37,896 68,571

Capital appropriationsTotal capital drawdowns from NSW Treasury (per Summary of Compliance) – 104 – 104

– 104 – 104Comprising:Capital appropriations (per Operating Statement) – 104 – 104

– 104 – 104

6 ACCEPTANCE BY THE CROWN ENTITY OF EMPLOYEE BENEFITS AND OTHER LIABILITIES

The following liabilities and/or expenses have been assumed by the Crown Entity or other government agencies:


31 December 2008


2008


2008


2008$’000 $’000 $’000 $’000

Superannuation – defined benefit 25 56 – –Long service leave 31 143 – –Payroll tax 2 3 – –

58 202 – –






7 PROGRAMS / ACTIVITIES OF THE AUTHORITY(a) Program 1 – World Youth Day

Objectives: To coordinate the delivery of integrated government services for World Youth Day event in July 2008 so as to enhance the international reputation of Sydney and New South Wales as excellent hosts and organisers for significant events of this nature. To maximise the tourism legacy for Sydney and New South Wales and minimise the impact of the events on NSW taxpayers.

8 CURRENT ASSETS - CASH AND CASH EQUIVALENTSConsolidated WYDCA

31 December 2008

30 June 2008

31 December 2008

30 June 2008

$’000 $’000 $’000 $’000

Cash at bank and on hand 6,803 9,147 6,803 9,147 6,803 9,147 6,803 9,147

For the purposes of the Cash Flow Statement, cash and cash equivalents include cash at bank and cash on hand.

Cash and cash equivalent assets recognised in the Balance Sheet are reconciled at the end of the period to the Cash Flow Statement as follows:

Consolidated WYDCA31 December

200830 June

200831 December

200830 June

2008$’000 $’000 $’000 $’000

Cash and cash equivalents (per Balance Sheet) 6,803 9,147 6,803 9,147

Closing cash and cash equivalents (per Cash Flow Statement) 6,803 9,147 6,803 9,147

Refer Note 19 for details regarding credit risk, liquidity risk and market risk arising from financial instruments.

9 CURRENT ASSETS – RECEIVABLES

Consolidated WYDCA31 December

200830 June

200831 December

200830 June

2008$’000 $’000 $’000 $’000

Goods and Services Tax recoverable from ATO 181 439 181 439

Sundry debtors 92 6,207 92 6,207

Prepayments - 2,622 - 2,622

Interest 734 483 734 483

Other - 1 - 1 1,007 9,752 1,007 9,752

Details regarding credit risk, liquidity risk and market risk, including financial assets that are either past due or impaired, are disclosed in Note 19.






10 NON-CURRENT ASSETS – PROPERTY, PLANT AND EQUIPMENT

Consolidated and WYDCAPlant and Equipment

$’000At 1 July 2008 – fair valueGross carrying amount 552Accumulated depreciation and impairment (286)Net carrying amount 266

At 31 December 2008 – realisation valueGross carrying amount –Accumulated depreciation and impairment –Net carrying amount –

ReconciliationA reconciliation of the carrying amount of each class of property, plant and equipment at the beginning and end of the current reporting period is set out below.

Plant and Equipment$’000

Period ended 31 December 2008Net carrying amount at start of period 266Additions –Disposals (522)Depreciation expense (155)Write back depreciation on disposals 441Net carrying amount at end of period –

Plant and Equipment$’000

At 1 July 2007 – fair valueGross carrying amount 476Accumulated depreciation and impairment (6)Net carrying amount 470

At 30 June 2008 – fair valueGross carrying amount 522Accumulated depreciation and impairment (286)Net carrying amount 266






10 NON-CURRENT ASSETS – PROPERTY, PLANT AND EQUIPMENT (Cont’d)

ReconciliationA reconciliation of the carrying amount of each class of property, plant and equipment at the beginning and end of the previous reporting period is set out below.

Year ended 30 June 2008Net carrying amount at start of year 470Additions 112Depreciation expense (280)

Other movement – assets now expensed (36)Net carrying amount at end of year 266

11 CURRENT LIABILITIES – PAYABLESConsolidated WYDCA

31 December 2008

30 June 2008

31 December 2008

30 June 2008

$’000 $’000 $’000 $’000Accrued salaries, wages and on-costs 42 70 – –Creditors 42 666 42 666

84 736 42 666

Details regarding credit risk, liquidity risk and market risk, including a maturity analysis of the above payables, are disclosed in Note 19.

12 CURRENT LIABILITIES – PROVISIONSConsolidated WYDCA

31 December 2008

30 June 2008

31 December 2008

30 June 2008

$’000 $’000 $’000 $’000Employee benefits and related on-costsRecreation leave 2 338 – –Long service leave – 15 – –Payroll tax – 45 – –Personnel services – – 44 468

2 398 44 468






12 CURRENT LIABILITIES – PROVISIONS (Cont’d)

Consolidated WYDCA

31 December 2008

30 June 2008

31 December 2008

30 June 2008

$’000 $’000 $’000 $’000Aggregate employee benefits and related on-costs Provisions 2 398 – –Accrued salaries, wages and on costs (Note 11) 42 70 – –

44 468 – –

13 CURRENT LIABILITIES – OTHER

Consolidated WYDCA

31 December 2008

30 June 2008

31 December 2008

30 June 2008

$’000 $’000 $’000 $’000Liability to Consolidated Fund 1,418 1,418 1,418 1,418

1,418 1,418 1,418 1,418

14 CHANGES IN EQUITYAccumulated Funds

31 December 30 June 2008 2008

$’000 $’000ConsolidatedBalance at the beginning of the period 16,613 6

Changes in equity – other than transactions with owners as ownersSurplus / (deficit) for the period (10,307) 16,607Total (10,307) 16,607Balance at the end of the period 6,306 16,613

31 December 2008

30 June 2008

$’000 $’000WYDCABalance at the beginning of the period 16,613 6

Changes in equity – other than transactions with owners as ownersSurplus / (deficit) for the period (10,307) 16,607Total (10,307) 16,607Balance at the end of the period 6,306 16,613






15 COMMITMENTS FOR EXPENDITUREConsolidated WYDCA

31 December 2008

30 June 2008

31 December 2008

30 June 2008

$’000 $’000 $’000 $’000(a) Other Expenditure CommitmentsAggregate other expenditure for the acquisition of goods and services contracted for at balance date and not provided for:

Not later than one year – 8,810 – 8,810Total (including GST) – 8,810 – 8,810The total other expenditure commitments above include input tax credits of $nil (30 June 2008: $800,919) that are expected to be recoverable from the ATO.

Consolidated WYDCA

31 December 2008

30 June 2008

31 December 2008

30 June 2008

$’000 $’000 $’000 $’000(b) Operating Lease CommitmentsFuture non-cancellable operating lease rentals not provided for and payable

Not later than one year – 323 – 323Later than one year and not later than five years – – – –Total (including GST) – 323 – 323

The total operating lease commitments above, which relate to the rental of office premises and motor vehicles, include input tax credits of $nil (30 June 2008: $29,347) that are expected to be recoverable from the ATO.

16 CONTINGENT LIABILITIES AND CONTINGENT ASSETS

The Access Agreement for World Youth Day 2008, executed between the State of New South Wales and the Australian Jockey Club (AJC), included a defects liability period to 31 December 2008, in the event that racing could not be held

at Randwick Racecourse from 6 September 2008 to 31 December 2008. A Deed of Release with the AJC was signed on 25 November 2008 and as such the defects liability period ceased as of this date.






Net cost of services

The Net Cost of Services for the period ended 31 December 2008 was $12.579 million lower than budget (Year ended 30 June 2008: $13.422 million lower than budget). This was due to the Authority achieving cost savings in relation to the services provided by other government agencies and event costs.

Assets and liabilities

Assets are over budget as at 31 December 2008 by $7.810 million (30 June 2008: over budget by $13.477 million), due mainly to cost savings resulting in cash reserves at the end of the period.

Liabilities at 31 December 2008 are over budget by $1.504 million (30 June 2008: over budget by $2.320 million), due mainly to the liability to the Consolidated Fund being carried forward from 2007-2008. This liability will be extinguished after the end of the period.

Cash flows

Net cash from operating activities for the period ended 31 December 2008 was $1.382 million lower than budget (year ended 30 June 2008: $5.334 million greater than budget), due to cost savings.

18 RECONCILIATION OF CASH FLOWS FROM OPERATING ACTIVITIES TO NET COST OF SERVICES

Consolidated WYDCA1 July 2008 to 31 December

2008


2008

1 July 2008 to 31 December

2008


2008$’000 $’000 $’000 $’000

Net cash used on operating activities (2,360) 9,378 (2,360) 9,378Cash flows from Government / Appropriations (37,896) (69,865) (37,896) (69,865)Acceptance by the Crown Entity of employee benefits and other liabilities (58) (202) – –Depreciation (155) (280) (155) (280)Decrease / (increase) in provisions 396 (274) 424 (307)Increase / (decrease) in prepayments and other assets (8,745) 9,500 (8,745) 9,500Decrease / (Increase) in payables and other liabilities 652 (527) 624 (494)Net gain / (loss) on sale of plant and equipment (95) – (95) –Net cost of services (48,261) (52,270) (48,203) (52,068)

17 BUDGET REVIEW






19 FINANCIAL INSTRUMENTSThe Authority’s principal financial instruments are cash deposits held within the NSW Treasury Banking System, short term receivables and payables. These instruments expose the Authority primarily to interest rate risk on cash balances held within the NSW Treasury Banking System and credit risk on short term receivables. The Authority does not enter into or

trade financial instruments for speculative purposes and does not use financial derivatives.

The Chief Executive Officer has overall responsibility for the establishment and oversight of risk management and reviews and agrees policies for managing risk. Compliance with policies is reviewed by the Audit Committee on a continuous basis.

(a) Financial instrument categoriesConsolidated Note Category Carrying Amount Carrying Amount

Financial Assets Class:

31 December 2008

30 June 2008

$’000 $’000Cash and cash equivalents 8 N/A 6,803 9,147Receivables (Note 1) 9 Loans and receivables

(at amortised cost) 826 6,691

Note Category Carrying Amount Carrying Amount

Financial Liabilities Class:

31 December 2008

30 June 2008

$’000 $’000Payables (Note 2) 11 Financial liabilities measured at

amortised cost 84 736

Other 13 Financial liabilities measured at amortised cost

1,418 1,418

WYDCA Note Category Carrying Amount Carrying Amount

Financial Assets Class:

31 December 2008

30 June 2008

$’000 $’000Cash and cash equivalents 8 N/A 6,803 9,147Receivables (Note 1) 9 Loans and receivables

(at amortised cost) 826 6,691

Note Category Carrying Amount Carrying Amount

Financial Liabilities Class:

31 December 2008

30 June 2008

$’000 $’000Payables (Note 2) 11 Financial liabilities measured at

amortised cost 42 666

Other 13 Financial liabilities measured at amortised cost

1,418 1,418

Notes

1. Excludes statutory receivables and prepayments (i.e. not within the scope of AASB 7).

2. Excludes statutory payables (i.e. not within the scope of AASB 7).






19 FINANCIAL INSTRUMENTS (Cont’d)

(b) Credit Risk

Credit risk arises when there is the possibility of the Authority’s debtors defaulting on their contractual obligations, resulting in a financial loss to the Authority. The maximum exposure to credit risk is generally represented by the carrying amount of the financial assets (net of any allowance for impairment).

Credit risk arises from the financial assets of the Authority, including cash and receivables. No collateral is held by the Authority. The Authority has not granted any financial guarantees.

Cash

Cash comprises cash on hand and bank balances within the NSW Treasury Banking System. Interest is earned on daily bank balances at the monthly average NSW Treasury Corporation (TCorp) 11am unofficial cash rate, adjusted for a management fee to NSW Treasury.

Receivables - trade debtors

All trade debtors are recognised as amounts receivable at balance date. Collectability of trade debtors is reviewed on an ongoing basis. Procedures as established in the Treasurer’s Directions are followed to recover outstanding amounts, including letters of demand. Debts which are known to be uncollectible are written off. An allowance for impairment is raised when there is objective evidence that the entity will not be able to collect all amounts due. This evidence includes past experience, and current and expected changes in economic conditions and debtor credit ratings. No interest is earned on trade debtors. Invoices are issued on 30 day terms.

The Authority is not materially exposed to concentrations of credit risk to a single trade debtor or group of debtors. There are no debtors which are currently not past due or impaired whose terms have been renegotiated.

There are no financial assets that are past due or impaired in the ‘receivables’ category of the balance sheet.

(c) Liquidity risk

Liquidity risk is the risk that the Authority will be unable to meet its payment obligations when they fall due. The Authority continuously manages risk through monitoring future cash flows and maturities planning to ensure adequate holding of high quality liquid assets.

The Authority’s exposure to liquidity risk is deemed insignificant based on prior period data and current assessment of risk.

The liabilities are recognised for amounts due to be paid in the future for goods or services received, whether or not invoiced. Amounts owing to suppliers (which are unsecured) are settled in accordance with the policy set out in Treasurer’s Direction 219.01. If trade terms are not specified, payment is made no later than the end of the month following the month in which an invoice or a statement is received. Treasurer’s Direction 219.01 allows the Minister to award interest for late payment. No interest for late payment was paid during the period (Year ended 30 June 2008 - $Nil).

The table below summarises the maturity profile of the Authority’s financial liabilities, together with the interest rate exposure.







Interest Rate Exposure $’000 Maturity Dates

Nominal Amount

Non-interest bearing < 1 yr 1-5 yrs > 5 yrs

Consolidated31 December 2008Payables:Accrued salaries, wages and on-costs 42 42 42 - -Creditors 42 42 42 - -Liability to Consolidated Fund 1,418 1,418 1,418 - -

1,502 1,502 1,502 - -

30 June 2008Payables:Accrued salaries, wages and on-costs 70 70 70 - -Creditors 666 666 666 - -Liability to Consolidated Fund 1,418 1,418 1,418 - -

2,154 2,154 2,154 - -

Interest Rate Exposure $’000 Maturity Dates

Nominal Amount

Non-interest bearing < 1 yr 1-5 yrs > 5 yrs

WYDCA31 December 2008Payables:Creditors 42 42 42 - -Liability to Consolidated Fund 1,418 1,418 1,418 - -

1,460 1,460 1,460 - -

30 June 2008Payables:Creditors 666 666 666 - -Liability to Consolidated Fund 1,418 1,418 1,418 - -

2,084 2,084 2,084 - -

(d) Market risk

Market risk is the risk that the fair value or future cash flows of a financial instrument will fluctuate because of changes in market prices. The Authority’s exposure to market risk is primarily through interest rates on cash and cash equivalents. The Authority has no exposure to foreign currency risk and does not enter into commodity contracts.

The effect on profit and equity due to a reasonably possible change in risk variable is outlined in the information below, for interest rate risk. A reasonably possible change of +/ 1% is used, consistent with current trends in interest rates. The Authority’s exposure to interest rate risk is set out below.





$’000Carrying Amount -1% +1%

Profit Equity Profit EquityConsolidated31 December 2008Financial assetsCash and cash equivalents 6,803 (68) (68) 68 68Receivables 826 – – – –Financial liabilitiesPayables 84 – – – –Liability to Consolidated Fund 1,418 – – – –

9,131 (68) (68) 68 68

30 June 2008Financial assetsCash and cash equivalents 9,147 (91) (91) 91 91Receivables 6,691 – – – –Financial liabilitiesPayables 736 – – – –Liability to Consolidated Fund 1,418 – – – –

17,992 (91) (91) 91 91

$’000Carrying Amount -1% +1%

Profit Equity Profit EquityWYDCA31 December 2008Financial assetsCash and cash equivalents 6,803 (68) (68) 68 68Receivables 826 – – – –Financial liabilitiesPayables 42 – – – –Liability to Consolidated Fund 1,418 – – – –

9,089 (68) (68) 68 68

30 June 2008Financial assetsCash and cash equivalents 9,147 (91) (91) 91 91Receivables 6,691 – – – –Financial liabilitiesPayables 666 – – – –Liability to Consolidated Fund 1,418 – – – –

17,922 (91) (91) 91 91







World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority •



20 AFTER BALANCE DATE EVENTSThe World Youth Day Co ordination Authority ceased operations on 31 December 2008. In accordance with Section 61(4)(b) of the World Youth Day Act 2006, any remaining assets, rights and liabilities of the Authority in existence at this date were transferred to the Crown .

End of audited financial statements.

(e) Fair valueFinancial instruments are generally recognised at cost. The amortised cost of financial instruments recognised in the

balance sheet approximates the fair value, because of the short term nature of many of the financial instruments.






Office of the World Youth Day Co-ordination Authority



2008/2009 WYDCA Annual Report 592008/2009 WYDCA Annual Report 59

Financial Reportfor the period from 1 July 2008 to 31 December 2008

Independent Auditor’s ReportStatement by Chief Executive OfficerFinancial Statements






Operating Statementfor the period from 1 July 2008 to 31 December 2008

Actual 1 July to

31 December 2008

Actual 1 July 2007 to 30 June

2008Notes $’000 $’000

Expenses excluding lossesOperating expenses Employee related 2 1,620 3,138

Total Expenses excluding losses 1,620 3,138

RevenuePersonnel services 3(a) 1,562 2,936

Total Revenue 1,562 2,936

Gain / (loss) on disposal – –

Net Cost of Services 58 202

Government ContributionsAcceptance by the Crown Entity of employee benefits and other liabilities 4 58 202

Total Government Contributions 58 202

SURPLUS / (DEFICIT) FOR THE PERIOD – –


Start of audited financial statements.





Statement of Recognised Income and Expensefor the period from 1 July 2008 to 31 December 2008

Actual 1 July to

31 December 2008


2008$’000 $’000

TOTAL INCOME AND EXPENSE RECOGNISED DIRECTLY IN EQUITY – –

Surplus / (Deficit) for the period – –

TOTAL INCOME AND EXPENSE RECOGNISED FOR THE PERIOD – –






Balance Sheetas at 31 December 2008

Actual 1 July to

31 December 2008

Actual 30 June

2008Notes $’000 $’000

ASSETS

Current AssetsReceivables 5 44 468Total Current Assets 44 468Total Assets 44 468

LIABILITIES

Current LiabilitiesPayables 6 42 70Provisions 7 2 398Total Current Liabilities 44 468Total Liabilities 44 468Net Assets – –

EQUITYAccumulated funds – –Total Equity – –






Cash Flow Statementfor the period from 1 July 2008 to 31 December 2008

Actual 1 July to

31 December 2008


2008$’000 $’000

CASH FLOWS FROM OPERATING ACTIVITIESTotal Payments – –Total Receipts – –

NET CASH FLOWS FROM OPERATING ACTIVITIES – –

NET CASH FLOWS FROM INVESTING ACTIVITIES – –

NET INCREASE (DECREASE) IN CASH – –Opening cash and cash equivalents – –

CLOSING CASH AND CASH EQUIVALENTS – –






(a) Reporting entity

The Office of the World Youth Day Co ordination Authority (the Office) was established on 4 December 2006 pursuant to Part 1 of Schedule 1 to the Public Sector Employment and Management Act 2002, to provide personnel services to the World Youth Day Co Ordination Authority. The Office has no functions other than employment functions.

It is domiciled in Australia and its principal office until 31 December 2008 was at Level 16, 201 Elizabeth Street, Sydney, New South Wales 2000.

The Office is a not for profit entity (as profit is not its principal objective) and it has no cash generating units. The reporting entity is consolidated as part of the NSW Total State Sector Accounts.

The financial report for the period 1 July 2008 to 31 December 2008 has been authorised for issue by the Director General, Department of Premier and Cabinet, on 8 April 2009.

(b) Basis of preparation

The Office’s financial report is a general purpose financial report which has been prepared in accordance with:

• applicable Australian Accounting Standards (which include Australian Accounting Interpretations)

• the requirements of the Public Finance and Audit Act 1983 and Regulation and

• the Financial Reporting Directions published in the Financial Reporting Code for Budget Dependent General Government Sector Agencies or issued by the Treasurer.

The Office ceased operations on 31 December 2008, as the World Youth Day Co ordination Authority, for which the Office provided personnel services, was dissolved on this date. The financial report has been prepared on a realisation basis.

Judgements, key assumptions and estimations management has made are disclosed in the relevant notes to the financial report.

All amounts are rounded to the nearest one thousand dollars and are expressed in Australian currency.

(c) Statement of compliance

The Office’s financial statements and notes comply with Australian Accounting Standards, which include Australian Accounting Interpretations.

(d) Income recognition

Income is measured at the fair value of the consideration or contribution received or receivable. Additional comments regarding the accounting policies for the recognition of income are discussed below.

Rendering of services

Revenue is recognised when the service is provided and only to the extent that the recoverable expenses are recognised.

(e) Employee benefits and other provisions

Salaries and wages, annual leave, sick leave and on costs

Liabilities for salaries and wages (including non monetary benefits), annual leave and paid sick leave that fall due wholly within 12 months of the reporting date are recognised and measured in respect of employees’ services up to the reporting date at undiscounted amounts based on the amounts expected to be paid when the liabilities are settled.

Long term annual leave that is not expected to be taken within twelve months is measured at present value in accordance with AASB 119 Employee Benefits.

Unused non-vesting sick leave does not give rise to a liability as it is not considered probable that sick leave taken in the future will be greater than the benefits accrued in the future.

The outstanding amounts of payroll tax, workers’ compensation insurance premiums and fringe benefits tax, which are consequential to employment, are recognised as liabilities and expenses where the employee benefits to which they relate have been recognised.

Long service leave and superannuation

The Office’s liabilities for long service leave and defined benefit superannuation are assumed by the Crown Entity. The Office accounts for the liability as having been extinguished resulting in the amount assumed being shown as part of the non

1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES






monetary revenue item described as ‘’Acceptance by the Crown Entity of employee benefits and other liabilities’’.

Long service leave is measured at present value in accordance with AASB 119 Employee Benefits. This is based on the application of certain factors (specified in NSWTC 07/04) to employees with 5 or more years of service, using current rates of pay. These factors were determined based on an actuarial review to approximate present value.

The superannuation expense for the financial year is determined by using the formulae specified in the Treasurer’s Directions. The expense for certain superannuation schemes (ie Basic Benefit and First State Super) is calculated as a percentage of the employees’ salary. For other superannuation schemes (ie State Superannuation Scheme and State Authorities Superannuation Scheme), the expense is calculated as a multiple of the employees’ superannuation contributions.

(f) Accounting for the Goods and Services Tax (GST)

Revenues, expenses and assets are recognised net of the amount of GST, except that:

• the amount of GST incurred by the office as a purchaser that is not recoverable from the Australian Taxation Office is recognised as part of the cost of acquisition of an asset or as part of an item of expense.

• receivables and payables are stated with the amount of GST included.

(g) Loans and receivables

Loans and receivables are non derivative financial assets with fixed or determinable payments that are not quoted in an active market. These financial assets are recognised initially at fair value, usually based on the transaction cost or face value. Subsequent measurement is at amortised cost using the effective interest method, less an allowance for any impairment of receivables. Any changes are accounted for in the Operating Statement when impaired, derecognised or through the amortisation process.

Short term receivables with no stated interest rate are measured at the original invoice amount where the effect of discounting is immaterial.

(h) Payables

These amounts represent liabilities for goods and services provided to the Office and other amounts. Payables are recognised initially at fair value, usually on the transaction cost or face value. Subsequent measurement is at amortised cost using the effective interest method. Short term payables with no stated interest rate are measured at the original invoice amount where the effect of discounting is immaterial.

(i) Comparative information

Comparative information relates to the financial year from 1 July 2007 to 30 June 2008.

(j) New Australian Accounting Standards issued but not effective

At reporting date, a number of Accounting Standards and Interpretations were in issue but not yet effective. As this is the Office’s last financial report, the Accounting Standards in issue but not yet effective will have no impact on the Office.








2 EXPENSES EXCLUDING LOSSES


2008


2008$’000 $’000

(a) Employee related expenses Salaries and wages (including recreation leave) 1,405 2,631 Superannuation – defined benefit plans 25 56 Superannuation – defined contribution plans 69 116 Long service leave 31 143 Workers compensation insurance 9 12 Payroll tax and fringe benefit tax 81 180

1,620 3,138

3 REVENUE

$’000 $’000(a) Personnel services Personnel services 1,562 2,936

1,562 2,936

4 ACCEPTANCE BY THE CROWN ENTITY OF EMPLOYEE BENEFITS AND OTHER LIABILITIESThe following liabilities and/or expenses have been assumed by the Crown Entity or other government agencies:


2008


2008$’000 $’000

Superannuation – defined benefit 25 56Long service leave 31 143Payroll tax 2 3

58 202

5 CURRENT ASSETS – RECEIVABLES31 December

200830 June

2008$’000 $’000

Current ReceivablesPersonnel services 44 468

44 468

Details regarding credit risk, liquidity risk and market risk, including financial assets that are either past due or impaired, are disclosed in Note 9.

6 CURRENT LIABILITIES – PAYABLES

31 December 2008

30 June 2008

$’000 $’000Current Liabilities – PayablesAccrued salaries, wages and on-costs 42 70

42 70

Details regarding credit risk, liquidity risk and market risk, including a maturity analysis of the above payables, are disclosed in Note 9.






7 CURRENT LIABILITIES – PROVISIONS31 December

200830 June

2008$’000 $’000

Employee benefits and related on-costsRecreation leave 2 338Long service leave – 15Payroll tax – 45

2 398

31 December 2008

30 June 2008

$’000 $’000Aggregate employee benefits and related on-costsProvisions 2 398Accrued salaries, wages and on-costs (Note 6) 42 70

44 468

8 CONTINGENT LIABILITIES AND CONTINGENT ASSETSThe Office is not aware of any contingent liabilities and assets associated with its operations.

9 FINANCIAL INSTRUMENTSThe Office’s principal financial instruments are short term receivables and payables. These instruments expose the Office primarily to credit risk on short term receivables. The Office does not enter into or trade financial instruments, including derivative financial instruments, for speculative purposes.

The Chief Executive Officer has overall responsibility for the establishment and oversight of risk management and reviews and agrees policies for managing each of these risks. Compliance with policies is reviewed by the Audit Committee on a continuous basis.

(a) Financial instrument categories

Financial Assets Note Category Carrying Amount Carrying AmountClass: 31 December 2008 30 June 2008

$’000 $’000Receivables 5 Loans and receivables (at amortised cost) 44 468

Financial Liabilities Note CategoryClass:Payables 6 Financial liabilities measured at amortised cost 42 70






$’000Interest Rate

Exposure Maturity Dates

Weighted Average Effective Int. Rate

Nominal Amount

Non-interest bearing

< 1 yr 1-5 yrs > 5 yrs

31 December 2008Payables:Accrued salaries, wages and on-costs – 42 42 42 – –

– 42 42 42 – –

30 June 2008Payables:Accrued salaries, wages and on-costs – 70 70 70 – –

– 70 70 70 – –

(b) Credit risk

Credit risk arises when there is the possibility of the Office’s debtors defaulting on their contractual obligations, resulting in a financial loss to the Office. The maximum exposure to credit risk is generally represented by the carrying amount of the financial assets (net of any allowance for impairment).

Credit risk arises from the financial assets of the Office, which are receivables. No collateral is held by the Office. The Office has not granted any financial guarantees.

Receivables - trade debtors

All trade debtors are recognised as amounts receivable at balance date. The balance owing represents monies due from the World Youth Day Co ordination Authority.

The Office is not materially exposed to concentrations of credit risk to a single trade debtor or group of debtors. There are no debtors which are currently not past due or impaired whose terms have been renegotiated.

There are no financial assets that are past due or impaired.

(c) Liquidity risk

Liquidity risk is the risk that the Office will be unable to meet its payment obligations when they fall due. The Office continuously manages risk through monitoring future cash flows and maturities planning to ensure adequate holding of high quality liquid assets. The Office’s exposure to liquidity risk is deemed insignificant based on prior period data and current asessment of risk.

The liabilities are recognised for amounts due to be paid in the future for goods or services received, whether or not invoiced. Amounts owing to suppliers (which are unsecured) are settled in accordance with the policy set out in Treasurer’s Direction 219.01. If trade terms are not specified, payment is made no later than the end of the month following the month in which an invoice or a statement is received. Treasurer’s Direction 219.01 allows the Minister to award interest for late payment. No interest for late payment was paid during the period (Year ended 30 June 2008 - $Nil).

The table below summarises the maturity profile of the Office’s financial liabilities, together with the interest rate exposure.







9 FINANCIAL INSTRUMENTS (Cont’d)(d) Market risk

Market risk is the risk that the fair value or future cash flows of a financial instrument will fluctuate because of changes in market prices. Since the Office has no cash or cash equivalents, it has no exposure to movements in interest rates. The Office has no exposure to foreign currency risk and does not enter into commodity contracts.

(e) Fair value

Financial instruments are generally recognised at cost.

10 AFTER BALANCE DATE EVENTSThe World Youth Day Co-ordination Authority ceased operations on 31 December 2008. In accordance with Section 61 (4) (b) of the World Youth Day Act 2006, any remaining assets, rights and liabilities of the Authority in existence at this date, including amounts payable to the Office, were transferred to the Crown.

End of audited financial statements.



World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • World Youth Day Co-ordination Authority • Appendices

Appendices

Appendix 1: Risk Management and Insurance

WYDCA instigated an active internal audit program during the 2007/2008 reporting period with IAB Services being engaged to complete a series of management audits. The program continued into the current reporting period with IAB completing a review of internal controls over expenditure incurred by WYDCA in support of WYD08.

To ensure adequate protection of the racing and training tracks at Randwick Racecourse, risk mitigation strategies were implemented by WYDCA. This included the installation of turf protection materials to minimise potential damage to track surfaces as a result of pilgrim and vehicle usage. The materials were successfully laid and lifted within a specified timeframe and resulted in minimal damage to the turf.

In consultation with stakeholders, a comprehensive turf management plan was also developed which encompassed a range of activities for monitoring and maintaining the condition of the turf in the lead-up to, during and after the WYD08 event. These activities included cutting, irrigation and fertilisation, as well as regular site inspections.

The Randwick Racecourse racing and training tracks were returned to the AJC in a fit and proper condition for commencement of horse training and racing associated with the 2008 Spring Racing Carnival.

All matters relating to installation and decommissioning of the site as well as turf management works were overseen by the Randwick Racecourse Project Steering Committee. The Steering Committee, which had been established by the NSW Government in early 2008, continued to meet until all matters relating to the use of the venue were concluded in November 2008.

WYDCA’s business continuity planning resulted in a Crisis Management Plan being prepared with particular focus on the relocation of staff, communications and actions to be taken in the event of a disaster in the lead up to and during the WYD08 event period.

WYDCA’s insurance coverage was provided by the NSW Treasury Managed Fund, a self-insurance scheme owned and underwritten by the NSW Government. WYDCA’s insurance risks related to the security of staff, property and other assets, public liability, and the risk of work-related injuries.

During the reporting period and, in fact, during the life of WYDCA no work-related injuries were sustained nor worker’s compensation claims lodged. There were no WorkCover prosecutions or prosecutions under the Occupational Health and Safety Act 2000. Similarly, WYDCA’s claims experience in relation to property and other assets and public liability was nil.

Appendix 2: Code of Conduct and Ethics

As NSW public sector employees, WYDCA staff were required to act with the highest standards of professionalism and integrity and to uphold the NSW Government’s values which include:

• Providing professional and quality services;

• Being accountable for actions;

• Carrying out our duties with diligence and integrity;

• Being fair and impartial in our decision making; and

• Treating other people with respect and dignity.

The WYDCA Code of Conduct and Ethics explained the principles and values covering appropriate conduct and behaviour within the workplace, whilst attending official engagements and at staff functions.

The Code of Conduct and Ethics did not provide detailed guidance on how to deal with every situation that might arise but set a solid framework for decision making, actions and behaviour. The principles and standards set out in the Code were supported by a range of WYDCA policies such as the Mobile Phone Policy, Protected Disclosures Procedures, policy on the Use of Internet, Email, Computer and Network Facilities and the Alcohol and Other Drugs Policy. The Code of Conduct and Ethics detailed the requirement for staff to report offers of gifts and benefits and the information required for inclusion in the WYDCA Gifts and Benefits Register.

The Code of Conduct and Ethics applied to all staff, contractors, volunteers and any person representing WYDCA. All staff commencing employment with WYDCA were issued with a copy of the Code and were required to sign the staff declaration to acknowledge that they had read and understood its contents. They were also required to sign a Confidentiality Agreement.

Representatives of partner agencies were requested to complete a declaration confirming that they had been issued with a Code of Conduct by their employing agency and that

Appendices




the provisions of their home agency’s Code of Conduct were compatible with WYDCA’s requirements.

The Code of Conduct and Ethics and other WYDCA policies were available to staff at any time on the WYDCA portal as well as in the Corporate Policy and Procedures Manual available within each Division.

Appendix 3: Consultants

No expenditure was incurred by WYDCA on consultants during the reporting period.

Appendix 4: Credit Card Certification

The Chief Executive Officer, the Executive Director, Finance and Corporate Services, the Executive Director, Planning and Operations and the Executive Director, Property and Logistics held corporate credit cards during the reporting period. They were deemed eligible to hold a corporate credit card as they met one or more of the following criteria:

• Travel frequently in the course of their duties;

• Travel overseas; and or

• Purchase minor goods and services.

The issue of corporate credit cards to WYDCA staff was organised through ServiceFirst, Department of Commerce, and WYDCA employees followed the Credit Cards Policy and Procedures established by ServiceFirst’s Financial Services Branch. The Policy and Procedures are in line with the Treasurer’s Directions, the Public Authorities (Financial Arrangements) Act 1987 and NSW Treasury’s Credit Card Use Best Practice Guide.

Upon issue of their corporate credit card, the Chief Executive Officer and the three Executive Directors signed a credit card holder responsibilities form certifying that they understood the guidelines for use of the card.

On a monthly basis the Chief Executive Officer and the three Executive Directors certified that all charges incurred were for official purposes and that transaction dockets showed details of the nature and purpose of the expenditure. The acquittals were examined and authorised by an appropriately delegated officer.

Corporate credit cards issued to WYDCA employees were redeemed at date of departure and accounts closed as at

that date. All remaining credit card accounts were closed in December 2008 in preparation for the close out of the Authority.

The Acting Chief Executive Officer has certified that credit card usage within WYDCA during the reporting period was in accordance with the ServiceFirst Policy and Procedures and the Premier’s Memoranda and Treasurer’s Directions.

Appendix 5: Disability Action Plan

WYDCA’s commitment to providing accessible facilities for persons with a disability during the WYD08 event period resulted in equitable access to venues and the provision of transport, health and emergency services that provided for acceptable levels of independence and dignity. WYDCA was also committed to ensuring that persons with a disability within the non-event community were not adversely affected by the operational aspects of WYD08.

To support the achievement of these commitments, WYDCA engaged the services of an Accessibility Consultant early in 2007-2008. This appointment was closely followed by the establishment of a Disability Access Working Party (DAWP). The working party’s membership was representative of key disability organisations and included:

• Mr Andrew Buchanan, Chair, Disability Council of NSW;

• Ms Amelia Starr, Accessibility Consultant, WYDCA (Chair);

• Mr Dougie Herd, Executive Officer, Disability Council of NSW;

• Mr Geoff Morris, Director Pilgrim Services, WYD 2008;

• Ms Astrid Weston, Pilgrim Services and Support, WYD 2008;

• Mr Max Bosotti, Chief Executive Officer, ParaQuad;

• Ms Kris Hume, General Manager, Sales Marketing and Customer Relations, ParaQuad;

• Ms Deborah Schofield, Communications Manager, ParaQuad;

• Ms Gabrielle Jones, Planning Coordinator, National Disability Services Ltd;

• Mr James Condren, Director, Council for Intellectual Disability NSW:

• Ms Jenny Moon, Education Officer, Guide Dog NSW/ACT

• Ms Judith Geppert, Information Officer, The Spastic Centre




• Ms Julianne Sanders, Department of Ageing, Disability and Homecare

• Ms Pheona Arndell, Director, Corporate Communications, Department of Ageing, Disability and Homecare;

• Kaila Murnain, Policy Advisor, Office of the Minister for Ageing and Minister for Disability Services,

• Ms Margaret Stack, Manager Disability Services, RailCorp

• Ms Nicole Clark, Ephpheta Centre

• Mr Stephen Lawlor, Director, Ephpheta Centre

• Ms Nicole Schlederer, Workforce Development Officer, Mental Health Co-ordinating Council;

• Mr Richard Langereis, Senior Policy Officer, Ministry of Transport;

• Ms Sharon Grocott, Executive Manager, Operational Program, Carers NSW; and

• Ms Susan Thompson, Advocacy Officer, Vision Australia.

In line with the intent and objectives of the Disability Discrimination Act 1992, the working party worked to ensure that the committed NSW Government services in support of WYD08 were planned, provided and maintained in a safe, equitable and dignified manner to pilgrims with a disability. These services include:

• public transport (bus and rail);

• emergency health and medical;

• security and emergency egress; and

• public communication and information.

The working party also assisted WYDCA to identify potential issues and to develop strategies and plans to ensure that persons with a disability who were not involved in WYD08 were able to continue to access essential services during the event period.

Appendix 6: Disclosure of Controlled Entities

WYDCA had one controlled entity being the Office of the World Youth Day Co-ordination Authority.

The Office of the World Youth Day Co-ordination Authority was established on 4 December 2006 pursuant to Part 1 of Schedule 1 to the Public Sector Employment and Management Act 2002 to provide personnel services to WYDCA. The Office had no functions other than employment functions.

Appendix 7: Electronic Service Delivery

The WYDCA website, www.wydca.nsw.gov.au, was established to provide key information on government services relating to WYD08. The dissemination of information was provided through display of hosted webpage information and downloadable content and weblinks to key State and Federal Government agencies. The WYDCA website carried essential public transport information for World Youth Day events, supplementing the distribution of printed guides by public transport service providers such as RailCorp and Sydney Buses.

The website supported other communications activities undertaken by WYDCA with media information being presented in the “What’s New” section of the website, community relations information being presented in the “Residents” section of the website, and stakeholder management information being included in the “Employers & Employees” section.

The information hosted on the WYDCA website was complementary to primary event information provided by the event organiser at its website www.wyd2008.org.

The WYDCA portal was utilised for internal communications. The portal provided WYDCA employees with access to policies and procedures as well as up-to-date information about WYDCA’s plans and achievements.

As a client of ServiceFirst, a shared services partner for NSW Government agencies, WYDCA utilised the ServiceFirst Flexitime Management System and the electronic self-service KIOSK for management of leave and attendance.

Appendix 8: Energy Management

WYDCA endeavoured to contribute to a reduction in energy consumption by:

• purchasing energy efficient star-rated equipment;

• engaging power-save facilities on equipment (where those facilities were available); and

• turning off lights, computers and other office equipment at night.

With the separation of the majority of event-related staff within weeks after WYD08, action was taken to disconnect all unutilised telephones, computers and printers from power

Appendices




sources. Action was also taken to cancel services and to dispose of surplus equipment in accordance with the Authority’s disposal plan. This practice continued on a staggered basis until the premises were officially vacated on 31 December 2008.

Appendix 9: Exemptions

WYDCA did not apply for or receive any exemptions from the 2008-2009 reporting provisions.

Appendix 10: Freedom of Information (FOI)

Number of New FOI requests

FOI Requests PERSONAL OTHER TOTAL

(previous year) (current year) (previous year) (current year) (previous year) (current year)

A1 New 0 0 4 1 4 1

A2 Brought forward 0 0 0 0 0 0

A3 Total to be processed 0 0 0 0 0 4

A4 Completed 0 0 4 1 4 1

A5 Discontinued 0 0 0 0 0 0

A6 Total processed 0 0 4 1 4 1

A7 Unfinished (carried forward)

0 0 0 0 0 0




Days taken to complete request

How long did it take to process completed applications?

Number of completed FOI applications

(Note: calendar days) PERSONAL OTHER TOTAL


O1 0-21 days – statutory determination period

0 0 1 1 1 1

O2 22-35 days – extended statutory determination period for consultation or retrieval of archived records (S.59B)

0 0 3 0 3 0

O3 Over 21 days – deemed refusal where no extended determination period applies

0 0 0 0 0 0

O4 Over 35 days – deemed refusal where extended determination period applies

0 0 0 0 0 0

O5 Total 0 0 4 1 4 1

Processing time: hours

How long did it take to process completed applications?

Number of completed FOI applications

PERSONAL OTHER TOTAL


P1 0-10 hours 0 0 4 1 4 1

P2 11-20 hours 0 0 0 0 0 0

P3 21-40 hours 0 0 0 0 0 0

P4 Over 40 hours 0 0 0 0 0 0

P5 Total 0 0 4 1 4 1

Appendices




No applications received during the reporting period were transferred to another agency or discontinued for any other reason.

In the case of the one application received, no documents were held by WYDCA. The $30.00 application fee was refunded to the applicant, with no additional charges levied or discounts allowed.

No applications for amendment of personal records or notation of personal records were received during the reporting period.

Statement of affairsThis Statement of Affairs is issued in accordance with the requirements of section 14 of the Freedom of Information Act 1989.

The Statement of Affairs provides information about the structure and functions of WYDCA, the types of documents held and the ways in which these documents can be accessed.

Structure and functionsWYDCA’s structure and functions are detailed at page 9 of this Annual Report.

Effect of functions on members of the publicThe services provided by WYDCA supported the participation of pilgrims from within NSW and other states of Australia, as well as international visitors in WYD08 activities. In planning for the event WYDCA considered the potential impacts upon the residents of NSW and implemented strategies to minimise disruption to usual business activity and access to services.

Categories of documents held by WYDCAIn accordance with the Freedom of Information Act 1989 WYDCA was required to publish a list of all policy documents in the Government Gazette every six months in the Summary of Affairs. A copy of WYDCA’s Summary of Affairs for the six months ending 31 December 2008 was published in the Government Gazette supplement of the same date available on the Department of Commerce website at :

www.advertising.nswp.commerce.nsw.gov.au/Gazette/Freedom+of+Information.htm

Categories of documents include:

• policy and planning documents;

• correspondence; and

• documents on internal administration of the Authority.

Accessing and amending WYDCA’s documentsPolicy documents, unless otherwise stated, are available free of charge. With the dissolution of WYDCA on 31 December 2008 documents may be accessed by contacting the Freedom of Information Co-ordinator, Department of Premier and Cabinet by telephone on 9228 5555 during business hours.

Freedom of Information proceduresRequests under the Freedom of Information Act 1989 for access to documents held by WYDCA should be accompanied by a $30 application fee and directed in writing to:

The Freedom of Information Co-ordinator Department of Premier and Cabinet GPO Box 5341 SYDNEY NSW 2001 Tel: (02) 9228 5555

Appendix 11: Human Resources

Employment arrangements at WYDCA were on a temporary basis in accordance with section 27 or by way of temporary transfer from other public sector agencies in accordance with section 87 of the Public Sector Employment and Management Act 2002. The Act and associated regulations and the Crown Employees (Public Sector Conditions of Employment) Reviewed Award 2006 set the working conditions at WYDCA.

During the previous reporting period WYDCA introduced an Operational Performance Strategy with a view to minimising the potential loss of key staff from WYDCA before their agreed release date. The strategy not only recognised major risks to the successful delivery of government services in the lead up to and during WYD08 but the impacts on the effective management of post-event activities that could result from the early departure of staff. The strategy provided for a one-off service delivery and performance payment, greater flexibility in working hours, and assistance with career transition. The Operational Performance Strategy’s objectives were met with all essential WYDCA staff




remaining with the Authority until after the WYD08 event and until their services were no longer required.

By the commencement of WYD08 WYDCA’s staff number had increased to 32.6 with an additional 20 casuals available to provide services at the Round House Welfare Centre during the overnight sleep out at Randwick Racecourse on 19 and 20 July 2008. By the end of August the staff number had reduced to 12 with the final eight staff separating from WYDCA on 31 December 2008.

The processing of staff separations included management of the return of WYDCA property, performance reviews, exit

interviews, reconciliation of leave and attendance records, and authorisations to release final pays.

The statistics shown in the following table are expressed as equivalent full-time (EFT) and provide a comparison of staffing levels at the end of each reporting period over the life of WYDCA.

Exceptional movement in wages, salaries and allowancesThere was no exceptional movement in wages, salaries and allowances at WYDCA during the reporting period.

Staff numbers

30 June 07 30 June 08 31 December 08

Chief Executive Service 1 1 1

Senior Executive Service 0 4 2

Senior Officers 4 7 2

Administrative and Clerical 3.6 19 3

TOTAL 8.6 31 8

Chief Executive and Senior Executive Officers

2006-2007 2007-2008 2008-2009

Level EFT Male Female EFT Male Female EFT Male Female

7 0 0 0 0 0 0 0 0 0

6 1 1 0 1 1 0 1 0 1

5 0 0 0 0 0 0 0 0 0

4 0 0 0 2 0 2 1 0 1

3 0 0 0 2 1 1 1 1 0

2 0 0 0 0 0 0 0 0 0

1 0 0 0 0 0 0 0 0 0

TOTAL 1 1 0 5 2 3 3 1 2

Notes: The Chief Executive Officer’s position was filled by an acting appointment in accordance with section 13 of the Public Sector Employment and Management Act 2002 from 15 September 2008 until the dissolution of the Authority on 31 December 2008. One SES position was filled by an acting appointment in accordance with section 24 of the Public Sector Employment and Management Act 2002.

Appendices




Industrial Relations Policies and PracticesThe consultation arrangements established with the Public Service Association of New South Wales (PSA) in the previous reporting period continued, with WYDCA referring draft policies and procedures with the potential to impact on staff to the PSA for comment and discussion prior to finalisation.

Appendix 12: Funds Granted to Non-Government Community Organisations

There were no funds granted to non-government community organisations during the reporting period.

Appendix 13: Land Disposals

There were no land disposals during the reporting period.

Appendix 14: Occupational Health and Safety

WYDCA’s commitment to protecting the health, safety and welfare of all staff, contractors, clients and visitors to the workplace was confirmed in WYDCA’s Occupational Health and Safety Policy.

Staff consultation arrangements developed in accordance with Chapter 3 of the Occupational Health and Safety Regulation 2001 included:

• staff participation in the development of OHS policy and procedure;

• staff raising issues relating to WYDCA’s premises with the Business Manager;

• staff raising issues relating to safe work practices with the Project Officer (HR and Corporate Policy); and

• OHS being a standing item on the agendas for all Division meetings and meetings of the Principal Agency Planning Group.

WYDCA’s Procedures for Reporting and Resolving Workplace Accidents and Incidents and Procedures for Reporting Security Incidents provided additional mechanisms for the management of OHS issues. Emails providing statistical information about OHS issues and reported incidents were issued to all staff on a regular basis.

WYDCA’s first aid personnel provided initial treatment to injured or ill employees as well as representatives of partner agencies

located on WYDCA premises. Floor Wardens attended quarterly training sessions in relation to the building’s emergency systems and evacuation procedures.

WYDCA accessed its Employee Assistance Program (EAP) through the Davidson Trehaire Corpsych contract managed by ServiceFirst, Department of Commerce. The EAP is a short-term professional, confidential counselling and advice service. The service could be accessed by employees and their immediate family members for professional assistance with any personal or work-related problem. The EAP also offered a ManagerAssist program which aimed to assist managers in their approach to difficult staff management issues including encouraging staff to access the EAP themselves.

Appendix 15: Overseas Visits

No WYDCA personnel travelled overseas on official business during the reporting period.




Appendix 16: Payment of Accounts

Aged analysis at the end of each quarter

Quarter Current (within due date)

Less than 30 days overdue

Between 30 days and 60 days overdue

Between 60 days and 90 days overdue

More than 90 days overdue

$ $ $ $ $

September Quarter 479,159 0 0 0 0

December Quarter 0 0 0 0 0

Accounts paid on time within each quarter

Quarter Total Accounts Paid on Time

Target* Actual* $ Total Amount Paid ($)

September Quarter 95% 97% 11,740,800 11,976,683

December Quarter 95% 83% 34,978,804 37,469,362

*Relates to the number of accounts processed, not the $ value.

During the six months from 1 July to 31 December 2008 there was one instance where penalty interest was paid in accordance with section 15 of the Public Finance and Audit (General) Regulation 2005.

There were no significant events that affected payment performance during the reporting period.

WYDCA ceased operations at the end of December 2008 and as such statistics are available for the first two quarters of the 2008/2009 financial year only.

Appendix 17: Performance Reports – SES Officers, Level 5 and Above

Name: Gerry Brus

Position and Level: Acting Chief Executive Officer, SES Level 6

Period in position: 15 September 2008 to 31 December 2008

Total remuneration package: $259,851 per annum

Annual reporting legislation requires the Authority to report on the performance of any executive officer at SES Level 5 or above holding office at the end of the reporting period. At 31 December 2008 the Acting Chief Executive Officer, Ms Gerry Brus was the only executive officer in this category.

Ms Brus was responsible for the effective leadership of WYDCA from 15 September 2008 to 31 December 2008 and managed the Authority’s operations in preparation for the dissolution of the Authority on 31 December 2008.

Ms Brus was the Authority’s Chief Financial Officer with direct responsibility for budget management. The WYDCA funding model and her engagement and effective negotiation with other government agencies and venue owners involved in the provision of services in support of World Youth Day ensured that costs were effectively managed and contained.

Appendices




Appendix 18: Privacy Management

No reviews were requested under Part 5 of the Privacy and Personal Information Protection Act 1998 during the reporting period.

Appendix 19: Promotion

Under the World Youth Day Act 2006, WYDCA was responsible for developing and managing the NSW Government’s communication and public information strategy and, in consultation with a range of government agencies and WYD 2008, led the development of a public information campaign informing Sydneysiders about the potential impacts of WYD08 events on the regular functioning of the city.

The majority of information was developed and available to the public in the previous reporting period. However, information relating to the operational period continued to be distributed in hard copy or accessed through the WYDCA website in the lead up to and during WYD08. For example, the Pilgrim Transport Guide which had been produced in the four official World Youth Day languages (English, Italian, Spanish and French) was readily available for distribution to pilgrims.

Publications produced by WYDCA include:

Reports

• World Youth Day Co-ordination Authority Annual Report 2006-2007

• World Youth Day Co-ordination Authority Annual Report 2007-2008

• World Youth Day 2008 – Sydney’s Biggest Celebration Yet

Guides

• Public Transport Guide to World Youth Day Events

• Pilgrim Transport Guide - published in English, Italian, Spanish and French

• A Guide to Transport and Government Services for People with a Disability

• Not attending World Youth Day events? A guide to travelling in and around Sydney.

Brochures

• World Youth Day - What’s it all about?

• Your city, Sydney, will be different in July (brochure)

• Changes to your Eastern Suburbs bus services during the week of celebrations

• RFS volunteers needed for World Youth Day 2008

Booklets

• Your city, Sydney, will be different in July (booklet)

Fact Sheets

• General Information

• General Information for People with a Disability

• Role of NSW and Commonwealth Governments

• Facts and Figures about WYD08

• Information for Employers and Employees

• Pilgrims in Schools

• Public Transport

• Accessibility for Participants

• Key Events

• Economic Benefits to NSW

• NSW Health Activities

• Sydney – Home of International Events

• Comparison to Other Major Events

Maps

• Map of key World Youth Day venues in and around Sydney

• Main walking routes: Tuesday 15 July to Friday 18 July 2008

• World Youth Day - Pilgrimage walking route,Saturday 19 July

Traffic and Transport Information

• Millers Point Households

• Sydney CBD Households

• Haymarket & Chinatown Households

• Sydney CBD Road Closures




Appendix 20

Cost of production of the 2008-2009 annual report

The total external cost incurred in the production of WYDCA’s Annual Report for the period from 1 July 2008 to 31 December 2008 was $13,002.00 inclusive of GST.




Index

AAccessibility Services 22Accommodation 22Acting CEO Report 5Advisory Board 11Airport Services 21Art Gallery of NSW 24Audit and Risk Management Committee 14Australian Technology Park 24BBarangaroo 24C Centennial Park 24CEO Forum 13CEO Report 3City of Sydney 24Close-out of the Authority 29Coach Co-ordination 19Code of Conduct and Ethics 73Communications 25Community Information Line 27Constitution of the World Youth Day Authority 6Consultants 74Consumer Response 27Convention and Exhibition Centre 24Cost of Production of the Annual Report 83Credit Card Certification 74DDarling Harbour 24Disability Action Plan 74Disclosure of Controlled Entities 75Dissolution 6Domain, The 24EElectronic Service Delivery 75Energy Management 75Entertainment Centre 24Executive Operations Group 13Exemptions 76FFinancial Reports 30-72Food Authority 20Freedom of Information 76Functions 6

Funds Granted to Non Government Community Organisations 80GGovernance and Planning Groups 10Government Operations and Service Delivery 17HHarbour Bridge 18 Health Services 20Human Resources 78Hyde Park 24IImages of Sydney 18Industrial Relations Policies and Practices 80JJourney of the World Youth Day Cross and Icon 18LLand Disposals 80Legal Change 7Legislation 7 Letter to the Minister 2Local Organising Committee 11Local Organising Committee Operations Sub-Committee 12Local Organising Committee Transport Sub-Committee 12MMajor Venues 24Management and Structure 9-10Market Research 28Mission 6NNSW Fire Brigades 21NSW Food Authority 20NSW Police Force 21OObjectives 6Occupational Health and Safety 80Opera House 24Organisation Structure 9Overseas Visits 80PPayment of Accounts 81Pedestrian Walking Routes to Venues 19Performance Reports 81

Police Force 21Post Event Activities 29Privacy Management 82Procurement Steering Committee 15Promotion 82Publications 82Purpose 6RRandwick Racecourse Project Steering Committee 15Regulation and Compliance 7Regulations 7Risk Management and Insurance 73Royal Botanic Gardens 24Randwick Racecourse 24SSignificant Committees 11Staff Numbers 79State Venue Owners Group 13St John Ambulance 20Sydney Convention and Exhibition Centre 24Sydney Entertainment Centre 24Sydney Harbour Bridge 18 Sydney Harbour Foreshore 24Sydney Harbour Management 21Sydney Olympic Park 22Sydney Opera House 24TThe Domain 24Traffic and Transport Services 18VValues 6Venues 24Venue Owners Group 13Volunteers 22WWorld Youth Day Act 2006 7World Youth Day Cross and Icon 18World Youth Day Regulations 7WYDCA Advisory Board 11WYDCA’s Dissolution 6



Notes

World Youth Day Co-ordination Authority Annual Report 1 July ...

Documents

Transcript of World Youth Day Co-ordination Authority Annual Report 1 July ...