Body: Council Type: Agenda Meeting: Regular Date: April 25, 2012 Collection: Council Agendas Municipality: Frontenac County
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150TH ANNIVERSARY ADVISORY COMMITTEE AGENDA
Date and Time
April 25, 2012 at 2 p.m.
Place
County of Frontenac Administrative Boardroom 2069 Battersea Road, Glenburnie
Members: Janet Gutowski, Warden (Ex officio) Gary Davison, Councillor Marcel Giroux, Chair, Community Member
Phil Leonard, Community Member Jim Vanden Hoek, Community Member Stan Johnston, Community Member
Page 1.
Call to order
Adoption of the agenda
Disclosure of pecuniary interest and general nature thereof
Adoption of minutes
2-6
•
March 15, 2012 Minutes March 1, 2012 Notes - No Quorum
Business arising from the minutes •
Vision outline for a main event (Gary)
•
Media Release announcing the Planning (Alison)
•
Lists of the main events in the Townships (Staff)
•
Identifier Contest (Staff)
•
List of early invitees (Staff)
Deputations and/or presentations
Communications
150th Anniversary Advisory Committee (AAC) Work Plan
Other business
- Next meeting date
- Adjournment
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Agenda Item # 4•
Minutes of the 150th Anniversary Planning Advisory Committee Meeting March 15, 2012 A meeting of the 150th Anniversary Planning Advisory Committee was held in the Frontenac Boardroom of the County Administrative Office, 2069 Battersea Road, Glenburnie, on Thursday, March 15, 2012 at 1:00 p.m. In attendance: Marcel Giroux, Chair Warden Janet Gutowski Councillor Gary Davison Community Member Phil Leonard (teleconference) Regrets: Stan Johnston Jim Vanden Hoek Staff: Elizabeth Savill, CAO, Alison Vandervelde, Sustainability Assistant, Casey Buchanan, Executive Assistant (Recording Secretary) 1.
Call to order Marcel called the meeting to order.
Adoption of the agenda The agenda was received.
Disclosure of pecuniary interest and general nature thereof Marcel asked that it be noted that no member of the Committee declared a pecuniary interest in any item on the agenda.
Closed meeting: Nil
Adoption of minutes December 5, 2011 Minutes
Committee Recommendation THAT the minutes of the meeting of December 5, 2011 be adopted as amended. 150th Anniversary Planning Advisory Committee Meeting Minutes March 15, 2012
March 15, 2012 Minutes March 1, 2012 Notes - No Quorum
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Agenda Item # 4•
CARRIED 6.
Business arising from the minutes Selection of a Vice Chair
No selection of a vice chair at this time. Marcel’s Meeting with Dr. Brian Osborne Marcel spoke to his meeting with Dr. Osborne and noted the value of the meeting. Dr. Osborne has offered to come to one of the 150th meetings as well as involving his students in the planning of the event. Members agreed that it would be beneficial to involve Dr. Osborne Committee Recommendation THAT Dr. Osborne be invited to the next meeting. CARRIED 7.
Deputations and/or presentations: Nil
Communications: Nil
Other business County Budget
Liz noted that $60,000 had been included in the 2012 budget to support all of the advisory committees. At this point, Council appears to be supporting an amount of $45,000 intended to support meetings, incidental costs, conferences, etc. There has not yet been budget discussion of the recommended reserve contribution in support of the celebration. Draft Work Plan Liz spoke to the work plan noting the need to present an approved work plan to Council. The next meeting of County Council is Wednesday, March 21, 2012. Liz also noted that all recommendations must go to Council through the minutes for approval and that the 150th Committee should plan to appear as a delegation and make a presentation of its recommendations for the celebration by October. The committee agreed that it will aim to be prepared to meet with Council at its September meeting with all major directions of the event defined. Marcel suggested that the committee consider Warden Bob Sweet’s recommendation to host one event in one location. Gary suggested we concentrate the main effort on one site and also host satellite events being cognizant of the County’s diversity. Liz added that the committee should not discount the communities’ interests in the celebration and in an opportunity to come together. This was a key learning from the Renfrew experience. Gary noted that he had discussed a location with a property owner in South Frontenac and circulated a map of the property to the committee. Phil agreed with Gary and noted that it was 150th Anniversary Planning Advisory Committee Meeting Minutes March 15, 2012
March 15, 2012 Minutes March 1, 2012 Notes - No Quorum
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Agenda Item # 4•
important not to spread out the event too much adding that the committee should consider all areas of the Frontenac. Janet added that there is a lot of community building that needs to happen and that it is really important to reach out to North and the Islands. Janet noted that ancillary events will help feed this need and enrich the experiences leading up to the grand event. Liz suggested that the committee consider allowing Alison to draft a communications piece to bring in the community to encourage involvement. Marcel discussed with the committee involving groups and event organizers that already exist to colour the event and work towards the end goal together to remind event goers that it is the County’s 150th Anniversary. Gary suggested the event be the last weekend in August and work with existing groups to ensure there is no competition. Janet emphasized that our approach should be to identify events already established and embraced by the community and see how we may assist to build good will and involvement in the events. The committee discussed whether the grand event would be one, two or three days and Marcel requested that Gary prepare a draft plan for the main event for the next meeting. Marcel suggested that an announcement be made at the next County Council and asking for input and suggestions. Alison committed to preparing the media release. Marcel reminded the committee of a past goal to create lists of local resources adding that he has spoke with Deborah Defoe, retired chief librarian, about having someone with the library to do research and collect information on the history of Frontenac County over the last 150 years. The committee suggested having someone at Queen’s put together a list. Marcel added that it would be valuable to know when the documents were signed and noted that the committee should consider who we could task with looking this up. Staff committed to looking up this information and attempting to collect information on all past County Councillors. Gary suggested that the committee bring forward suggestions for an event name to the next meeting and that the press release will simply refer to the 150th Celebrations. Liz suggested that the committee consider having a competition for the eventr logo and title. Marcel suggested that we have a request for proposal for the logo design and added that he had been speaking with a local designer who does signage work (Roger McMunn) and circulated a draft of a sign that was created for the committee. The committee discussed a possible prize for sucha competition. Alison suggested separting the two announcments until such time when we know that the prize will be. Liz suggested that the committee consider what the prize would be and suggested $1000. Gary and Janet agreed to talk to the $1000 prize at the next Council meeting in terms of the $1000 coming out of the suggested $150,000 reserve that is being proposed. Liz asked if the committee’s focus will be the past, present and future perspective similar to Renfrew’s focus. The committee agreed that it is important to look at it and to engage youth and businesses. The committee suggested working with the schools such as Queen’s and St. Lawrence for marketing assistance. Committee Recommendation 150th Anniversary Planning Advisory Committee Meeting Minutes March 15, 2012
March 15, 2012 Minutes March 1, 2012 Notes - No Quorum
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Agenda Item # 4•
THAT the draft work plan be adopted as presented. CARRIED Committee Recommendation THAT the grand event of the 150th Celebrations for the County of Frontenac be August 28-30, 2015. CARRIED 10.
Next meeting date 150th Calendar of Meetings for 2012
Committee Recommendation THAT that the calendar of meetings for 2012 be adopted as presented. CARRIED The next meeting of the 150th Anniversary Planning Advisory Committee will be April 25, 2012 at 10 a.m. 11.
Adjournment
Committee Recommendation THAT the meeting be adjourned at 2:13 p.m. CARRIED
Marcel Giroux, Chair
Elizabeth Savill, Clerk
150th Anniversary Planning Advisory Committee Meeting Minutes March 15, 2012
March 15, 2012 Minutes March 1, 2012 Notes - No Quorum
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Agenda Item # 4•
NOTES TO THE 150TH ANNIVERSARY ADVISORY COMMITTEE CONVERSATION NOTES MARCH 1, 2012 Present:
Marcel Giroux, Chair (teleconference); Janet Gutowski, Warden (teleconference); Jim Vanden Hoek, Community Member; Staff: Alison, Elizabeth, Casey
Lack of Quorum of the 150th Anniversary Planning Advisory Community Meeting Marcel called the conversation to order at 10:08 a.m. noting that the lack of quorum would be limit the group to discussion only. Jim spoke about rescheduling the meeting rather than having a discussion group but it was decided that the conversation would proceed. E-Agenda Marcel discussed the eAgenda with the group and how to use the tools. Budget and Work Plan Jim asked about the committee members’ role. Marcel shared that he had had a lunch meeting with Liz and Anne Marie before Christmas to discuss a list of items that he had hoped to address today. Marcel believes that we should engage with all of the County’s committees’ members. Liz further suggested that the group could begin developing lists of names of people who might volunteer for working groups. General Discussion Marcel noted a couple of corrections to be made on the minutes. These will be corrected and represented for the next meeting. Janet spoke in favour of a centralized event but is not certain that the scale of the Renfrew celebration can be supported here. She is supportive of identifying existing community initiatives as celebratory opportunities. Jim excused himself from the conversation at 10:40 a.m. Points to Consider Diverse area with residents with strong affinity to the townships vs. the county Challenge can be overcome by having a County Profile The celebrations should be recognized as an economic driver for the County Lieutenant Governor, MPs, MPPs, Mayor of the City of Kingston and neighbouring municipalities, EOWC partners, Peter Milliken etc. should be invited Venue for local artists to show their wares Should connect with Sir John A events Revenue should be for profit or for charity? Give profile for local artists, may need screening From the Islands, Plowman’s association, women’s institute, church group, historical society, community centre, horse clubs How many ‘historic balls’ could be supported … could there be 4? Jim clarified we’re not going to have overlap, because people won’t leave their townships A number of events was discussed for support with a culminating county event By 2013 the Lieutenant Governor needs to be booked
March 15, 2012 Minutes March 1, 2012 Notes - No Quorum
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