Body: Council Type: Agenda Meeting: Regular Date: June 27, 2012 Collection: Council Agendas Municipality: Frontenac County
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Document Text
150TH ANNIVERSARY PLANNING ADVISORY COMMITTEE AGENDA
Date and Time
June 27, 2012 at 10:00 a.m.
Place
County of Frontenac, Frontenac Room, 2069 Battersea Road, Glenburnie
Members: Marcel Giroux, Community Member Gary Davison, County Councillor Jim Vanden Hoek, Community Member
Phil Leonard, Community Member Janet Gutowski, Warden
Page 1.
Call to order
Adoption of the agenda
Disclosure of pecuniary interest and general nature thereof
Closed meeting
Adoption of minutes
2-4
•
12-04-25 minutes
Business arising from the minutes
5-6
•
Administrative Report
7
•
Summary of Ideas to Date
8-9
•
Framework for a Grand Celebration
10-12
•
Logo Contest Outline
•
2015 Calendar of Events
Deputations and/or presentations
Communications
150th Anniversary Advisory Committee (AAC) Work Plan
- Other business
- Next meeting date
- Adjournment
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Minutes of the 150th Anniversary Planning Advisory Committee Meeting April 25, 2012 A meeting of the 150th Anniversary Planning Advisory Committee was held in the CAO`s Office, County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, April 25, 2012 at 2:00 p.m. In attendance: Marcel Giroux, Chair (teleconference) Warden Janet Gutowski Councillor Gary Davison Phil Leonard Jim Vanden Hoek (teleconference) Regrets: Stan Johnston Staff: Elizabeth Savill, CAO/ Clerk; Alison Vandervelde, Communications Officer; Lisa Goodberry, Executive Assistant Temp (Recording Secretary) 1. Call to order 1 . At the Chair’s suggestion, Mr. Leonard agreed to act as Chair for the meeting. The Acting Chair called the meeting to order at 2:03 p.m. 2. Adoption of the agenda 2 . Committee Recommendation THAT the agenda for the April 25, 2012 meeting of the 150th Anniversary PAC be adopted as circulated. CARRIED 3.
Disclosure of pecuniary interest and general nature thereof
The Acting Chair asked that it be noted that no member of the Committee declared a pecuniary interest in any item on the agenda. 4.
Closed meeting: Nil
Adoption of minutes
Committee Recommendation THAT the minutes for the March 15, 2012 meeting of the 150th Anniversary PAC be adopted as circulated and the notes from the March 1, 2012 discussion be accepted. th
150 Anniversary PAC Meeting Minutes April 25, 2012
12-04-25 minutes
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Business arising from the minutes Vision outline for a main event
Councillor Davison advised we should identify the scope. We need to discuss whether to have one large event or several smaller. Gary spoke to a resident in Harrowsmith and they have offered 60 acres of land for use. Some suggestions for entertainment were school bands, bands from army and using school artwork and talent shows. Liz thought there should be a request for Council in regards to the multi day events. Gary advised we need to spread out the events throughout the County. Janet spoke in regards to the Frontenac Heritage Festival and the participation for this event. It is a good collaborative effort. Jim wanted to know how the Islands could tie in to this. He thought perhaps the Wolfe Island Plowman’s Association could be contacted in regards to moving their annual event to Harrowsmith. Jim thinks they would be willing to change dates. Howe Island may be a tougher challenge. Marcel thinks that we need to ensure the committee is present at all events. Janet spoke of a travelling exhibit to be ready at least a year or more before (displays, designs etc). There was discussion about the purchase of the banner flags that we could transport. Gary advised every district will need a sub-committee. Consensus seems to be in having the main event in the Harrowsmith area with several smaller events throughout the County. Alison has started to compile a list of Township events and all agreed this would be very helpful. There was some discussion in regards to the Parham Fair Dates. Jim thought someone should contact the Kingston Fair Board, Janine Handforth, to ensure we are not conflicting. There was some discussion in regards to a first nation’s re-enactment. Committee Recommendation THAT: (1) staff begin developing a 150th travelling exhibit for use at events throughout the County leading up to the anniversary; (2) staff develop a framework for programming the grand event for discussion; (3) Mr. Vanden Hoek contact Dr. Janine Handforth, President of the Kingston & District Agricultural Society to discuss opportunities; and, (4) Staff continue to build the calendar of events. Media Release announcing the Planning & Identifier Contest Ms. Vandervelde combined the two agenda items and shared the rules and regulations for the logo contest and the media release necessary to generate awareness and interest. In discussion, the committee recognized its role to judge the submissions; it was agreed that eligibility should be left wide open and the words “County of Frontenac 150th celebration” should be inlcuded. A prize of $1,000 was supported. It was agreed that the material would be reviewed again at the June committee meeting with the intent that it would be forwarded to Council in July and the contest opened before the end of the summer and closed in October/November which will allow both the summer residents and the students to engage. Lists of the main events in the Townships th
150 Anniversary PAC Meeting Minutes April 25, 2012
12-04-25 minutes
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Ms. Vandervelde is preparing a calendar for the committee’s review. List of early invitees Some suggestions included the Queen, Governor General, all past wardens and council members. There was discussion and agreement that a separate event for past Council members should be arranged. Committee Recommendation That staff should develop lists for review:
- Invitees who will need to be contacted early; and
- All who have served on County Council and as Senior Management over the years.
Deputations and/or presentations: Nil
Communications: Nil
150th Anniversary Advisory Committee Work Plan
Ms. Savill reported that the work plan was approved at Council’s last meeting. The budget line for all Advisory Committees is $45,000. 9.
Other business
Ms. Vandervelde has recently accepted the full time position of Communications Officer. 10.
Next meeting date
The next meeting date will be June 27, 2012 at 10:00 a.m. 11.
Adjournment
The meeting adjourned at 2:47 p.m.
Marcel Giroux, Chair
K. Elizabeth Savill, Clerk
th
150 Anniversary PAC Meeting Minutes April 25, 2012
12-04-25 minutes
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ADMINISTRATIVE REPORT To:
150th Anniversary Planning Advisory
From:
Elizabeth Savill CAO
Prepared by:
Alison Vandervelde Communications Officer Angelique Tamblyn Executive Assistant
Date prepared:
June 25, 2012
Date of meeting:
June 27, 2012
Re:
150th Anniversary – 2012 June Update
Background Over the last year, the Committee has met on six occasions. A chair was appointed at the first meeting on June 11, 2011 but, to date, a vice chair has not been identified. The Committee has slowly evolved to include one representative from each of the Frontenac Townships and one member of County Council with the Warden welcomed as an ex officio member. Currently the composition of the Committee is as follows: Chair – Marcel Giroux (representing Central Frontenac) Council Member – Councillor Davison Community Members – Phil Leonard (representing South Frontenac) Jim Vanden Hoek (representing Frontenac Islands) Stan Johnston (representing North Frontenac) Over the course of the meetings, many ideas have been discussed and compiled. Warden Bob Sweet, County of Renfrew, also met with the Committee at a meeting held in Sharbot Lake in December to share the Renfrew experiences with its 150th celebration held in 2011.
Comment In an attempt to consolidate the many ideas shared over the last year, this report presents a Summary of Ideas to Date (attached). This summary could become the foundation for the creation of several working groups.
Administrative Report th 150 Anniversary – 2012 June Update June 27, 2012
Administrative Report
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Over the past year, much conversation has centred on the idea of a single Grand Celebration in combination with various 2015 ancillary events assuming the 150th theme. This report presents a preliminary framework for a Grand Celebration (attached) and a calendar of established annual events that may be good candidates for assuming the 150th theme (attached). In celebrating 150 years of history the recognition of all past and present County Councillors and senior staff is very important. The index of Wardens and Members of County Council will be available. To improve awareness of the 150th Anniversary Celebration and to increase the involvement of County residents, a logo contest has been developed. This report presents the outline, rules and regulations of the contest (attached). Finally, notice has been received since the last meeting that Mr. Johnston will be unable to continue working on the Committee.
Sustainability Implications All work of the Committee builds and nurtures the social and cultural pillars of the County’s sustainability. Leading up to and especially during 2015, the work of the Committee will be an economic driver for hamlets and businesses throughout the County. One of the County’s greatest assets is its beautiful natural environment and a main focus of the 150th Anniversary will be to celebrate our relationship with and respect for our natural environment.
Financial Implications Proceeding with the Logo Contest will require a commitment of funds of approximately $2,500 to cover the prize and the miscellaneous work necessary to ensure broad involvement of our community.
Committee Recommendation THAT the Committee receive the 150th Anniversary – 2012 June Update for information; AND FURTHER THAT the Committee recommend to County Council that the vacant position on the 150th Anniversary Planning Advisory Committee be filled by _____________ to represent North Frontenac. Organizations, Departments and Individuals Consulted and/or Affected
Administrative Report th 150 Anniversary – 2012 June Update June 27, 2012
Administrative Report
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Summary of Ideas to Date Summary of Ideas to Date
Event Coordination Inspiration from
Renfrew County 150th Plowing Matches Community Events Others
Ideas for Grand Event
Canoe races Historical walking tours Curling with Turkeys Period Costume Photo Booth
Ancillary Events
Heritage Festival Plowing Match Parham Fair
Finances Grants Loans CFDC funding For Staff Support Donations Fundraising Corporate Sponsors
Scholarship/Bursary
Anne Goodfellow, LDSB ALCDSB?
Queen Prime Minister Premier MPs MPPs Senator Past & Present County Council & Staff Past & Present Township Council & Staff Governor General & Lieutenant Governor
Communications/Marketing
Banners/Flags Communications & Marketing Plans Souvenirs/Promotional Material Collection of Memorabilia Queen’s/SLC student project Mural / Quilts / Other
Logo Contest & Themes
Past / Present / Future Key Elements: railway, barn, cow, lake, rocks, maple trees, bogs, etc
Logistics/Legal
Permits Insurance Links to ancillary events Grants / funding opportunities – staff assistance
Research History
Queen’s Archives Brian Osborne Historical Societies Debra Defoe, retired KFPL Significant dates
Celebrities
Don Cherry Elvis Stojko Dan Akroyd Kirk Muller Doug Gilmour Oh Susanna Abrams Brothers Rich Mercer Sarah Hale Chris Brown The Tragically Hip
Key Individuals
Land O’ Lakes T.A. Alec Ross Howard Gibbs Betty Hunter Shirley Pruniak Historical Societies Linda Van Hale Margaret Knott Local Businesses: artists, photographers, artisans, Seed to Sausage, etc…
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Invitations/Early Notifications
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Framework for a Grand Celebration August 28, 29, 30, 2015 Location to be Confirmed (Harrowsmith Centennial Park / Vacant Land / Other) Friday, August 28 Mid Afternoon
Opening Ceremony o Welcoming – Warden and Council, Dignitaries et al o Read letters from dignitaries o Present prize to logo contest winner
Late Afternoon/Early Evening
County Cuisine o Free (?) food samples from all County food providers (purchase tickets?)
Evening
Talent Show o First round of competition with announcement of second round competitors
Early to Late Evening
Concert
Saturday, August 29 Early Morning
Kick-off Breakfast o Past & Present County Council & Staff and families
Early Morning to Noon
Frontenac & Sharbot Lake Farmers Markets (special location at the celebration site)
Mid Morning to Early Afternoon
Township Three Pitch Tournament o Past and present Councillors, staff and family of each Township (former Townships???) form a three pitch team and compete in elimination tournament
Early Afternoon
Soap Box Derby
Mid Afternoon
Sheep Dog Displays
Late Afternoon to Early Evening o
150 Years, 150 Dishes: Potluck – Bring a dish or $5 to eat (fundraiser?)
Framework for a Grand Celebration
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Evening
Talent Show o Second round of competition with announcement of finalists
Mid to Late Evening
Concert / Dance? (do we need an indoor venue?)
Fireworks display
Night
Sunday, August 30 Mid Morning
Community Pancake Breakfast (Fundraiser?)
Talent Show o Final Round and Announcement of Winner
Noon
Early Afternoon
Closing Ceremony Announcement of door prizes?
Weekend-Long Activities
Plowing demonstrations First Nations area / demonstrations 150 km of trails – Relay Race throughout weekend Kids Activities – Water zone, face painting, bouncy castle, petting zoo, mini putt, etc Heritage Displays – Central Frontenac Railway Heritage Society, Cloyne Pioneer Museum, Historical Societies Period Costumes “Photo Booth” Community Group Displays – Girl Guides, 4H, Scouts, Lions, Legion, Canoe Clubs, Quilters Associations, etc… Business Exhibition Area (all businesses donate a door prize?) Local Food Vendors – Beaver tails, Seed to Sausage, Limestone Organic Creamery, Dessert Lake Gardens, Hillside Coffee, Ella’s Bakery & Café, etc… Livestock Displays Sustainability Booth – County Staff “County Crew” – High school students available throughout the day to assist people On site camping – Safety concerns: police, fire, paramedics, Red Cross, etc
Framework for a Grand Celebration
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County of Frontenac 150th Anniversary Celebrations Logo Design Contest Rules In order to create a compelling and substantial visual identity for the County of Frontenac’s 150th Anniversary Celebrations in 2015, this contest seeks a logo representing the past, present and future of the County of Frontenac (“the County”), with thought given to the four pillars of sustainability – cultural, social, environmental and economic – as they impact the way of life in the County.
- Purpose: The purpose of the contest is to solicit designs for a logo or identifier for the County’s 150th Anniversary Celebrations.
- Eligibility: Participants may compete as individuals or as a team. The contest is open to anyone interested except members of the 150th Anniversary Planning Advisory Committee and the Logo Contest Judges. No more than three entries may be submitted by any one participant.
- Submissions: All submissions must follow the following parameters: a. The logo design should incorporate the County’s wordmark (available as a digital file to all participants) and must include the words “150th Anniversary”. b. The logo design will not include any material (photograph, icon, symbol etc) that is copyright protected by any person or organization except to meet the requirements of item 3(a) above. c. The logo design should be submitted as a scalable vector graphic in EPS format, and also as a JPG. Files may be submitted in pdf if the master vector file is also available. d. The image should be submitted in both colour and monochrome versions. Flexibility is a key requirement, including the need to look good in both grayscale and colour. The final version of the logo will need to be suitable for high quality printing. The logo design should be versatile enough to be used on printed material, online and on souvenirs or promotional items (i.e., clothing, hats, bags, etc.) e. The printed size of the graphic portion should be no more than 5” by 5”. The design should be clear and uncluttered when printed at the intended size. f. The logo design should be submitted in electronic format to the email address TalkToUs@frontenaccounty.ca. The email must include the name, age, postal address, phone number and email address of the entrant. The limit on attachment sizes for our email is 6.2Mb. If your submission exceeds this size, even after compression, please send the images individually and note clearly in your emails that you are doing so. g. A short text explanation of the intent and features of the design consisting of no more than 200 words must be submitted with the graphic designs. h. The County of Frontenac will attempt to acknowledge all entries within one week of receipt; however, it cannot be responsible for entries or responses lost in email.
Logo Contest Outline
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i.
There is no fee to enter the Contest.
- Prize: The winning logo design will be awarded a cash prize of CAD $1,000.00 and a certificate of appreciation. The County will make every reasonable effort to present the prize offered. If such prize is unavailable, an alternate prize of equivalent value will be substituted. If the winning design is a team submission, only one cash prize of CAD $1,000.00 will be awarded to the team leader. The County will not be responsible for distribution of prize money among team members.
- Intellectual Property Rights: The winning design submitted for this contest becomes the property of the County. By submitting the design, the participant warrants that the work is original and free of all copyright (with the exception of County identifiers) or other encumbrances that would prevent its use by the County for any of the intended purposes. The County offers no compensation for the use of the design other than the prize offered. The winning participant will be required to sign a release, releasing all rights of the design to the County.
- Judging: Submissions will be reviewed by the Logo Contest Judges who will consist of the 150th Anniversary Planning Advisory Committee members with comment from objective specialists in graphic design and other areas concerning preparation of corporate materials and advertising. Judging will be carried out according to the following criteria (weight?): Originality of the design Visual appeal reflecting themes of “past, present, future” and the four pillars of sustainability (cultural, social, environmental and economic) in the County In the event that similar entries are submitted by multiple participants, the County reserves the right to select the prize winner based on the criteria listed above plus any other design features reflecting the County’s unique characteristics. The decisions of the Logo Contest Judges are final. If required, tie-breaking will be at the discretion of the 150th Anniversary Planning Advisory Committee. The County is not obligated to use the winning design and retains the right to alter it and use it in an altered form. The 150th Anniversary Planning Advisory Committee reserves the right not to recommend a winner to County Council if, in its sole discretion, no suitable entries are received.
- Timing: The contest will be announced on August 1, 2012 via: (1) Media release to local media outlets (2) County’s monthly e-newsletter, Frontenac County Bytes (3) County’s social media presence (4) Detailed information on the County’s website Submissions must be made no later than 4:00 pm on Friday, November 2, 2012. Judging will be completed and the winners announced in a special presentation at the County Council meeting on November 21, 2012.
- Privacy and Personal Information: Submissions shall be confidential until the completion of judging and the announcement of the winner by County Council. Only the submissions of the winner will be
Logo Contest Outline
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disclosed and published. The designs and all personal information of all other submissions will be kept confidential, other than announcing the total number of submissions received. 9. Agreement to Official Rules: By participating in the contest, participants agree to abide by the rules and conditions as established above, which can be amended at any time by the County as it deems necessary.
Logo Contest Outline
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