Body: Council Type: Agenda Meeting: Regular Date: October 31, 2012 Collection: Council Agendas Municipality: Frontenac County
[View Document (PDF)](/docs/frontenac-county/Published Agendas/Advisory Committees of Council/150th Advisory Committee/2012/150th Anniversary of County Advisory Committee - 31 Oct 2012.pdf)
Document Text
150TH ANNIVERSARY ADVISORY COMMITTEE AGENDA
Date and Time
October 31, 2012 at 10:00 a..m.
Place
County of Frontenac Administrative Boardroom 2069 Battersea Road, Glenburnie
Members: Marcel Giroux, Chair Warden Janet Gutowski Councillor Gary Davison
Phil Leonard Barbara Sproule Jim Vanden Hoek
Page 1.
Call to order
Adoption of the agenda
Disclosure of pecuniary interest and general nature thereof
Closed meeting
Adoption of minutes
2-6
7-9
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12-09-05 150th Anniversary Planning Advisory Committee Minutes
Business arising from the minutes
Deputations and/or presentations
Communications
Reports/ Topics for Discussion •
2012 Work Plan Update
•
2013 Proposed Work Plan
•
2013 Proposed Budget
- Other business
- Next meeting date •
December 12, 2012 10:00 a.m.
- Adjournment
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Minutes of the 150th Anniversary Planning Advisory Committee Meeting September 5, 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 Wednesday, September 5, 2012 at 1:00 p.m. In attendance: Marcel Giroux, Chair Warden Janet Gutowski Councillor Gary Davison Phil Leonard Regrets: Jim Vanden Hoek Guest: Barbara Sproule Staff: Elizabeth Savill, CAO/Clerk Alison Vandervelde, Communications Officer Angelique Tamblyn, Executive Assistant (Recording Secretary) 1.
Call to order The meeting was called to order at 1:15 p.m.
Adoption of the agenda The agenda was received.
Disclosure of pecuniary interest and general nature thereof The Chair requested that it be noted that no member of the Committee declared a pecuniary interest. 4.
Closed meeting - Nil
Adoption of minutes Committee Recommendation THAT the minutes of the meeting of June 27, 2012 be adopted as amended to correct the grammatical error identified. CARRIED
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Business arising from the minutes Recommendation to fill vacant Committee Member position Committee Recommendation THAT Council of the County of Frontenac appoint Ms. Barbara Sproule to replace Mr. Stan Johnston as a community member of the 150th Anniversary Planning Advisory Committee. CARRIED
Deputations and/or presentations - Nil
Communications - Nil
Reports/Topics for Discussion 2012 Work Plan Update 1.
Determine the logistics of the event Consider community engagement (survey for preference)
- Ms. Vandervelde confirmed the County has a mail out list of over 600 interested community members that will be used for the survey
- Ms. Vandervelde will prepare a media release to be prepared to continue raising awareness as follow up to the excellent coverage received after the announcement; draft to be shared with committee members; MR will be circulated to all media and shared those the mail out list
- Ms. Vandervelde will draft a story for the consideration of our media partners that will introduce the survey (link to the survey will be included) and will also provide an opportunity to call of people interested in joining a working group Describe a main event and/or several smaller events
- Committee members agreed that a main event should be pursued as described in the Framework for Central Celebration document
- Committee members agreed that the logo winner needs to receive the prize before the event (it will be an opportunity to provide further recognition)
- A geo-caching event will be explored Investigate location(s)
- Committee members agreed, after considerable discussion, that the central celebration should be located along the Road 38 corridor; confirmation of an identified location is required in the short-term; discussions with one landowner will continue Establish date(s)
- Committee members agreed the central events dates should be August 28, 29, 30, 2015; with Council’s support, the Warden will share this information with the Kingston Fair Board and other members will share the dates with others who may hold events around the same time to avoid overlaps as much as possible
Event Coordinating
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Develop a draft schedule of events
- Committee members committed to fill in more community events; Ms. Vandervelde will send a reminder to all members
- Key events will be identified to ensure the celebration is shared across the County in 2015
- Committee members agreed there may be value in meeting with another municipality with celebratory experience like that which was shared previoiusly by Renfrew County Consider speakers, invitees, entertainment
- Additional celebrities were added to the list; committee members will advise Ms. Vandervelde of any others who should be included (this will be an ongoing effort); additions could be caught in a quarterly correspondence effort
- Committee members agreed that a letter from the Warden be sent personally to each indentified on the list to raise awareness
- Committee members agreed the establishment of up to 5 working groups should begin Committee members agreed that the “road show” booth must be prepared as soon as the logo has been approved and recommends $3,000 be requested from County Council to cover banners, brochures, etc. The Committee members discussed the need to ensure County Council is aware of the anticipated need for dedicated staff/contracted support throughout 2014 and
Research Scrutinize books/articles and List and enlist historians
- Chair is working with Kingston/Frontenac library staff to update the 2007 original list; they have also agreed to gather titles of works done by writers related to the County of Frontenac
- Chair spoke with Brian Osborne about the importance of the relationship between the County and City, with the Sir John A. Macdonald celebrations also being held in 2015; rural City councillors should be approached as should the Mayor and CAO
- Committee members agreed the letter and attachments drafted by Ms. Vandervelde to be sent to our local Historical Societies will be signed by the Warden Ask community for stories and items
- Ms. Vandervelde will contact the schools to introduce the idea that students might be encouraged to talk to and record the stories of their families and friends
- The Warden recalled a documentary prepared focusing on highway 7 (Highway of Broken Dreams with past Warden Howard Gibbs) Examine contributions in education, arts and music
- The Warden received a suggestion from Craig Bakay that a rock concert be included in the planning (a large event at the same location as the Guitar Festival and/or a series of concerts throughout the County that could also be recorded and turned into a fundraiser); the Warden will continue exploring this with Mr. Bakay
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The Chair suggested a special song could be written and he is familiar with a local music promoter; he will pursue and report back Other activities to consider: Wolfe Island Music Festival; Crime Writers Festival; Blue Skies; The Tragically Hip
Marketing and Promotion Create a draft communications plan
- Committee members agreed that a poster should be created at this time Assist in creating branding (logo) packages
- Logo contest closes at the beginning of November and the winning submission will go forward to County Council on November 19th
- Ms. Vandervelde will contact personally the schools and request that a poster advertising the contest be posted
- Committee members agreed the judging details must still be confirmed; preference for external judges was expressed with representatives from Queen’s, St. Lawrence College, High School art program, historian/geographer, graphic designer, First Nations rep, etc; staff were asked to prepare a preliminary set of rules and include at least 3 judges Suggest merchandising materials/souvenirs
- Promotional items could include pins, golf shirts, hats, pens, t-shirts
- Ms. Savill will contact a local winery to explore opportunities to create a special wine to celebrate the 150th Anniversary
- It was also suggested to contacting a local brewery was also suggested
Finance Explore sponsorship prospects
- The Warden reported that she has been in contact with Anne Goodfellow who suggested she speak with Jane Douglas, Communications Officer regarding a scholarship/bursary Investigate grant opportunities
- Ms. Young was unable to attend but will report at the next meeting.
Committee Recommendation THAT the 150th Anniversary Planning Advisory Committee receive this 2012 Work Plan Update report; AND FURTHER THAT Council of the County of Frontenac support the initiatives agreed to by the members of the Committee in this report including the recommendation to authorize a budget of up to $3,000 for the development in-house of a “road show” booth for promotional purposes. CARRIED 10.
Other business Format of the Update Report
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The Chair and committee members confirmed that the format of the Work Plan Update report provided a good basis for discussion and making progress. Approval of the Minutes The need for timely confirmation of the committee’s recommendations and activities was discussed. The committee members agreed that the draft minutes of this meeting should be circulated to them to allow each to comment and to reach consensus to allow the minutes to be approved in advance of the September Council meeting. The intent is then to have the minutes of this meeting go forward to County Council as part of its meeting agenda for September 19, 2012 allowing certain actions to be taken before the next meeting of the committee. 11.
Next meeting date October 31, 2012 at 10:00 a.m.
Adjournment Committee Recommendation THAT the meeting be adjourned at 2:48 p.m. CARRIED
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150TH ANNIVERSARY PLANNING ADVISORY COMMITTEE REPORT To:
Chair and Members
From:
Elizabeth Savill CAO
Date prepared:
October 26, 2012
Date of meeting:
October 31, 2012
Re:
150th Anniversary Planning Advisory Committee 2012 Work Plan Update
Background The current year’s work plan was approved by Council. This meeting’s review represents the final opportunity of the Committee to address the activities laid out for 2012. Comment Work Plan activities achieved to date: 1.
Determine the logistics of the event: Consider community engagement (survey for preference) At the August meeting, the Committee agreed that a medial release would be drafted and a story prepared to introduce the survey. The story will encourage people to complete the survey and to become involved with the preparations for the celebration. The media release was issued. The survey should be circulated early in 2013. Describe a main event and/or several smaller events A central event will be planned as agreed to at the last meeting. Investigate location(s) The Committee needs to make a recommendation to County Council identifying a preferred central event location. Although locations have been discussed, negotiations should commence in 2013 to ensure all details are addressed well ahead of time. Establish date(s) The central event has been scheduled for August 28-30, 2015. document will guide the planning.
The Framework
Event Coordinating Develop a draft schedule of events th
150 Anniversary Planning Advisory Committee Report – 2012 Work Plan Update October 31, 2012
2012 Work Plan Update
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Work to identify regular community events is ongoing to ensure opportunities are found where the anniversary plans can be shared and also ensure specific events are incorporated into the 2015 celebrations. These specific events must be confirmed. Those raised to date include the Wolfe Island Music Festival and Crime Writers Festival; Blue Skies; etc. Is there interest in meeting with another municipality with celebratory experience like that which was shared previoiusly by Renfrew County? Consider speakers, invitees, entertainment The list continues to be reviewed and updated. Additions are welcome and should be directed to Ms. Vandervelde. Letters will be prepared and sent out before the end of the year for the first, quarterly mailing. Other The road show booth was authorized by County Council at its October 17th meeting. The funds will be taken from reserve. Ms. Vandervelde will lead the development of the booth. The need for support staff for the committee will be addressed during 2013 budget discussions. 3.
Research Scrutinize books/articles; List and enlist historians Kingston Frontenac Library staff has updated the 2007 original list of books in its inventory; titles of works done by writers related to the County of Frontenac will also be collected. The relationship between the County’s anniversary and Sir John A. Macdonald’s 200th birthday celebrations is being explored after the chair spoke to Brian Osborne. Ms. Savill has approached the Commission organizing the Sir John A. celebrations and further contacts will be made, including those with city representatives. The letter authorized to be sent of the local Historical Societies will be sent out shortly. Ask community for stories and items Local school contacts will continue to be maintained to further the idea that students might talk to and record the stories of their families and friends. The Chair has brought forward the library board’s e-page where community members are sharing stories as an example of how the committee might also try to gain public input (see http://kfplstoryme.wordpress.com/) More effort is required to locate those behind the documentary prepared focusing on highway 7 (Highway of Broken Dreams with past Warden Howard Gibbs). Examine contributions in education, arts and music The Warden continues to explore with Craig Bakay that a rock concert be included in the planning (a large event at the same location as the Guitar Festival and/or a series of concerts throughout the County that could also be recorded and turned into a fundraiser). The Chair is pursuing the opportunity to have a special song written.
Marketing and Promotion th
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Create a draft communications plan A plan will be completed in 2013. The poster agreed to at the last meeting will created once the logo has been determined. Assist in creating branding (logo) packages The logo contest has been advertised in the schools. assembled and will be shared at the meeting.
A judging panel has been
Suggest merchandise materials/souvenirs Merchandise continues to be on the list of items to address. An area winery has agreed to work with the committee to develop a Frontenac 150th wine. A brewery has not yet been approached. 5.
Finance Explore sponsorship prospects The scholarship/bursary opportunity needs follow up with the Communications Officer at the Limestone board. Investigate grant opportunities Ms. Young will review opportunities with the committee.
Committee Recommendation THAT the 150th Anniversary Planning Advisory Committee accept this 2012 Work Plan Update report for information.
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