Body: Planning Committee Type: Agenda Meeting: Regular Date: April 8, 2015 Collection: Council Agendas Municipality: Frontenac County
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150TH ANNIVERSARY ADVISORY COMMITTEE April 8, 2015 at 10:00 a.m. Bud Clayton Memorial Room, 2069 Battersea Road, Glenburnie
AGENDA Page 1.
Call to order
Adoption of the agenda a) THAT the agenda for the April 8, 2015 150th Anniversary Planning Advisory Committee be adopted as circulated.
Disclosure of pecuniary interest and general nature thereof
Adoption of minutes a) Minutes of Meeting held February 11, 2015
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THAT the minutes of the 150th Anniversary Planning Advisory Committee meeting held February 11, 2015 be adopted as circulated.
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Deputations and/or presentations Mr. Orland French will appear before the Committee to present his a) proposal to publish a new book on Frontenac County’s history and request the County’s assistance.
150th Anniversary Advisory Committee (AAC) Work Plan a) 2015-046 150th Anniversary Planning Advisory Committee County Support for Proposed Book on the History of Frontenac County WHEREAS the historical book project as presented by Mr. Orland French requires a prohibitively high initial investment and, given the
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Page extremely labour intensive nature of selling the books, the potential for the County of Frontenac to recover its cost is low, and the project holds relatively low value as a marketing tool for the region, THEREFORE BE IT RESOVED THAT the County of Frontenac not provide financial support for the historical book project as presented by Mr. Orland French. 9 - 13
b)
2015-037 150th Anniversary Planning Advisory Committee 2015 Work Plan Update
Communications
Other business
Next meeting date The next regular meeting of the 150th Anniversary Planning Advisory a) Committee is scheduled for June 10, 2015 at the County Administrative Building.
Adjournment
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AGENDA ITEM #a)
Minutes of the 150th Anniversary Planning Advisory Committee Meeting February 11, 2015 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, February 11, 2015 at 10:00 AM Tasha Lloyd David Woodman Staff Present: Dan Bell Pam Morey
Present: Jim Vanden Hoek Natalie Nossal Barb Sproule Pat Barr 1.
Alison Vandervelde Kelly Pender Regrets: Gary Davison Phil Leonard
Call to order
The Recording Secretary called the meeting to order at 10:07 a.m. 2.
Election of Chair
Moved By: Seconded By:
Mr. VandenHoek Ms. Sproule
THAT Gary Davison be elected Chair of the 150th Anniversary Planning Advisory Committee for 2015. CARRIED Moved By: Seconded By:
Mr. VandenHoek Ms. Barr
THAT Nominations for Chair be closed. CARRIED Election of Vice-Chair Moved By: Seconded By:
Ms. Barr Ms. Nossal
THAT Jim Vanden Hoek be elected Vice-Chair of the 150th Anniversary Planning Advisory Committee for 2015. CARRIED 150th Anniversary PAC Meeting Minutes February 11, 2015 -10:00 AM
Minutes of Meeting held February 11, 2015
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AGENDA ITEM #a)
Moved By: Seconded By:
Mr. Woodman Ms. Sproule
THAT Nominations for Vice-Chair be closed. CARRIED 3.
Adoption of the agenda
Moved By: Seconded By:
Mr. Woodman Ms. Nossal
THAT the agenda for the February 11, 2014 150th Anniversary Planning Advisory Committee be adopted as circulated. CARRIED 4.
Disclosure of pecuniary interest and general nature thereof
The Chair instructed the recording secretary to record that, in accordance with the Municipal Conflict of Interest Act, no disclosures of pecuniary interest were declared. 5.
Adoption of minutes
Moved By: Seconded By:
Ms. Sproule Ms. Barr
THAT the minutes of the 150th Anniversary Planning Advisory Committee meeting held December 10, 2014 be approved as circulated. CARRIED 6.
Deputations and/or presentations There were none.
150th Anniversary Advisory Committee (AAC) Work Plan Committee Orientation
- County of Frontenac Procedural By-law (Meeting Management)
- Code of Conduct for Members of County Council and Committees Presented by Kelly Pender, CAO
150th Anniversary PAC Meeting Minutes February 11, 2015 -10:00 AM
Minutes of Meeting held February 11, 2015
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AGENDA ITEM #a)
2015-022 150th Anniversary Planning Advisory Committee – 2015 Work Plan Update The Committee discussed the rotation of County Council meetings throughout the Townships as a great way for the public to engage with the County and for promoting the 150th Anniversary. The Vice-Chair asked Alison to connect with the Frontenac News about running some editorial coverage promoting the rotation of Council meetings, and the committee supported purchasing an ad and asking Townships to post information to their websites as well. Committee discussed its role through 2015 as community champions for the anniversary. The committee discussed the June 13th Doors Open event and members suggested a number of societies and other groups that should be contacted for potential participation (i.e.: Bedford Heritage Society; Plevna Historical Group; Kennebec Group; church near Bob’s Lake and in Ompah; local farms – Cattlemen’s Association, 4H Clubs, Milk Committee; Trappers Association; school houses; Ducks Unlimited; Maple Syrup producers, etc). Ms. Barr, Ms. Sproule and Ms. Lloyd will send Alison further information by email. The committee discussed the Canadian Plowing Championship’s request to County Council for sponsorship. Moved By: Seconded By:
Ms. Lloyd Ms. Barr
WHEREAS the Wolfe Island Plowmen’s Association’s bid to host the 2015 Canadian Plowing Championships was accepted by the parent organization, C.P.O., AND WHEREAS and the event is expected to bring to Wolfe Island for a week approximately 30 competitors and their partners from across Canada, which is anticipated to positively impact the economy of Frontenac Islands Township and potentially drive increased attendance to the 150th Anniversary August Showcase, AND WHEREAS the hosting budget is projected to be in the range of $20,000; AND WHEREAS the Canadian Plowing Championships organizing committee sent correspondence to the County of Frontenac dated February 4, 2015 asking for its consideration of a $3,000 donation towards the event: THEREFORE BE IT RESOLVED THAT the Council of the County of Frontenac supports the 2015 Canadian Plowing Championships with a donation of $3,000.
150th Anniversary PAC Meeting Minutes February 11, 2015 -10:00 AM
Minutes of Meeting held February 11, 2015
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AGENDA ITEM #a)
AND FURTHER THAT this be expensed from the Strategic Project Reserve. CARRIED Mr. Bell and Ms. Morey provided an updated event outline to the committee and a discussion around the Heritage Ball ensued. Though the details are not set yet, the committee asked Ms. Vandervelde to email the basic information to them so they can begin promoting it in their communities and as they hand out the 150 th postcards. Ms. Vandervelde will work with Mr. Bell and Ms. Morey to finalize details and prepare event tickets for the committee’s next meeting. The committee also requested that Ms. Vandervelde email them the Vendor Application form so they can pass it along. The committee discussed inviting Rick Mercer and the Mercer Report to the Showcase and that perhaps asking local celebrities to participate in a Celebrity Plow could help attract the show. 8.
Communications
Other business
Next meeting date The next meeting of the 150th Anniversary Planning Advisory Committee is scheduled for Wednesday, April 8, 2015 at 10:00 a.m. at the County Administrative Building.
Adjournment
Moved By: Seconded By:
Mr. Woodman Mr. Barr
THAT the meeting hereby adjourn at 11:15 a.m. CARRIED
150th Anniversary PAC Meeting Minutes February 11, 2015 -10:00 AM
Minutes of Meeting held February 11, 2015
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AGENDA ITEM #a)
Report 2015-037 COMMITTEE REPORT To:
Chair and Members of the 150th Anniversary Planning Advisory Committee
From:
Anne Marie Young Manager of Economic Development
Prepared By:
Alison Vandervelde Communications Officer
Date prepared:
April 1, 2015
Date of meeting:
April 8, 2015
Re:
150th Anniversary Planning Advisory Committee – County Support for Proposed Book on the History of Frontenac County
Recommendation WHEREAS the historical book project as presented by Mr. Orland French requires a prohibitively high initial investment and, given the extremely labour intensive nature of selling the books, the potential for the County of Frontenac to recover its cost is low, and the project holds relatively low value as a marketing tool for the region, THEREFORE BE IT RESOVED THAT the County of Frontenac not provide financial support for the historical book project as presented by Mr. Orland French. Background At the February County Council meeting, Mr. Orland French appeared before County Council and presented a proposal to publish a new history book on Frontenac County’s history and requested the County’s assistance. As part of the presentation, Mr. French provided a YouTube video on the geographical area of Frontenac County, which may be viewed at http://youtu.be/XQbE2L3LuSQ. As part of his presentation, Mr. French confirmed that the book would include events in celebration of the 150th Anniversary and is looking for Council support of $80,000 which would print between 2500 and 3000 books. He suggested this cost could be split five ways between the County and the four 150th Anniversary Planning Advisory Committee – County Support for Proposed Book on the History of Frontenac County April 8, 2015
2015-046 150th Anniversary Planning Advisory Committee Count…
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AGENDA ITEM #a)
Townships and that this cost would be recuperated in the sale of the books which run around $45. County Council passed the following resolution: Motion #: 47-15
Moved By: Seconded By:
Councillor Inglis Deputy Warden Smith
RESOLVED THAT the request by Frontenac AXIS for financial support for the publishing of a Frontenac County book be referred to the 150th Anniversary Planning Advisory Committee and staff for recommendations to Council, including a draft business plan, at its April meeting. Comment Mr. Orland’s presentation and his other published works are compelling. The aerial imagery of the County that has already been captured truly showcases the beauty of our vast geography. Mr. Orland advised that the formula used in other counties was to divide up the purchase amount among the member municipalities of the county and enlist local groups to help with the sales. The local groups could then use book sales as a revenue source for their group. While the project would present some value as a marketing tool for the region, other less costly strategies (i.e., technology-based), may provide greater value for the investment. In order to evaluate the revenue potential for this project, staff have prepared a financial model that will be reviewed with the Committee. The model assumes that 3,000 books are purchased at a cost of $25.00 each and that all four member municipalities, plus the County equally share in the initial purchase cost, and that 10 local groups agree to sell 250 books at $45.00 each, plus an additional 500 sold through an eCommerce site. (These variables can be changed as the committee sees fit to see the profit/loss margin created) A project of this nature is extremely labour intensive. Recruiting community groups, distributing inventory and tracking sales will require a dedicated volunteer(s) as well as strong committee and Council support. Should the committee wish to proceed, the support of community groups and member municipalities is essential. As well, the municipalities will have to be comfortable with the plan and the very real potential for this project to have a cost to taxpayers. Given the high initial investment and potential for loss if all 3,000 books are not sold – which staff see as a high probability due to the lack of human resources available to invest in the effort – staff recommend County Council does not proceeds with financial support for this project.
150th Anniversary Planning Advisory Committee – County Support for Proposed Book on the History of Frontenac County April 8, 2015
2015-046 150th Anniversary Planning Advisory Committee Count…
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AGENDA ITEM #b)
Report 2015-037 COMMITTEE REPORT To:
Chair and Members of the 150th Anniversary Planning Advisory Committee
From:
Anne Marie Young Manager of Economic Development
Prepared By:
Alison Vandervelde Communications Officer
Date prepared:
March 31, 2015
Date of meeting:
April 8, 2015
Re:
150th Anniversary Planning Advisory Committee – 2015 Work Plan Update
Background
The County of Frontenac’s 150th Anniversary Year has arrived! Tasked with providing suitable community-wide celebrations for the anniversary, the 150th Anniversary Planning Advisory Committee will continue to meet bi-monthly through 2015 to finalize preparations. Comment
- County Council Meetings: April-July County Council will rotate the location of four of its meetings to the Townships in 2015:
April 15: Clar-Mill Hall, 6598 Buckshot Lake Road, Plevna (Pending availability) May 20: Soldiers Memorial Hall, 1107 Garrett St, Sharbot Lake June 17: Wolfe Island Council Chambers, 1191 Road 96 July 15: South Frontenac Council Chambers, 4432 George St, Sydenham
- Joint Accessibility Advisory Committee Meeting On Monday, March 16th, Ms. Vandervelde presented the outline of the August Showcase to the Frontenac Joint Accessibility Advisory Committee. The committee provided feedback, which is summarized here:
Vendors will be located in the treed areas between the upper baseball diamond and the playground equipment and west toward the back of the park. There are
150th Anniversary Planning Advisory Committee Report – 2015 Work Plan Update April 8, 2015
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AGENDA ITEM #b)
some informal pathways through that area that make the ground more easily passable, and as much as possible, vendors should be set-up in the vicinity of those pre-existing paths. Additional picnic tables should be brought to the site for the event, some of which should be accessible. There’s a natural pathway that runs the length between the parking lot and the upper baseball diamond. During past events, this has become crowded with displays. If possible it should be kept open for travel. Ensure vendors have accessible customer service standards in place, or at the very least are willing to accommodate those with disabilities (i.e., bring food around the side of the truck, instead of handing it through a window). Condiment tables should be proper height and open underneath to accommodate those using mobility aids. One committee member stated that providing communications support (i.e., sign language interpreters) at the opening and closing ceremonies would be important. All maps and printed information should include reference to accessible entrances, washrooms, command centres, first aid stations, etc. It would be really great to have staff on site to assist people with disabilities throughout the weekend (i.e., PSWs). As this is a mass gathering, an evacuation plan must be developed, and it will need to accommodate people with disabilities. The committee passed the following motion and has sent a letter to the South Frontenac Township CAO/Clerk.
Moved By: Seconded By:
Warden Doyle Councillor Dewey
RESOLVED THAT Frontenac Accessibility Advisory Committee has recognized that the ditch that runs between the parking lot and the baseball diamonds in Centennial Park, Harrowsmith, poses issues for those using mobility aids and recommends to the Township of South Frontenac that some form of bridge/ramp/culvert with guard rails be added to provide those using mobility aids access to this field from the parking lot; AND FURTHER THAT a section of the curb along the parking lot be cut to permit mobility aid access to the field; AND FURTHER THAT this work be completed by the Township prior to the summer outdoor events season to benefit events such as the Canada Day Celebrations in July and the County of Frontenac’s 150th Anniversary Showcase, August 28, 29, 30, 2015. CARRIED 3. Heritage Ball As per direction given at the last committee meeting, Ms. Vandervelde worked with Ms. Morey and Mr. Bell to finalize the plan for the Heritage Ball and develop tickets. Ms. Vandervelde sent the following email to committee members on Tuesday, March 31 st: Good morning Committee Members, 150th Anniversary Planning Advisory Committee Report – 2015 Work Plan Update April 8, 2015
2015-037 150th Anniversary Planning Advisory Committee 20…
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AGENDA ITEM #b)
I have a quick question for you. In the interest of openness and transparency, I will have to include any replies to this email in the next committee report. Please do not “reply all” to this email. I’m designing the tickets for the Heritage Ball right now and have included the statement “Dress in costume (1850’s to 1950’s) & get your photo taken with Sir John A. Macdonald”. My quick question is this: is the committee okay with the range of 1850’s to 1950’s? Or, are you thinking you want to see period costumes only? Anne Marie and I are thinking that the range of decades will give people more options and increase the number of folks we get to dress up. Please provide feedback by Thursday; I’d like to have the tickets printed and ready for you to take away from the meeting next week (Wednesday, April 8th; 10am). Thanks, Alison To which, the following replies were received: I think the range is good and will engage every time frame of Frontenac County, the more people the better. Maybe we could have an award for the different eras. — Gary Davison I agree that the less prescriptive the better the chance of getting people to dress up — whatever the time period it may be! Although getting your photo taken with Sir John A when you are wearing a flapper costume a la 1920’s may seem a bit odd, it doesn’t really matter as long as people are having fun. I don’t know if you may even want to extend the timeframe to include people that simply don’t want to dress up by saying “Dress in costume from the 1850”s to the present time!” — Natalie Nossal Hi Alison; I think that if it’s for the 150th anniversary than shouldn’t the dress period be from the 1850’s to the present? — Dave Woodman I am fine with the range 1850 to 1950. It probably would inspire more people to dress up as you say. Thus more fun. If done only as 1850 or there about, some folks might feel they could not go if not in such a costume/attire. — Pat Barr
I don’t have a problem with the dates mentioned, but I wonder if people should know that dress is optional. Some people may not want to dress in costume. — Barbara Sproule
- Marketing and Promotional Efforts Land O’ Lakes Tourist Association successfully leveraged the County’s $16,000 marketing budget through an application to the Frontenac CFDC, for a final working budget of $32,000. As per the partnership agreement, all marketing efforts will include the promotion of local businesses in addition/relation to the 150th Showcase. Following is a draft breakdown of the allocation for the marketing budget. A more fulsome draft marketing plan will be distributed under separate cover at the meeting. 150th Anniversary Planning Advisory Committee Report – 2015 Work Plan Update April 8, 2015
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AGENDA ITEM #b)
Medium Radio Newsprint ads (Doors Open) Map Brochure (Doors Open) Print ads (150th) Posters Save the Date postcards Newsprint double page “program spread” Outdoor boxes for brochures (K&P) Contingency For Opportunities Total
Cost $12,000 $2,000 $2,000 $4,000 $800 $400 Free $400 $3,000 $7,400 $32,000
- Doors Open Marketing materials for the June 13th Doors Open event will be distributed to committee members when they become available. The following is an incomplete list of the locations that will be opening their doors as part of the event: Organization Harrowsmith Women’s Institute Portland & District Heritage Society Central Frontenac Railway Heritage Society Cloyne & District Historical Society Wolfe Island Historical Society Bedford Heritage Society Clarendon & Millar Community Archives Bellrock School House Bradshaw School House Sydenham Grace Centre Verona Lions Club Kennebec & District Historical Society K&P Trail
June 13th Location St. Paul’s United Church, Harrowsmith South Frontenac Council Chambers Caboose, Sharbot Lake Cloyne Museum Old House Museum Glendower Community Hall Plevna KFPL branch Bellrock School House Bradshaw School House Sydenham Grace Centre Verona Lions Hall Kennebec Community Hall (Arden Public School) Harrowsmith HWY 38 Junction
- Upcoming Community Events Following is a list of community events that will occur in 2015, ahead of the August Showcase. These events will provide an important opportunity for direct distribution of postcards and personal invitation. Event ATV Ride for Dad Sharbot Lake Farmers Market Frontenac Farmers Market Canada Day 150th Canada Day Run Verona Lions Jamboree WI Horse Show
Township NF CF SF All CF SF FI
Date Saturday, April 25 Flex Flex Wednesday, July 1 July Thurs, July 9 – Sat, July 11 July
150th Anniversary Planning Advisory Committee Report – 2015 Work Plan Update April 8, 2015
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AGENDA ITEM #b)
Parham Fair WI Music Fest WI Family Baseball Tournament WI Plowing Match & Canadian Plowing Championships
CF FI FI FI
Fri, Aug 21 – Sat, Aug 22 Sat, Aug 8 – Sun, Aug 9 Aug Sun, Aug 23 – Sun, Aug 30
- Financial Implications $120,000 has been allocated to support community-wide celebrations of the County’s 150th Anniversary. A total of $33,900 has been awarded to the County through the Department of Canadian Heritage’s Community Anniversaries Building Communities Through Arts and Heritage Fund for the 150th Anniversary Showcase. Revenues from admission tickets for the grand ball and merchandise sales are expected to offset a portion of the cost of the Showcase.
Schedule of Remaining 2015 Meetings Wednesday, June 10 at 10am Wednesday, August 12 at 10am Wednesday, September 9 at 10am
150th Anniversary Planning Advisory Committee Report – 2015 Work Plan Update April 8, 2015
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