Body: Planning Committee Type: Agenda Meeting: Regular Date: October 8, 2014 Collection: Council Agendas Municipality: Frontenac County
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Document Text
150TH ANNIVERSARY ADVISORY COMMITTEE AGENDA
Date and Time
Wednesday, October 8, 2014 at 10:00 a.m.
Place
County of Frontenac Administrative Boardroom 2069 Battersea Road, Glenburnie
Members: Gary Davison, County Councillor Janet Gutowski, County Councillor Pat Barr, Community Member Jim Vanden Hoek, Community Member
Phil Leonard, Community Member Barbara Sproule, Community Member Dave Woodman, Community Member Denis Doyle, Warden, Ex-Officio
Page
- Call to order
- Adoption of the agenda
- Disclosure of pecuniary interest and general nature thereof
- Adoption of minutes 3-7
•
Minutes of Meeting held August 27, 2014
- Deputations and/or presentations
- 150th Anniversary Advisory Committee (AAC) Work Plan 8-13
•
2014-148 150th Anniversary Planning Advisory Committee – 2014 Work Plan Update
- Communications
- Other business
- Next meeting date
Page 1 of 13
Page 9. Next meeting date
•
The next meeting of the 150th Anniversary Planning Advisory Committee is scheduled for Wednesday, December 10, 2014 at the County Administrative Building.
- Adjournment
Page 2 of 13
AgendaItem#4•
Minutes of the 150th Anniversary Planning Advisory Committee Meeting August 27, 2014
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, August 27, 2014 at 10:00 AM
In attendance: Deputy Warden Denis Doyle Councillor Gary Davison Councillor Janet Gutowski Barbara Sproule Phil Leonard Pat Barr David Woodman Regrets: Jim Vanden Hoek Staff: Alison Vandervelde, Communications Officer Anne Marie Young, Manager of Economic Development 1.
Call to order
The Chair called the meeting to order at 10:03 a.m. 2.
Adoption of the agenda
Moved By: Seconded By:
Mr. Leonard Councillor Gutowski
THAT the agenda for the August 27, 2014 150th Anniversary Planning Advisory Committee meeting be adopted. CARRIED 3.
Disclosure of pecuniary interest and general nature thereof
150th Anniversary PAC Meeting Minutes August 27, 2014 -12:00 AM
Minutes of Meeting held August 27, 2014
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AgendaItem#4•
The Chair requested the recording secretary to record that in accordance with the Municipal Conflict of Interest Act no disclosures of pecuniary interest were declared. 4.
Adoption of minutes Minutes of Meeting held June 11, 2014
Moved By: Seconded By:
Councillor Gutowski Ms. Barr
THAT the minutes of the 150th PAC meeting held June 11, 2014 be adopted as circulated. CARRIED 5.
Deputations and/or presentations Joan & Rudy Hollywood Propose to “brand” next year’s Canada Day 2k/5k/10k Run/Walk race as the “150th Anniversary Race”. Hoping to attract 150 participants. Asking the Committee for its permission to use the 150th logo and to be included in any 150th Calendar of Events produced by the committee. Details:
- A weekend in June, 2015
- Start at Oso Beach, head north and loop back
- Fundraiser BBQ
- Pre-registration would be ideal
- Entry fee: $10 per child, $20 per adult
- All proceeds from registration and BBQ would go to a local cause May need some financial support for the following:
- Would like to provide each participant with a t-shirt with 150th logo
- The washroom facilities at Oso Beach may not be adequate for 150 participants, so portable toilets may be required
- Would like to present medals for the 2015 edition
- Wide promotion of the event will be required to attract 150 participants Councillor Davison, Mr. Leonard and Councillor Gutowski all spoke favourably of the idea – it’s exactly the kind of community involvement the committee was hoping would occur.
150th Anniversary PAC Meeting Minutes August 27, 2014 -10:00 AM
Minutes of Meeting held August 27, 2014
Page 4 of 13
AgendaItem#4•
Moved By: Seconded By:
Councillor Gutowski Ms. Sproule
THAT the 150th PAC supports the usage of the 150th logo as required in the development, promotion and execution of a run/walk race as proposed and that Mr. and Mrs. Hollywood research and develop an outline of potential costs and report back to the committee at its next meeting. CARRIED 6.
150th Anniversary Advisory Committee (AAC) Work Plan 2014-128 150th Anniversary Planning Advisory Committee – 2014 Work Plan Update Ms. Young reviewed the funding awarded through the Building Communities Through Arts and Heritage Program and the revised proposed budget. Ms. Young advised the committee that this funding will be leveraged in the County’s application to the Celebrate Ontario fund. The committee was supportive of the revised budget, with the understanding that some items may fluctuate as bookings are made.
Moved By: Seconded By:
Ms. Barr Ms. Sproule
THAT the 150th PAC support staff’s initiative to apply to the Celebrate Ontario Funding Program as the application becomes available. Community members, Mr. Dan Bell and Ms. Pam Morey reviewed their proposal for an event timeline. The committee provided some feedback regarding the opening ceremonies (should be 5/6pm instead of 2/3pm; need to add in the plowing match and antique machinery displays). Staff will work to confirm the contracting of event coordination services by Mr. Bell and Ms. Morey, who will report back to the committee’s next meeting. The committee discussed the plowing match. Mr. Woodman advised that a two day match would be better than a single day and a Sat/Sun match would provide for higher visibility (rather than a Fri/Sat match). The committee discussed the possibility of inviting farm machinery vendors to display goods, and decided that although Mr. Woodman should research that possibility, they want to focus on the heritage equipment displays. The committee had a preliminary discussion on inviting dignitaries to plow. Mr. Woodman advised that this activity can sometimes draw a good crowd. A grandstand might be required for the plowing match. The committee directed Mr. Woodman to work with staff to develop a full plan for the plowing match for the committee’s next meeting. Councillor Davison is working with local landowners to confirm a site for the plowing match. A location is still tentative, but looks promising. Councillor Davison will continue to pursue it. 150th Anniversary PAC Meeting Minutes August 27, 2014 -10:00 AM
Minutes of Meeting held August 27, 2014
Page 5 of 13
AgendaItem#4•
Councillor Gutowski mentioned that, perhaps instead of a “celebrity plow”, a hay bale rolling competition (as at the Parham Fair) is fun and easy enough for everyone to participate in. Mr. Leonard expressed concerns that the Centennial Park site may be operating at full capacity with all of the activities being planned for the Showcase and he suggested that displaying antique equipment in a particularly rough area of the park would eliminate the need for ground repair work. The committee discussed the list of upcoming events for promotion of the 150th: Event Date Attending Kingston Fall Fair Sept 11-15 Not enough time to arrange Ompah Volunteer September 20th Ms. Sproule Firefighter ATV Run Wolfe Island Plowing September 13th Mr. Woodman, maybe Match Mr. Vanden Hoek Another needed? Battersea Pumpkin Fest October 4th Frontenac Plowing October 25th Match
The Committee discussed potential judges for the Quilt Design Contest. Councillor Gutowski suggested Shelley at Wilton Creek Fabrics, Donna Laroque, Sarah Hale, and someone to represent First Nations. Councillor Gutowski will work with staff to arrange a panel of judges for the contest. Ms. Young reviewed the Historical Societies Program and the Doors Open opportunity. Councillor Gutowksi spoke favourably of the Doors Open idea, which is an established name and has a high profile. The County would cover the registration fee and all the historical societies would benefit from that.
Moved By: Seconded By:
Councillor Gutowski Mr. Leonard
THAT the 150th PAC support staff’s initiative to apply to the Doors Open program to promote the historical societies tour as proposed, with the registration fee of approximately $1,700 being allocated from the 150th Anniversary budget.
Communications
150th V.I.P. Invitation Responses
150th Anniversary PAC Meeting Minutes August 27, 2014 -10:00 AM
Minutes of Meeting held August 27, 2014
Page 6 of 13
AgendaItem#4•
Other business Mr. Leonard provided an update on the work that is being done to improve the Centennial Park site. As previously supported by the committee, PH Construction will submit a bill for its work to the County.
Next meeting date The next meeting of the 150th Anniversary Planning Advisory Committee is scheduled for Wednesday, October 8, 2014 at 10:00 a.m. at the County Administrative Building.
10 .
Adjournment
Moved By: Seconded By:
Mr. Leonard Ms. Barr
THAT the meeting hereby adjourn at 11:30 a.m. CARRIED
150th Anniversary PAC Meeting Minutes August 27, 2014 -10:00 AM
Minutes of Meeting held August 27, 2014
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AgendaItem#6•
Report 2014-148 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:
October 2, 2014
Date of meeting:
October 8, 2014
Re:
150th Anniversary Planning Advisory Committee – 2014 Work Plan Update
This report is for information only. Background
The current year’s work plan was approved by Council. This meeting represents the fifth opportunity of the Committee to address the activities laid out for 2014. Comment Funding
- Celebrate Ontario Funding The applications are open for the Celebrate Ontario Funding. Staff is preparing an application to be submitted this month. A verbal overview of the application will be presented at the meeting. Event & Event Elements
- 2015 Anniversary Launch Event January 1st, 2015 actually marks the dissolving of the union with Lennox and Addington counties, and is the true 150th Anniversary of the County of Frontenac. It is staff’s suggestion that a small launch event be held to mark the new year, celebrate the true anniversary, and kick-off the year-long schedule of events. 150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update October 8, 2014
2014-148 150th Anniversary Planning
Page 1 of 4
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AgendaItem#6•
- Showcase Event Plan Pam Morey and Dan Bell have provided a draft detailed event plan (attached as Appendix A). The event plan will fluctuate as elements are confirmed and added.
- Bratwurst Belleville, Illinois just celebrated its 200th Anniversary in September 2014 and as part of the celebration, grilled a 200 foot long bratwurst. Click here to see the online photo album of the event, which drew huge crowds. Although the three day-long celebration is sure to attract lots of people, this is the kind of initiative that could really get people talking and excited, and help news of the celebration spread by word of mouth. There are at least three well known meat shops in Frontenac County. It is staff’s suggestion that those meat shops be approached about collaborating on a similar idea.
- 150th Plowing Match – Preliminary Plan Date: Saturday, August 29th, 2015 Time: 10am – 3pm (approximate) Location: Kerr property, east side of Road 38, directly across from Centennial Park The Frontenac County 150th Plowing Match will be organized and hosted by the Frontenac County Plowmen’s Association (FCPA). Since the FCPA is a member of the Ontario Plowmen’s Association (OPA), it will be sanctioned as an official match. The FCPA will be responsible for planning and executing all technical aspects of the match, including, but not limited to: attracting and registering plowers, attracting farm machinery and equipment dealers, planning a dignitary plow, staking out the land as required, arranging for official judging, presenting awards to winners, etc. The County of Frontenac will be responsible for the provision of: A contract with the property owners Site preparation (new fencing, driveway widening, cutting back the growth) Funding (amount TBD) Two portable toilets + a hand wash station on the site Lunch for the plowers A crossing guard (and perhaps shuttle service across Road 38 for safety) Commemorative pins and hats for all plowers and volunteers Advertisement of match, including a publication outlining the weekend’s events Time at the Centre Stage to recognize plowers and announce winners Repatriation of the field post-event Brenden Mackinnon and Marty Oomen will be liaisons for the plowing match and will attend future 150th Committee meetings if possible. The FCPA’s next regular meeting will be held on October 7th. The Association will discuss the 2015 match and provide an estimate of required funding support to the 150 th Committee. 150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update October 8, 2014
2014-148 150th Anniversary Planning
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AgendaItem#6•
- Quilt Design Contest Two designs have been received. At the time of writing, staff is working with Councillor Gutowksi to arrange for judging to take place before October 9th so that a winner can be announced at the October 15th County Council meeting. Marketing & Promotions
- Marketing Possibilities The following is an outline of possible marketing opportunities geared at increasing citizen awareness of the 150th Anniversary and the Showcase Event. This is a preliminary list of advertising activities to help the committee understand the scope of costs, timeframes and coverage. Marketing Budget Signage Signage at site Signage around County Print & Radio Postcards (3,000) Frontenac News Double Page Spread x 2 Kingston & Frontenac EMC Full page x 2 Country 93.5 Morning Feature Country 93.5 Live on Location Promotional Items Drawstring Sportspack Baseball caps Men’s t-shirts Women’s t-shirts No cost Insert in TWP tax Bills Social Media E-Newsletter Media Coverage
$20,000.00 $700.00 $5,200.00
To be installed Fall, 2014
$400.00 $3,000
On hand for distribution throughout 2015 Early & Mid August
$1,900
Early & Mid August
$3,300.00
June 28 – August 28, 2015
$2,585.00
August 25 – 29, 2015
1008 @ $1.75 = $1,800.00 288 @$4.25 = $1,400.00 288 @ $3.95 = $1,200.00 288 @ 3.95 = $1,200.00
Costs should be recouped through sale of merchandise at Showcase event
$0.00 $0.00 $0.00 $0.00
Ongoing throughout 2015
Postcards Awareness of the anniversary celebrations is starting to spread, but as the Anniversary draws closer, promotional efforts must increase. Staff suggest getting double-sided 4”x6” postcards produced. These will be easy for committee members to keep with them and hand out to people, large enough to contain compelling information, and sturdy enough for people to keep as a reminder until after the celebrations are over. Through Staples Print Centre, 1500 postcards can be produced for $200. Road Signs 150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update October 8, 2014
2014-148 150th Anniversary Planning
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AgendaItem#6•
It has been identified that a large sign should be erected along Rd 38 at Centennial Park to promote the 150th Anniversary Celebrations and identify the park and adjacent field as the location for the Showcase. The cost of producing such a sign has been estimated at $700. As the committee has expressed interest in installing signs along major roadways throughout the County, a map showing suggested locations will be presented at the meeting.
- Upcoming Community Events At the August meeting, Committee Members committed to attending the following September community events. Arrangements need to be made for upcoming events. Date SEPTEMBER September 6 September 13
Event
Status
North of 7 Community Day, Cloyne Wolfe Island Ploughing Match
September 20 OCTOBER October 25 NOVEMBER Date?? DECEMBER December 6
Ompah Firefighters Fall ATV Poker Run
Staff (Ms. Young) Mr. Woodman, Mr. Vanden Hoek Ms. Sproule
Frontenac County Plowing Match Sydenham Santa Claus Parade Sharbot Lake Santa Claus Parade
Financial Implications To date, $90,000 has been allocated in reserves 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 2014 Meetings Meeting Dates Wednesday, December 10 at 10am
150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update October 8, 2014
2014-148 150th Anniversary Planning
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AgendaItem#6•
Appendix A
Frontenac County 150th Showcase Program of Events Friday Aug 28th Activity
Time
Location
Description
Planning Responsibility
Opening Ceremonies
5:00-6:00
Centre Stage
dignatatries led by scottish group of pipers - band to play 20 County Staff + minutes, then speeches D&P
Canteen & BBQ
5:00-8:00
Food Area
S&A Club?
D&P
Beer Tent
5:00-11:00
Beer Tent
S&A Club?
D&P
Family Movie
6:30-8:00
Soccer Field…
… to get away from noise of midway?
D&P
Midway
6:00-11:00
Lower Baseball Field
Entertainment
7:30-9:00
Centre Stage
Head Liner Band
D&P
Fire works
9:00-9:30
Shooter at Lower field
Seen throughout park
D&P
D&P
Saturday Parade
10:00-11:00
Plowing Match
10:00-3:00
Kerr Property across 38
FCPA
Magic Show
11:00-12:00
Centre Stage
D&P
Bingo
11:00-4:00
Tennis Court
Golden Links?
D&P
Strong Man Competition
11:00-4:00
Southern Soccer Field
Confirmed
D&P
11:00-8:00
Upper Baseball Field
Inflatables, Clown, Petting Zoo, Reptiles Display, Canine Demo, face painting
D&P
Heritage & Community Displays 11:00-8:00
Northern Soccer Field
Vendors
11:00-8:00
Near bleachers / playground
Verona Lions Club?
D&P
Canteen & BBQ
11:30-8:00
Food Area
S&A Club?
D&P
Food truck
11:30-8:00
behind stage/near vendors
Family Acitivies
2014-148 150th Anniversary Planning
D&P
County Staff
D&P
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AgendaItem#6•
Midway
11:00-11:00
Lower Baseball Field
D&P
Entertainment
12:15-1:15
Centre Stage
Band
D&P
Entertainment
1:30-2:30
Centre Stage
Band
D&P
Beer Tent
2:00-11:00
Beer Tent
S&A Club?
D&P
Entertainment
2:45-3:45
Centre Stage
Band
D&P
Plowing Match Winners Pres
4:00-4:30
Centre Stage
Entertainment
5:15-6:15
Centre Stage
Band
D&P
Entertainment
6:30-8:00
Centre Stage
Band
D&P D&P
FCPA
Family Movie
8:00-9:30
Soccer Field…
… to get away from noise of midway?
Heritage Ball
9:00-1:00
Golden Links Hall
Golden Links?
D&P
10:30-12:30
Beer Tent
S&A Club??
P&D
Sunday Brunch
Heritage & Community Displays 10:30-2:30
Northern Soccer Field
Bingo
12:00-2:00
Tennis Court
Entertainment Entertainment Entertainment
10:30-11:30 11:45-12:45 1:00-2:30
Centre Stage Centre Stage Centre Stage
Closing Ceremonies 2:30-3:00
2014-148 150th Anniversary Planning
County Staff Golden Links?
P&D
Headliner!
P&D P&D P&D County Staff + P&D
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