Body: Planning Committee Type: Agenda Meeting: Regular Date: September 9, 2015 Collection: Council Agendas Municipality: Frontenac County
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150TH ANNIVERSARY ADVISORY COMMITTEE Wednesday, September 9, 2015 – 11:00 a.m. The Frontenac Room County of Frontenac Administrative Building 2069 Battersea Road, Glenburnie
AGENDA Page 1.
Call to order
Adoption of the Agenda a) That the agenda for the September 9, 2015 meeting of the 150th Anniversary Planning Advisory Committee be approved.
Disclosure of Pecuniary Interest and General Nature Thereof
Adoption of Minutes a) Minutes of Meeting held August 11, 2015
3-5
That the minutes of the 150th Anniversary Planning Advisory Committee meeting held August 11, 2015 be adopted.
6-7
Deputations and/or presentations
150th Anniversary Advisory Committee (AAC) Work Plan a) 2015-087 150th Anniversary Planning Advisory Committee Wrap Up Meeting Be it Resolved That the 150th Anniversary Planning Advisory Committee, having completed its mandate, be hereby disband; And Further That By-law 2013-0020 be amended accordingly.
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b)
150th Anniversary Celebration Financials
Page 1 of 8
Page 7.
Communications From Angelique Tamblyn, Executive Assistant, inviting members of the a) 150th Anniversary Planning Advisory Committee to participate in the Annual County of Frontenac Golf Tournament.
Other business
Next Meeting Having completed it’s mandate set by County Council, there will be no a) further meetings of the 150th Anniversary Planning Advisory Committee.
Adjournment
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AGENDA ITEM #a)
Minutes of the 150th Anniversary Planning Advisory Committee Meeting Tuesday, August 11, 2015 A meeting of the 150th Anniversary Planning Advisory Committee was held in the Bud Clayton Memorial Room of the County Administrative Office, 2069 Battersea Road, Glenburnie on Tuesday, August 11, 2015 at 10:00 a.m. Present: Warden Denis Doyle Gary Davison Jim Vanden Hoek Phil Leonard Barbara Sproule Pat Barr Dave Woodman Tasha Lloyd Regrets: Councillor Natalie Nossal Staff Present: Anne Marie Young Alison Vandervelde 1.
Call to order
The Vice Chair called the meeting to order at 10:08 a.m. 2.
Adoption of the Agenda
Moved By: Seconded By:
Ms. Sproule Mr. Leonard
That the agenda for the August 11, 2015 meeting of the 150th Anniversary Planning Advisory Committee be approved. CARRIED 3.
Disclosure of Pecuniary Interest and General Nature Thereof
There were none. 4.
Adoption of Minutes
Minutes of Meeting held August 11, 2015
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AGENDA ITEM #a)
Minutes of Meeting held July 17, 2015 Moved By: Seconded By:
Mr. Leonard Ms. Sproule
That the minutes of the 150th Anniversary Planning Advisory Committee meeting held July 17, 2015 be adopted. CARRIED 5.
Deputations and/or presentations
6.
150th Anniversary Advisory Committee (AAC) Work Plan 2015-079 150th Anniversary Planning Advisory Committee Finalization of August Showcase The Committee discussed volunteer requirements. County staff asked committee members to dress in period costume and participate on the County parade float. Committee members asked Alison to: Contact the Townships about entering a float into the parade. Contact the Townships regarding the small election-style signs that are being placed around the County to ensure compliance with regulations. Email Dan’s contact information and parade details to all committee members, who are to encourage folks to enter floats in the parade. Follow-up with former Wardens re: invitation to opening ceremony. Email a copy of the detailed site map to the TWP and Frontenac County Plowmen’s Association (with more of the property shown to the south, north and east). Email Tasha a final version of the schedule of event with map. Print out a few large copies of the map and have them laminated to have on site for the weekend. The committee discussed the Heritage Ball – ticket sales are going well. If there is an appropriate moment during the Opening Ceremony, the MC should mention remaining tickets if there are any left. The committee discussed the site plan and a few minor outstanding concerns. Representatives from the Frontenac County Plowmen’s Association were in attendance and the Celebrity Plow will be held at 1pm. Both the FCPA and the County will have an agreement in place with the landowner.
150th Anniversary PAC Meeting Minutes August 11, 2015
Minutes of Meeting held August 11, 2015
Page 2 of 3
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AGENDA ITEM #a)
Plans for the Closing Ceremony are not well defined at this point, but the committee should plan to be there on Sunday afternoon. 7.
Communications
8.
Other business
9.
Next Meeting The next meeting of the 150th Anniversary Planning Advisory Committee is scheduled for Wednesday, September 9, 2015 at 11:00 a.m. at the County Administrative Building.
Adjournment
Moved By: Seconded By:
Warden Denis Doyle Ms. Lloyd
That the meeting hereby adjourn at 10:46 CARRIED
150th Anniversary PAC Meeting Minutes August 11, 2015
Minutes of Meeting held August 11, 2015
Page 3 of 3
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AGENDA ITEM #a)
Report 2015-087 Committee Information Report To:
150th Anniversary Planning Advisory Committee
From:
Anne Marie Young, Manager of Economic Development
Prepared by:
Alison Vandervelde, Communications Officer
Date of meeting:
Wednesday, September 9th, 2015
Re:
150th Anniversary Planning Advisory Committee Wrap Up Meeting
Recommendation
Be it Resolved That the 150th Anniversary Planning Advisory Committee, having completed its mandate, be hereby disband; And Further That By-law 2013-0020 be amended accordingly. Background The County of Frontenac’s 150th Anniversary Planning Advisory Committee was established by County Council in 2011 to:
assist County Council with the provision of suitable community-wide celebrations of the County’s 150th Anniversary. to report periodically to County Council and to produce an annual work plan for adoption by Council.
Comment Since its establishment, the committee met bi-monthly in order to develop plans to meet its mandate. Several projects were undertaken:
Logo Design Contest, 2012
Donna Larocque’s design, Four People/Four Townships, was chosen, as judges greatly admired the design that they say conveys “general joyfulness” and meets “all the requirements in a thoughtful and creative way”.
Quilt Design Contest, 2014
Frontenac County Advisory Committees – 150th APAC Wrap Up Meeting September 9, 2015
2015-087 150th Anniversary Planning Advisory Committee Wrap …
Page 1 of 2
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AGENDA ITEM #a)
Debbie Emery’s design for a wall hanging quilt, The Fabric of Our Lives, was chosen in late 2014 to commemorate 150 years of history. Debbie was given approximately eight months to bring her hand-drawn design to life. When Debbie and Warden Denis Doyle unveiled the quilt at the 150th Anniversary Celebration’s Opening Ceremony, Warden Doyle thanked Debbie for her beautiful artwork that managed to capture the beauty and character of the Frontenacs, a feat not often achieved in a single work.
150th Anniversary Year Kick-Off Event, February 16, 2015
With a generous donation from Gilmour’s on 38, the County’s 150th Anniversary Year began by giving away 150 sausages at the South Frontenac Family Day Winter Carnival. The free event was sponsored by the South Frontenac Recreation Committee, and despite the nearly -20° temperatures, a great crowd turned out to celebrate.
Rotating County Council Meetings, April – July, 2015
County Council meetings were held in member Townships (April: North Frontenac, May: Central Frontenac, June: Frontenac Islands, July: South Frontenac) as part of the Anniversary year, in order to provide improved opportunities for the public to engage with the County and to promote the 150th Anniversary.
Doors Open, June 13, 2015
With over 400 visitors to 15 heritage groups/locations across the County, Frontenac’s first Doors Open was an effective way to showcase our region’s history. Locations included: Old House Museum and Sacred Heart Church, Wolfe Island; K&P Trail and St. Paul’s United, Harrowsmith; Grace Centre and Library & South Frontenac TWP Council Chambers, Sydenham; Princess Anne Building, Hartington; Verona Lions Club, Verona; Bedford Hall, Godfrey; Bradshaw School House, Tichborne; Railway Heritage Park, Sharbot Lake; Kennebec Community Hall, Arden; Cloyne Pioneer Museum & Archives; Clarendon & Millar Archives, Plevna; Holiday Manor Fishing Lodge, Battersea.
Scholarship Award, July 2015
The one-time, $1,000 award was presented to Maggie Clarke, a senior student at Sydenham High School, at the July 15th County Council Meeting. Maggie was chosen by the 150th Anniversary Planning Committee, based on her essay submission describing how she met the award criteria of, “having demonstrated an enthusiasm for celebrating and enhancing life in their community through one or more pillar(s) of sustainability: environmental, economic, social, cultural.
150th Anniversary Celebration, August 28-30, 2015
Over the course of three days, Centennial Park in Harrowsmith hosted 11,000+ visitors to celebrate the County of Frontenac’s 150th Anniversary. More than 100 volunteers pitched in over the weekend to help keep things running smoothly. Beautiful weather allowed for happy festivities, which were so well organized by Event Coordinators, Dan Bell and Pam Morey. The grounds of Centennial Park were beautifully prepared and kept in immaculate condition all weekend long by South Frontenac Township. Though this was an “once-in-a-lifetime” event, the committee’s feedback regarding successes and shortcomings is appreciated. A detailed follow-up report is being prepared for County Council, and will be shared with the Committee once it is finalized. Frontenac County Advisory Committees – 150th Anniversary Planning Advisory Committee Update Report August 11, 2015 Page 2 of 2
2015-087 150th Anniversary Planning Advisory Committee Wrap …
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AGENDA ITEM #b)
Revised Budget June 2015
Actual to Sept 4/15
120000 33900 5000 16000
120000.00 33900.00 4100.00 16000.00
174900
174000.00
5000 55000 10000 10000 4000 1000 5000 $ 90,000
4638.35 54994.14 5295.90 10284.40 3910.00 2000.00 4715.00 85837.79
History & Heritage Historical Artifacts Frontenac News Documentation Total History & Heritage Expense
2500 10000 12500
2604.73 10176.00 12780.73
Marketing Expense
32000
32000.00
Commorative Quilt
2000
2000.00
Scholarship
1000
1000.00
Event Coordination
27000
26810.00
Volunteer Training Expenses
3000
880.00
Visual Profile 150th Everywhere
3000
7224.89
Contingency (seeding field, etc) Total other expenses
4400 84900
5466.59 88162.21
$ 174,900
174000.00
150th Anniversary Celebrations Revenue County Levy Arts & Heritage Heritage Ball & Retail Sales CFDC Funding (Marketing) Total Revenue
EXPENSES Frontenac County Showcase Security/Health Entertainment/Headliner Production Expenses Tents & Other Operations County Ploughing Match Frontenac Heritage Ball Total Frontenac Showcase
TOTAL EXPENSES
150th Anniversary Celebration Financials
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