Body: Planning Committee Type: Agenda Meeting: Regular Date: December 10, 2014 Collection: Council Agendas Municipality: Frontenac County
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150TH ANNIVERSARY ADVISORY COMMITTEE AGENDA
Date and Time
Wednesday, December 10, 2014 at 10:00 a.m.
Place
Bud Clayton Memorial Room, County of Frontenac Administrative Building, 2069 Battersea Road, Glenburnie
Members: Jim Vanden Hoek, Community Member Barbara Sproule, Community Member Pat Barr, Community Member
Phil Leonard, 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 3-6
•
Minutes of Meeting held October 8, 2014 THAT the minutes of the 150th Anniversary Planning Advisory Committee meeting held October 8, 2014 be adopted as circulated.
- Deputations and/or presentations
•
Ken Keyes representing the Canadian Plowing Association will provide the Committee with an overview of the Canadian Champion Match on Wolfe Island which is being held during the week of the 150th Anniversary showcase.
[Addenda]
Page 1 of 13
Page 6. 150th Anniversary Advisory Committee (AAC) Work Plan 7-13
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2014-177 150th Anniversary Planning Advisory Committee 2014 Work Plan Update THAT the Council of the County of Frontenac rotate the location of its regular meetings of April, May, June, and July through the four Townships to help promote the County of Frontenac’s 150th Anniversary.
- Communications
- Other business
- Next meeting date
- Adjournment
Page 2 of 13
AgendaItem#4•
Minutes of th he 150th Anniversary y Planning Advisory Committee e Meeting Octo ober 8, 2014 A meetin ng of the 15 50th Annive ersary Plan nning Adviso ory Committee was he eld in the Frontena ac Boardro oom of the County C Adm ministrative Office, 206 69 Batterse ea Road, Glenburrnie on Wed dnesday, October O 8, 2014 2 at 10:0 00 AM 1.
C to orde Call er
air called th he meeting to order at 10:00 The Cha 2.
A Adoption off the agend da
Moved By: B Seconde ed By:
Mr. M Vanden Hoek Ms. M Barr
THAT the t agenda a for the October 8, 2014 15 50th Annive ersary Planning Advisory Committtee meeting g be adopte ed. RIED CARR 3.
D Disclosure of pecunia ary interes st and gene eral nature e thereof
The Cha air requeste ed the recording secre etary to reco ord that in accordance a e with the Municipa al Conflict of o Interest Act A no discllosures of pecuniary p in nterest werre declared.. 4.
A Adoption off minutes
Moved By: B Seconde ed By:
Councillor C G Gutowski Ms. M Barr
THAT th he minutes of the 150tth Annivers sary Plannin ng Advisory y Committe ee meeting held August 27, 2 2014 be e adopted as a circulate ed. RIED CARR 5.
D Deputations s and/or presentations
150th Anniv versary Ad dvisory Committee (A AAC) Work k Plan 2014-14 48 150th Anniversar A ry Plannin ng Advisorry Committee – 2014 Work Plan
Minutes of Meeting held October 8, 2014
Page 3 of 13
AgendaItem#4•
Update Celebrate Ontario Funding Anne Marie Young explained to the committee that municipal anniversaries are not eligible for the Celebrate Ontario funding. The committee discussed the possibility of applying to Celebrate Ontario for the development of a geocaching program that could tie into the anniversary celebrations, but also become a long-term tourist attraction. The committee supported contacting staff at L&A County who recently ran a successful geo-caching program and LOLTA, as it is an initiative they would likely be interested in. Because the program would extend past the 150th celebration and potentially require some ongoing resources, the committee agreed that the application, due by November 6, 2014, needs to be submitted through County Council. Moved By: Mr. Vanden Hoek Seconded By: Ms. Sproule THAT the Council of the County of Frontenac authorize staff to submit an application to the Celebrate Ontario Fund for a multi-year County-wide geocaching program to be, if successful, overseen in the first year by the 150th Anniversary Planning Advisory Committee, including programming, content creation and promotion, culminating with a Frontenac County prize(s) awarded to the winner at the 150th Showcase Event. CARRIED Launch Event The committee discussed the possibility of a launch event in early January. Committee members agreed it is important to ask County Council and each Township Council to make a proclamation at their first meetings in 2015. A schedule of events should also be presented to each Council at that meeting. The committee also discussed the importance of engaging the community and local media throughout Frontenac County. Moved By: Councillor Davison Seconded By: Ms. Sproule THAT County Council supports its regular meetings be rotated through the four Townships in the first five months in 2015 to help promote the County of Frontenac’s 150th Anniversary. CARRIED Event Plan 150th Anniversary PAC Meeting Minutes October 8, 2014
Minutes of Meeting held October 8, 2014
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AgendaItem#4•
The area designated for parking still needs quite a bit of work and is being addressed by the South Frontenac Public Works Department. The committee was supportive of the draft event plan as presented. Marketing The Committee supported the draft outline of marketing activities. Committee members agreed that getting an insert into the Township tax billing will be important. The committee supported the installation of signage at the site and throughout the County, but agreed that the smaller signs could be pared back, especially along Road 38. The committee discussed the possibility of installing a banner across Highway 38 in Harrowsmith and asked staff to investigate costs. Ms. Barr asked about erecting some signs along HWY 401. Councillor Davison will ask one of his contacts about it, but warned that it will be costly. The Committee agreed it may not be the best investment to connect with the target group. Mr. Vanden Hoek agreed that the postcards will be effective and wants 200 that he can distribute to a dozen or so people who will then pass them on to their friends and family. Councillor Davison agreed with this approach and suggested they should be ready in time to send out with Christmas cards. Upcoming events Mr. Dan Bell volunteered to attend the Frontenac County Plowing Match on October 25th to support the Anniversary celebrations. Councillor Davison will support Mr. Bell in the morning. There are several Santa Claus Parades in the County. The committee agreed that our “float” needs to make a statement, or it is not worth entering. Mr. Vanden Hoek will arrange for an antique car to enter the Wolfe Island Parade and will require signage. The committee was supportive of similar entries in the other parades. It was suggested that there should be a big 150th presence at the South Frontenac Family Day event and the Central Frontenac Heritage Festival. 7.
Communications
Other business
Frontenac County Book
150th Anniversary PAC Meeting Minutes October 8, 2014
Minutes of Meeting held October 8, 2014
Page 3 of 4
Page 5 of 13
AgendaItem#4•
The committee was not supportive of commissioning a photographic/historical book about the County as proposed by Wallbridge House Publishing. It was agreed that County Council may want to consider this project in the future, but it is beyond the scope of the 150th Committee, especially given the timing and cost. The committee directed staff to contact Mr. French regarding the committee’s decision.
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. 10.
Adjournment
Moved By: Seconded By:
Mr. Vanden Hoek Ms. Sproule
THAT the meeting hereby adjourn at 11:25 CARRIED
150th Anniversary PAC Meeting Minutes October 8, 2014
Minutes of Meeting held October 8, 2014
Page 4 of 4
Page 6 of 13
AgendaItem#6•
Report 2014-177 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:
December 3, 2014
Date of meeting:
December 10, 2014
Re:
150th Anniversary Planning Advisory Committee – 2014 Work Plan Update
Recommendation THAT the Council of the County of Frontenac rotate the location of its regular meetings of April, May, June, and July through the four Townships to help promote the County of Frontenac’s 150th Anniversary. Background
The current year’s work plan was approved by Council. This meeting represents the final opportunity of the Committee to address the activities laid out for 2014. Comment Citizen Appointments to Committees, 2015 As reported at the August meeting, County Council approved an amendment to the Procedural By-law that dictates that Citizen Committee members continue to serve on a committee past the expiration of their term, until they are replaced. Council membership on Committees will end on November 30 of a municipal election year. All citizens currently serving on committees must re-apply if they would like to be considered for committee membership. The application is available online and included below as Appendix B. Applications are due by January 15, 2015. 150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update December 10, 2014
2014-177 150th Anniversary Planning
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AgendaItem#6•
Funding
- Celebrate Ontario Application: Geo-cache Project After attempting to develop various scenarios that would fit the application process, staff recognized a coordinator fee would be the best possible choice for the application. Since this would be a first time event, the available grant would only be up to 25% of the total project. The County did not have the offset leverage of 75% to hire a person. It was determined that cost outweighed the benefit and the application was not completed. The geo-cache project could still happen if implemented through a volunteer base. Event & Event Elements
- Showcase Event Plan Pam Morey and Dan Bell have developed a draft musical lineup, and will provide a verbal update at the meeting.
- 150th Plowing Match At its regular meeting on October 7th, the Frontenac County Plowmen’s Association passed the following motion: “Moved by Robert MacLean, seconded by Peter VanHal, that FCPA proceed with arrangements to hold our 2015 Plowing Match on Saturday August 29 /15 at Harrowsmith, in conjunction with the Frontenac County 150th Anniversary celebrations.” Auxiliary Elements
- Quilt Design Contest A group of three judges met, evaluated the designs and – given the incredible talent of each artist – could not come to a consensus. Two artists were asked to submit a sample piece of their finished quilt. The judges will meet again on December 9 th to review these submissions and make their decision. Staff will provide a verbal update on Wednesday.
- Scholarship Once the committee finalizes the Terms of Reference, Joan Puddister, in Financial Services at the Limestone District School Board, will forward the application to the guidance counsellors at Granite Ridge Education Centre and Sydenham High School. Once all applications are received, she will forward them to staff for the committee’s determination of the student award recipient. A due date of March 27 th allow the committee a chance to review at its April meeting. Terms of Reference: Name of Award: Value of Award: Selection Criteria:
The County of Frontenac’s 150th Anniversary Scholarship $1,000.00 to be presented one time only, in 2015. The award is to be presented to a senior student who resides and attends secondary school in the County of Frontenac, who will be pursuing further education. Throughout his/her high school career, the winning student will have demonstrated an enthusiasm for celebrating and enhancing
150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update December 10, 2014
2014-177 150th Anniversary Planning
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AgendaItem#6•
life in their community through one or more pillar(s) of sustainability: environmental, economic, social, cultural.
Selection Committee:
Each student’s submission must include a 250 word essay describing the above. The winning student will be selected by the 150th Anniversary Planning Advisory Committee, based upon their submission. Excluding personal information (name, address, date of birth, etc), all submissions will become public record.
Marketing & Promotions 5. Postcards As per the committee’s direction at its last meeting, a small run of postcards has been produced and will be distributed to the committee on Wednesday. With the committee’s feedback, changes can be made and a larger run will be ordered for wider distribution. 6. Road Signs At its last meeting, the committee supported signage be installed at Centennial Park to increase awareness about the August Showcase. Attached as Appendix A is a draft design for that sign. With the committee’s support, at a total approximate cost of $700, two signs will be produced for installation on the west and east side of Road 38 at the main entrance to Centennial Park. 7. 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 for people to attend. Event Frontenac Heritage Fest ATV Ride for Dad Sharbot Lake Farmers Market Frontenac Farmers Market Canada Day Verona Lions Jamboree Parham Fair WI Music Fest
Township CF NF CF SF All SF CF FI
Date Feb Apr Flex Flex July July Aug Aug
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.
150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update December 10, 2014
2014-177 150th Anniversary Planning
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AgendaItem#6•
Schedule of 2015 Meetings 2015 Meeting Dates Wednesday, February 11 at 10am Wednesday, April 8 at 10am Wednesday, June 10 at 10am Wednesday, August 12 at 10am
150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update December 10, 2014
2014-177 150th Anniversary Planning
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2014-177 150th Anniversary Planning
Let’s Celebrate…
The County of Frontenac’s 150 Anniversary th
AUGUST
28
FREE Admission!
AUGUST
29
AUGUST
30
Plowing Match, BBQ & Beer Tent, Fireworks, Family Activities, and MUCH MUCH more! www.frontenaccounty.ca/150
AgendaItem#6•
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Right Here!
AgendaItem#6•
Application Form Appointments to Committees Please complete this application form in its entirety. Should this application form not be fully completed, the County of Frontenac reserves the right to reject the application. In addition, the provision of any false or misleading information on this application form will be sufficient reason for the County of Frontenac to reject the application or to terminate an appointment. Please provide the following information: Name: City: Occupation: Phone (Bus) Email address:
Address: Postal Code: Date: Phone (Res)
Mailing Address (if different than above)
Requirements: Please Canadian Citizen Minimum 18 Years of Age Eligible Municipal Elector in the County of Frontenac Subject matter expertise
Yes
No Please note that most appointments are for four (4) years in accordance with the term of County Council.
Name of Committee to which you are seeking appointment: (if more than one, please list in order of preference) 1 2 3
2014-177 150th Anniversary Planning
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Please provide a brief summary of those elements of your education, employment history, experiences and interests and or subject matter expertise which you feel should be considered in support of your application:
NOTICE OF COLLECTION / YOUR SIGNATURE Personal information, as defined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), is collected under the authority of the Municipal Act, 2001, and in accordance with MFIPPA. Personal information collected on this application form will be used to assist in selecting appointees for the various civic bodies and may form part of the publicly available meeting agendas and minutes. If appointed to a civic body, your personal information may also be used by County staff to conduct committee and County business. Questions regarding the collection, use, and disclosure of this personal information may be directed to Jannette Amini, Deputy Clerk, 613-548-9400 ext. 302 or jamini@frontenaccounty.ca.
Date
Signature
Please submit your application to: Ms. Jannette Amini, Manager of Legislative Services/Clerk County of Frontenac 2069 Battersea Road Glenburnie ON K0H 1S0 Or Fax to: 613-548-0839 Or E-mail to: jamini@frontenaccounty.ca
2014-177 150th Anniversary Planning
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