Body: Planning Committee Type: Agenda Meeting: Regular Date: June 11, 2014 Collection: Council Agendas Municipality: Frontenac County
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Document Text
150TH ANNIVERSARY ADVISORY COMMITTEE AGENDA
Date and Time
Wednesday, June 11, 2014 at 10:00 a.m.
Place
County of Frontenac Administrative Boardroom 2069 Battersea Road, Glenburnie
Members: Gary Davison, Councillor Janet Gutowski, Councillor Bud Clayton, Warden, Ex-Officio
Phil Leonard, Community Member Jim Vanden Hoek, Community Member Barbara Sproule, Community Member
Page 1.
Call to order
Adoption of the agenda
Disclosure of pecuniary interest and general nature thereof
Adoption of minutes
3-4
•
Minutes of Meeting held May 14, 2014 THAT the minutes of the 150th Anniversary Planning Advisory Committee meeting held May 14, 2014 be adopted as circulated.
5-8
Deputations and/or presentations
150th Anniversary Advisory Committee (AAC) Work Plan •
2014-103 2014 Work Plan Update
Recommendation: This is for information only. •
Discussion on the involvement of the Wolfe Island Plowmen’s Association
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Page 6.
150th Anniversary Advisory Committee (AAC) Work Plan •
Luncheon with the Historical Society to discuss:
Organize the Historical Artifacts Travelling Exhibit
Oversee the displaying of historical artifacts at the August 2015 Showcase
Oversee the plowing match/display at the August 2015 Showcase (Wolfe Island Plowmen’s Association)
Provide input on the organization of the Heritage Ball
Provide input to the 50 Stories / 150 Years project [This portion of the meeting will take place as a working lunch at the end of the meeting]
Communications
Other business
Next meeting date •
The next regular meeting of the 150th Anniversary Planning Advisory Committee is scheduled for Wednesday, August 27, 2014 at 10:00 a.m. at the County Administrative Office.
- Adjournment
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AgendaItem#4•
COMMITTEE REPORT To:
Warden and Council Members of the County of Frontenac
From:
Jannette Amini Manager of Legislative Services/Clerk
Date prepared:
May 15, 2014
Date of meeting:
May 21, 2014
Re:
150th Anniversary Planning Advisory Committee – Report to Council
All items listed on the 150th Anniversary Planning Advisory Committee Report shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the 150th Anniversary Planning Advisory Committee Report to be separated from that motion and considered separately, whereupon the 150th Anniversary Planning Advisory Committee Report without the separated item(s) shall be put to the vote and the separated item(s) shall be considered immediately thereafter.
Recommendations: a)
50 Stories, 150 Years THAT the Council of the County of Frontenac support the “50 Stories, 150 Years”, the 150th Anniversary feature and promotion project as presented by the Frontenac News at a cost of $5,000 in 2014 and $4,000 in 2015 and by providing input and direction on subject matter through the duration of the project; AND FURTHER THAT the cost of this advertising be expensed from the 150th Anniversary Reserve.
b)
2014-095 2014 Work Plan Update THAT the Council of the County of Frontenac delegate authority to staff, through consultation with the 150th Anniversary Planning Advisory Committee, to implement the plans for the Sesquicentennial celebration of the County of Frontenac that will commence January 1, 2015, based on the draft budget attached to this report as Appendix A;
150th Anniversary Planning Advisory Committee – Report to County Council May 21, 2014
Minutes of Meeting held May 14, 2014
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AgendaItem#4•
AND FURTHER THAT given it is now less than 18 months until the August 2015 Showcase, and the implementation of plans must begin in order to ensure a successful event, that the Council of the County of Frontenac approve the draft budgets for the Sesquicentennial Celebration noted in this report as Appendix A, based on the outcome of the Building Communities through Arts and Heritage grant application. c)
150th Anniversary Showcase Closing Ceremonies THAT the Council of the County of Frontenac authorize staff to secure the Abrams Brothers for the closing ceremonies concert for the August 2015 Showcase at a cost of no more than $5,000.00
150th Anniversary Planning Advisory Committee – Report to County Council May 21, 2014
Minutes of Meeting held May 14, 2014
Page 2 of 2
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AgendaItem#6•
Report 2014-103 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:
June 3, 2014
Date of meeting:
June 11, 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 third opportunity of the Committee to address the activities laid out for 2014. Mandate: To assist County Council with the provision of suitable community-wide celebrations of the County’s 150th Anniversary. Comment
- Committee Vacancies Advertisements have been placed in local newspapers, and posted to the County website and corporate social media accounts regarding the two vacancies on the 150th Advisory Committee. The closing date for applications is June 12th. County Council will receive and review all applications for the positions before appointing new members.
- RFP for Special Event Coordinating Services Staff has prepared an RFP for contracting special event coordinating services. As the committee has discussed, it is important that someone with local knowledge and connections fills this role. An RFP will allow community people with skills and expertise th
150 Anniversary Planning Advisory Committee Report – 2014 Work Plan Update June 11, 2014
2014-103 2014 Work Plan Update
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AgendaItem#6•
to apply and bring that local sensibility to the project. The RFP will be advertised in local newspapers (the Whig, Kingston & Frontenac EMC and Frontenac News) the week of June 9th – 14th. The proposed timeline that follows here will have a coordinator in place by the first week of August. Request for Proposals - Action Request for Proposals Issued Deadline for Questions Request for Proposals Closing Date and Time Interviews (If Required) Notifications of Award Of Contract Project Commencement
Date and Time Monday June 16, 2014 Monday June 23, 2014 Monday, July 14, 2014 at 3:00 p.m. Week of July 21, 2014 Monday July 28, 2014 Tuesday, August 5, 2014
Abrams Brothers Availability Prior to the Committee’s decision to revert the Showcase back to the original date of August 30th, staff contacted the Abrams Brothers’ agent to confirm the band’s availability. Although assured at that time that the band would be available for August 30th, staff have since learned that the band’s availability for that date is uncertain. A verbal report will be provided at the meeting.
50 Stories / 150 Years County Council supported the Committee’s recommendation to move ahead with the 50 Stories / 150 Years as proposed by the Mr. Jeff Green, Publisher of the Frontenac News at the May Committee Meeting. The News has already printed a story asking for input and the County has promoted the project through social media. As Mr. Green said, he welcomes input from the committee, either directly or through communication from staff.
Committee’s Attendance at Community Events At the May meeting, Committee Members committed to the following community this summer. Arrangements need to be made for getting promotional signage and resources to Committee members for Canada Day and the Verona Lions Jamboree. Date MAY Sat, May 17 Thurs, May 22
JUNE/JULY Tues, Jul 1 Fri, Jul 4 – Sun, Jul 6
Event
Status
Seed to Sausage Day of the Pig ICSP Breakfast
Councillor Gutowksi Councillor Davison, Councillor Gutowski, Staff
Canada Day Celebrations in all Townships
All Committee members in own Townships Councillor Davison and Mr. Leonard will work with Councillor John McDougall to ensure coverage.
63rd Verona Lions Jamboree
th
150 Anniversary Planning Advisory Committee Report – 2014 Work Plan Update June 11, 2014
2014-103 2014 Work Plan Update
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AgendaItem#6•
July 26 10 am to 3pm
Frontenac Essential Services Fair – Cloyne Ms. Sproule Barrie Township Hall grounds, 14225 Hwy. 41
- Luncheon with interested Historical Societies The following representatives from local Historical/Heritage Societies have been invited to a luncheon following this meeting to discuss participation in the 150th Celebration: Portland District Heritage Society: o Enid Bailey o Karen Stinson Harrowsmith Women’s Institute: o Joyce Watson o Barbara Stewart Wolfe Island Plowmen’s Association o Wayne Grant o Everett Hogan o Brandon McKinnon Wolfe Island Historical Society o Hank Connell & two other representatives Cloyne and District Historical Society o “Red” (Jean Jacques Emond) & two other representatives Kennebec Historical Society o Sarah Hale Bellrock Hall Community Association o Lynne Hutcheson o Lois Grant It is important that these folks leave the luncheon with a clear understanding of next steps. Pending the natural flow of discussion, staff suggests attendees at the Luncheon be asked to form a Working Group to:
- Organize the Historical Artifacts Travelling Exhibit
- Oversee the displaying of historical artifacts at the August 2015 Showcase
- Oversee the plowing match/display at the August 2015 Showcase (Wolfe Island Plowmen’s Association)
- Provide input on the organization of the Heritage Ball
- Provide input to the 50 Stories / 150 Years project 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 $180,000 has been applied for through the Department of Canadian Heritage’s Community Anniversaries Building Communities Through Arts and Heritage Fund. The awarding of these funds will not be known until July 2014. Revenues from admission tickets for the grand ball and merchandise sales are expected to offset a portion of the cost of the Showcase. th
150 Anniversary Planning Advisory Committee Report – 2014 Work Plan Update June 11, 2014
2014-103 2014 Work Plan Update
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AgendaItem#6•
Schedule of Remaining 2014 Meetings Meeting Dates Wednesday, August 27 at 10am Wednesday, October 8 at 10am Wednesday, December 10 at 10am
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150 Anniversary Planning Advisory Committee Report – 2014 Work Plan Update June 11, 2014
2014-103 2014 Work Plan Update
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