Body: Planning Committee Type: Agenda Meeting: Regular Date: May 14, 2014 Collection: Council Agendas Municipality: Frontenac County
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150TH ANNIVERSARY ADVISORY COMMITTEE AGENDA
Date and Time
Wednesday, May 14, 2014 at 10:00 a.m.
Place
County of Frontenac Administrative Boardroom 2069 Battersea Road, Glenburnie
Members: Gary Davison, Councillor Janet Gutowski, Warden, Ex-Officio
Phil Leonard, Community Member Jim VandenHoek, Community Member Barbara Sproule, Community Member
Page 1.
Call to order
Election of Officers •
Election of Chair [resulting from the resignation of the current Chair]
•
Election of Vice-Chair [resulting from the decline of the current Vice-Chair to accept the nomination]
Adoption of the agenda
Disclosure of pecuniary interest and general nature thereof
Adoption of minutes
3-7
•
Minutes of Meeting held March 26, 2014 THAT the minutes of the 150th Anniversary Planning Advisory Committee meeting held March 26, 2014 be adopted as circulated.
Deputations and/or presentations •
Mr. Jeff Green, Publisher of the Frontenac News, will provide the Committee with a presentation regarding promotion of the 150th Anniversary through Frontenac News profiles
Page 1 of 13
Page 6.
Deputations and/or presentations of prominent community members during 2014/2015.
8-13
150th Anniversary Advisory Committee (AAC) Work Plan •
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; AND WHEREAS 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 Council of the County of Frontenac approve the draft budgets for the Sesquicentennial Celebration noted in this report as Appendix A.
Communications
Other business
- Next meeting date •
The next regular meeting of the 150th Anniversary Planning Advisory Committee is scheduled for Wednesday, June 11, 2014 at 10 a.m. at the County Administrative Building.
- Adjournment
Page 2 of 13
AgendaItem#5•
Minutes of the 150th Anniversary Planning Advisory Committee Meeting March 26, 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, March 26, 2014 at 1:00 p.m. In attendance: • Marcel Giroux, Chair • Councillor Gary Davison • Barbara Sproule • Jim Vanden Hoek Regrets • Phil Leonard • Councillor Janet Gutowski Staff: • Anne Marie Young, Manager of Economic Development • Alison Vandervelde, Communications Officer (Recording Secretary) 1.
Call to order
The meeting was called to order at 1:00 p.m. 2.
Election of Chair
Moved By: Seconded By:
Mr. Vanden Hoek Ms. Sproule
THAT Marcel Giroux be elected Chair of the 150th Anniversary Planning Advisory Committee for 2014. CARRIED Moved By: Seconded By:
Mr. Vanden Hoek Ms. Sproule
THAT Nominations for Chair be closed. CARRIED 150th Anniversary PAC Meeting Minutes March 26, 2014
Minutes of Meeting held March 26, 2014
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AgendaItem#5•
Election of Vice-Chair Moved By: Seconded By:
Mr. Vanden Hoek Councillor Davison
THAT Phil Leonard be elected Vice-Chair of the 150th Anniversary Planning Advisory Committee for 2014. CARRIED Moved By: Councillor Davison Seconded By: Mr. Vanden Hoek THAT Nominations for Vice-Chair be closed. CARRIED 3.
Adoption of the agenda
Moved By: Seconded By:
Councillor Davison Mr. Vanden Hoek
THAT the agenda for the March 26, 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 Councillor Davison
THAT the minutes of the 150th Anniversary Planning Advisory Committee meeting held December 11, 2013 be approved as circulated. CARRIED 6.
Deputations and/or presentations
There were none.
150th Anniversary PAC Meeting Minutes March 26, 2014
Minutes of Meeting held March 26, 2014
Page 2 of 5
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AgendaItem#5•
Communications
There were no Communications for this meeting. 8.
150th Anniversary Advisory Committee (AAC) Work Plan a)
2014-049 150th Anniversary Planning Advisory Committee – 2014 Work Plan Update
An email from Mr. Dan Bell expressing interest of the South Frontenac Recreation committee and the Portland District Recreation committee in being involved in the central celebration was circulated as attached. The committee discussed possible funding opportunities and directed staff to explore additional funding sources. The committee discussed the need to take a hard look at the budget and prioritize the plan based on the current available finances, in case no other funds become available. The committee discussed the need to secure a coordinator by June 2014 to oversee the anniversary. The committee discussed an additional meeting date of Wednesday, May 28th at 1:00 p.m., the need for which will be confirmed at the April meeting. The committee directed staff to prepare the following for discussion at the April meeting:
- A suggested short list of priority projects
- Volunteer requirements for the Central Celebration
- A job description for a coordinator
- A draft invitation letter to VIPs along with a list of VIPs to be invited b)
Discussion/Comments on the Frontenac County - 150th Anniversary Plan The plan for the showcase calls for a beer tent on all three days. The committee directed that it should be removed from Sunday. 9.
Working Group Updates a)
Scholarship Program Working Group – Councillor Gutowski Councillor Gutowski was absent – no report back.
150th Anniversary PAC Meeting Minutes March 26, 2014
Minutes of Meeting held March 26, 2014
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AgendaItem#5•
b)
Documentation of History Working Group - Phil Leonard Mr. Leonard was absent, but Councillor Davison provided a brief update. The Portland Historical Society, Sharbot Lake Historical Society and the Wolfe Island Historical Society are keen to engage. Recommendation Moved by: Mr. Vanden Hoek Seconded By: Councillor Davison THAT the interested historical societies be invited to a luncheon, attended by the Chair and Vice Chair and committee staff support, to discuss a project for collaboration at a cost of no more than $200. CARRIED
c)
Costume Ball Working Group - Marcel Giroux Mr. Giroux contacted Christine Weatherspoon, who has suggested that a few members of the Kingston Symphony might be able to provide music for the ball. Mr. Giroux will bring more information to the April meeting. The committee discussed requesting local horse clubs to bring a few horses and buggies to the ball to serve as decorations. Mr. Giroux contacted Brian Abrams, the Abrams Brothers’ agent regarding a performance at the closing ceremonies. Mr. Abrams expressed the band’s interest in performing. Mr. Giroux will confirm the band’s availability for Sunday, August 23rd beginning at 1:00 p.m. and will inquire as to the cost of a 90 minute concert. Complete information will be brought to the April meeting with the intention of confirming the booking and moving forward with a required deposit. Central Celebration Working Group - Councillor Davison & Phil Leonard Councillor Davison has confirmed the Harrowsmith Centennial Park site booking with South Frontenac Township. Some upgrades, such as fencing, will be required. At the April meeting, Councillor Davison will provide the space available for a tent and other activities and confirm the most suitable location for the plowing match. Plowing Match Working Group - Jim Vanden Hoek The committee decided the match should focus on antique style plowing, with an emphasis on the display of heritage equipment. Mr. Vanden Hoek will lead a meeting with the Frontenac Plowmen’s Association and the Wolfe Island Plowmen’s Association within the next few months. The committee
150th Anniversary PAC Meeting Minutes March 26, 2014
Minutes of Meeting held March 26, 2014
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AgendaItem#5•
discussed, but did not make a decision on a celebrity component to the plowing match. Historic Artifacts Working Group – Barbara Sproule Ms. Sproule was unable to connect with any community members on this. Councillor Davison provided that Portland District Historical Society has artifacts and this could be nurtured through them. Councillor Davison will investigate and bring back more information to the April meeting. Passport Program Working Group - Jim Vanden Hoek A meeting with community representatives on December 16th seemed positive, but Mr. Vanden Hoek has been waiting on direction from the committee before making further progress. Mr. Vanden Hoek will work with Ms. Young to reconnect with the participants at that meeting to explore the viability of the project with limited funds. 10.
Other business Mr. Giroux spoke with representatives from Sydenham High School and Granite Ridge Education Centre. Both schools have senior level video/communications courses that expressed interest in recording footage at the 150th Anniversary Celebration.
Next meeting date The next meeting of the 150th Anniversary Planning Advisory Committee is scheduled for Wednesday, April 23, 2014 at 10:00 a.m. at the County Administrative Office.
Adjournment
Moved By: Seconded By:
Councillor Davison Mrs. Barbara Sproule
THAT the meeting hereby adjourn at 2:27 p.m. CARRIED
150th Anniversary PAC Meeting Minutes March 26, 2014
Minutes of Meeting held March 26, 2014
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AgendaItem#7•
Report 2014-095 COMMITTEE REPORT To:
Chair and Members of the 150th Anniversary Planning Advisory Committee
From:
Kelly Pender CAO
Prepared By:
Anne Marie Young Manager of Economic Development Alison Vandervelde Communications Officer
Date prepared:
May 9, 2014
Date of meeting:
May 14, 2014
Re:
150th Anniversary Planning Advisory Committee – 2014 Work Plan Update
Recommendation 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; AND WHEREAS 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 Council of the County of Frontenac approve the draft budgets for the Sesquicentennial Celebration noted in this report as Appendix A. Background
The current year’s work plan was approved by Council. This meeting represents the second 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. 150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update May 14, 2014
2014-095 2014 Work Plan Update
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AgendaItem#7•
The Committee has reported regularly to Council on the plans as they have developed for the commemoration of the 150th Anniversary. Being as it is now less than 18 months until the August 2015 Showcase is set kick off, the implementation of those plans must get underway.
Comment
- Election of Chair and Vice Chair; Committee Vacancies These elections are a requirement as a result of the resignation from Mr. Marcel Giroux and the declining of the Vice Chair position by Mr. Phil Leonard. With Mr. Giroux’s resignation, and as per the Committee’s Terms of Reference, there are now two vacancies on the 150th Planning Advisory Committee. As per the Citizen Appointment to Boards and Committees of County Council Policy, these vacancies will be advertised in local media and on the County’s website. County Council will receive and review all applications for the positions before appointing new members.
- Change in Date of 2015 Showcase The 2015 Parham Fair is scheduled for the weekend of August 21, 22, 23. The Parham Agricultural Society cannot change dates as they are committed by contract to a number of elements already. In order to avoid the Parham Fair, It is staff’s suggestion that the Committee adjust the 2015 Showcase to the final weekend of the month – August 28, 29 and 30, 2015 – in light of this new information.
- Meeting with South Frontenac Recreation Committee On Thursday, May 8th, Ms. Young and Ms. Vandervelde met with Ms. Pam Morey and Mr. Dan Bell, members of the South Frontenac Recreation Committee, regarding their interest in aiding in the organization of the 150th Showcase event. Having coordinated several successful large scale events at the Centennial Park location, Ms. Morey and Mr. Bell both expressed great familiarity with logistical requirements involved in an outdoor event, such as: volunteer coordination, parking, tents, electricity, vendors, live music, children’s activities, plowing demonstrations, outdoor lavatories, serving of alcohol, provision of food, firework displays, etc. It is staff’s suggestion that Ms. Morey and Mr. Bell be invited to the 150th Committee’s June 11th meeting to discuss their involvement further.
- Committee’s Attendance at Community Events through remainder of 2014 Committee Members attended many community events in 2013 to promote the 150th Anniversary. Though some of those same events have already passed this year, following are community events remaining in 2014 that the Committee should consider attending: 150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update May 14, 2014
2014-095 2014 Work Plan Update
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AgendaItem#7•
Date MAY Sat, May 17 Thurs, May 22
Event Seed to Sausage Day of the Pig ICSP Breakfast
JUNE/JULY Tues, Jul 1
Canada Day Celebrations in all Townships
Fri, Jul 4 – Sun, Jul 6
63rd Verona Lions Jamboree
Date
Frontenac Essential Services Fair - Cloyne
AUGUST Sat, Aug 9 & Sun, Aug 10 Saturdays
Sharbot Lake Famers Market
Fridays and Saturdays
Frontenac Farmers Market (Fri: 3-7 p.m., Harrowsmith; Sat: 9-1 p.m., Verona)
September Sat, Sept 6
19th Annual Verona Cattail Festival
September
Frontenac Wildlands Community Day Barrie Hall, Cloyne, 10am to 3pm Wolfe Island Plowing Match
Date
ICSP Workshop
Status
Staff
Staff
NOVEMBER Remembrance Day Celebrations DECEMBER Christmas Parades
- Luncheon with interested Historical Societies Local Historical Societies will be invited to a luncheon following the June 11th Committee Meeting to discuss participation in the 150th Celebration. Staff will require contact information for the Historical Societies to be invited.
- Abrams Brothers to Headline the Showcase’s Closing Ceremonies Though the request must formally be made to the band’s agent, staff are working to confirm the availability of the Abrams Brothers to perform at the closing ceremony on August 30th, 2015 at approximately 1:30 – 3:00 pm on stage in Harrowsmith. The band’s fee for this performance would be $5,000.00. Staff will give a verbal update at the Committee meeting.
Financial Implications 150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update May 14, 2014
2014-095 2014 Work Plan Update
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AgendaItem#7•
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. Itemized in Appendix A are two proposed budgets to cover costs associated with the 150th Anniversary Celebration. The first proposed budget totals $265,000 and indicates all planned expenditures based on receiving additional funding from external sources. The second proposed budget totals $120,000 and indicates pared-back expenditures, based solely on the funding allocated by the County of Frontenac.
Schedule of Remaining 2014 Meetings Meeting Dates Wednesday, May 14 at 10am Wednesday, June 11 at 10am Wednesday, August 27 at 10am Wednesday, October 8 at 10am Wednesday, December 10 at 10am
150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update May 14, 2014
2014-095 2014 Work Plan Update
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AgendaItem#7•
Appendix A
Proposed Budget #1: Pending awarding of $180,000 that has been applied for through the Department of Canadian Heritage’s Community Anniversaries Building Communities Through Arts and Heritage Fund: Program Expenditure
Amount
Frontenac County Showcase
$ 100,000
•
Security/Health & Safety
$ 10,000
•
Entertainment/Headliners
$ 25,000
•
Production Expenses
$ 15,000
•
Tents and Other Rentals
$ 10,000
•
Operations and Overheads
$ 10,000
•
County Plowing Match
$ 2,000
•
Frontenac Heritage Ball
$ 8,000
•
Bus transportation to/from other TWPs
$ 20,000
•
Site improvements (pd by SF Twp)
$ 25,000 (pd by FS TWP)
Historic Artifacts – Travelling Exhibition
$ 5,000
History Documentation Projects (video)
$ 15,000
Commemorative Quilt Initiative
$ 2,000
Scholarship
$1,000
Passport/Poker Run Program
$5,000
Marketing (design, database, mailings, web etc)
$ 50,000
Event Admin & Marketing Coordination (intern)
$ 28,000
th
Visual Profile: 150 Everywhere
$ 5,000
Volunteer Training & Expenses
$ 15,000
Unallocated & Contingency (5% of budget)
$ 14,000
Total
$265,000
150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update May 14, 2014
2014-095 2014 Work Plan Update
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AgendaItem#7•
Appendix A
Proposed Budget #2: Based solely on the funding allocated by the County of Frontenac: Program Expenditure
Amount
Frontenac County Showcase
$ 51,250
•
Security/Health & Safety
•
Entertainment/Headliners
•
Production Expenses
•
Tents and Other Rentals
•
Operations and Overheads
$ 10,000 $7,250
•
County Plowing Match
$2,000 $ 1,000
•
Frontenac Heritage Ball
$ 8,000 $2,000
•
Bus transportation to/from other TWPs
•
Site improvements (pd by SF Twp)
$ 25,000 (pd by SF TWP)
Historic Artifacts – Travelling Exhibition
$ 5,000
History Documentation Projects (video)
$ 15,000
Commemorative Quilt Initiative
$ 2,000
Scholarship
$1,000
Passport/Poker Run Program
$5,000
Marketing (design, database, mailings, web etc)
$10,000 $ 25,000
$12,000
$ 15,000 $5,000 $ 14,000
$ 20,000
$ 50,000
Event Admin & Marketing Coordination (intern)
$20,000 $ 28,000
th
Visual Profile: 150 Everywhere
$ 5,000
Volunteer Training & Expenses
$ 15,000
$7,000
Unallocated & Contingency (5% of budget)
$ 14,000
$5,750
Total
150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update May 14, 2014
2014-095 2014 Work Plan Update
$120,000
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