Published July 17, 2015
Word Count 3541 words
Reading Time 17 min read

Body: Planning Committee Type: Agenda Meeting: Regular Date: July 17, 2015 Collection: Council Agendas Municipality: Frontenac County

[View Document (PDF)](/docs/frontenac-county/Published Agendas/Advisory Committees of Council/150th Advisory Committee/2015/150th Anniversary Planning Advisory Committee - 17 Jul 2015 - Agenda.pdf)

Document Text

150TH ANNIVERSARY ADVISORY COMMITTEE July 17, 2015 – 10:00 a.m. Centennial Park, 4500 Centennial Park Drive, Harrowsmith

AGENDA Page 1.

Call to order

Adoption of the Agenda a) That the agenda for the July 17, 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 June 24, 2015

3-5

That the minutes of the 150th Anniversary Planning Advisory Committee meeting held June 24, 2015 be adopted. 5.

Deputations and/or presentations

150th Anniversary Advisory Committee (AAC) Work Plan a) Centennial Park Site Visit

6 - 16

b)

2015-077 150th Anniversary Planning Advisory Committee Finalization of August Showcase

Communications

Other business

Next Meeting

Page 1 of 16

Page a)

The next meeting of the 150th Anniversary Planning Advisory Committee is scheduled for Wednesday, August 12, 2015 at 10:00 a.m.

Adjournment

Page 2 of 16

AGENDA ITEM #a)

Minutes of the 150th Anniversary Planning Advisory Committee Meeting June 24, 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 Wednesday, June 24, 2015 at 10:00 AM Present: Councillor Natalie Nossal Barb Sproule Pat Barr Tasha Lloyd David Woodman Gary Davison Phil Leonard Jim Vanden Hoek Staff Present: Alison Vandervelde, Communications Officer (Recording Secretary) 1.

Call to order

The Chair called the meeting to order at 10:05am 2.

Adoption of the Agenda

Moved By: Seconded By:

Mr. Leonard Ms. Barr

That the agenda for the June 24, 2015 meeting of the 150th Anniversary Planning Advisory Committee be approved. CARRIED 3.

Disclosure of Pecuniary Interest and General Nature Thereof

There were none.

Minutes of Meeting held June 24, 2015

Page 3 of 16

AGENDA ITEM #a)

Adoption of Minutes

Moved By: Seconded By:

Ms. Sproule Mr. Vanden Hoek

That the minutes of the 150th Anniversary Planning Advisory Committee meeting held April 8, 2015 be adopted. CARRIED 5.

Deputations and/or presentations 

150th Anniversary Advisory Committee (AAC) Work Plan 2015-063 150th Anniversary Planning Advisory Committee Update Report

Moved By: Seconded By:

Councillor Nossal Ms. Barr

Resolved That Maggie Clark of South Frontenac Township be selected as the recipient of the County of Frontenac’s 150th Anniversary Scholarship. CARRIED Heritage Ball The committee discussed ticket sales so far – including those set aside for County Council, a total of 49 have been sold. Committee members feel the Ball will sell out, it’s just a matter of time. The committee has asked staff to look into the cost of establishing a bus service throughout the County to transport people to and from the ball. Doors Open A few members of the committee were involved in the event and suggested that hosting it bi-annually would be a good approach, and offering a lunch for sale at one of the locations specifically for Doors Open visitors would be a nice addition. August Celebration The committee directed staff to:  Develop the list of all past Wardens for a display board  Invite the Mayor of Kingston and all Mayors of the Townships to the Opening Ceremony

150th Anniversary PAC Meeting Minutes June 24, 2015

Minutes of Meeting held June 24, 2015

Page 2 of 3

Page 4 of 16

AGENDA ITEM #a)

   

Invite all Township Councillors to the Opening Ceremonies. They should be part of a group photo to capture the politicians of the day. An invitation sent to each Township Council for inclusion at their meetings would be effective. Invite the Wardens of all neighbouring Counties Invite Everett Kerr, the owner of land being used for the Plowing Match Invite Big G and Matthews to the Celebrity Plough

Communications a)

Correspondence to Mr. Orland French advising him of County Council resolution to not support the historical book project as presented by him to the 150th Anniversary Planning Advisory Committee.

b)

Correspondence from The Lieutenant Governor of Ontario regarding the 150th Anniversary Showcase Other business

Chair Davison asked staff to follow-up with Mr. Orland who was lent a copy of The Land of A Thousand Lakes for background research. Since the County is not supporting Mr. Orland’s historical book project, we need to get the book returned to the County office. Great work is being done at Centennial Park. The commitment and dedication from South Frontenac Township Council and staff has been phenomenal.  9.

Next Meeting

The next meeting of the 150th Anniversary Planning Advisory Committee is scheduled for July 17th – 10am. 10.

Adjournment

Moved By: Seconded By:

Mr. Leonard Ms. Sproule

That the meeting hereby adjourn at 11:06am CARRIED

150th Anniversary PAC Meeting Minutes June 24, 2015

Minutes of Meeting held June 24, 2015

Page 3 of 3

Page 5 of 16

AGENDA ITEM #b)

Report 2015-077 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:

Friday, July 17th, 2015

Re:

150th Anniversary Planning Advisory Committee Finalization of August Showcase

Recommendation This Report is for information purposes only. Background The County of Frontenac’s 150th Anniversary Year has arrived! Tasked with providing suitable community-wide celebrations for the anniversary, the 150th Anniversary Planning Advisory Committee will continue to meet bi-monthly through 2015 to finalize preparations. Comment

Frontenac County Advisory Committees – 150th APAC Finalization of August Showcase July 17, 2015

2015-077 150th Anniversary Planning Advisory Committee Final…

Page 1 of 11

Page 6 of 16

AGENDA ITEM #b)

  1. Site Plan

Frontenac County Advisory Committees – 150th Anniversary Planning Advisory Committee Update Report July 17, 2015 Page 2 of 11

2015-077 150th Anniversary Planning Advisory Committee Final…

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AGENDA ITEM #b)

  1. Opening Ceremony Draft Plan 5:30 pm, Friday August 28th Time 5:30pm

5:34

5:37 5:39 5:41 5:42 5:43

5:47 5:49 5:51

5:53 5:55

6:00pm 6:02 6:07 6:09 6:11

Duration Activity/Speaker 4 min Piper leads Colour Party and dignitaries from behind canteen (?) to stage* 3 min Everyone takes their place, Colour Party places flags and piper leads Colour Party out 2 min Five Cannon Salute 2 min Town Crier – Welcome & Proclamation, intro flag raising 1 min Raising of the Canadian Flag 1 min Oh, Canada 4 min Master of Ceremonies

Notes Dave Gemmill to pipe

Historical Re-enactors Paddy O’Conner Val Ruttan? Dan Bell’s daughter Jim Vanden Hoek Phil Leonard

Tentative

Tentative

Tentative Tentative Tentative

End 6:12

Frontenac County Advisory Committees – 150th Anniversary Planning Advisory Committee Update Report July 17, 2015 Page 3 of 11

2015-077 150th Anniversary Planning Advisory Committee Final…

Page 8 of 16

AGENDA ITEM #b)

  1. Marketing Schedule Date June 29 – Aug 17

Project Radio Country 93.5 & KISS 102.7

July 13

Posters

July 9 – Aug 27

News Print Frontenac News

July 16 – Aug 27

News Print Kingston & Frontenac EMC

July 30 – Aug 27 Aug 15 & 22 August

Kingston & Frontenac This Week Kingston Whig Standard

July & August June – August June – August

Social Media Facebook Video

Electronic Newsletters Cottage/Lake Associations & Other Community Groups

Notes 8 weeks of Historical Facts 3 Live Visits to the Big Show 2 “Live on Location” Boradcasts – Friday afternoon and Saturday morning Home Page Takeovers Thurs-Sat To be distributed by Committee members, Event Organizers, and County and Township Staff across the County and into surrounding municipalities (as available) 7 x ¼ pg colour ads July 9, 16, 23, 30, Aug 6, 13, 27 Sponsored page will run Aug 20 (no cost) 6 x ¼ pg colour ads July 16, 23, 30, Aug 6, 13, 27 Sponsored page will run Aug 20 (no cost) 5 x ¼ page colour ads July 30, Aug 6, 13, 20, 27 2 x ¼ page colour ads Aug 15, 22 “Boost” Posts on County of Frontenac & LOLTA Facebook pages Frontenac News is developing videos to promote the anniversary and feature local businesses – will be promoted using social media Inclusion in the County’s monthly enewsletter Reach out to community groups to promote the events among members

Frontenac County Advisory Committees – 150th Anniversary Planning Advisory Committee Update Report July 17, 2015 Page 4 of 11

2015-077 150th Anniversary Planning Advisory Committee Final…

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2015-077 150th Anniversary Planning Advisory Committee Final…

  1. Draft Emergency Plan Summary I.

GENERAL The County of Frontenac marks its 150th Anniversary in the year 2015, culminating in a three-day celebration, August 28-30, at Harrowsmith’s Centennial Park. The event will be dynamic, with multiple activities happening simultaneously across the site, and is expected to attract up to 10,000 visitors over the course of three days.

II.

PURPOSE A. This emergency plan predetermines actions to take before and during the 150th Anniversary Celebration (herein referred to as the event) in response to an emergency or otherwise hazardous condition. These actions will be taken by organizers, management, personnel, and attendees. These actions represent those required prior to the event and those required during an emergency. B. Flexibility must be exercised when implementing this plan because of the wide variety of potential hazards that exist for this event. Hazards identified as most likely to occur include medical emergencies, severe weather, lost persons, fire, or public disorder.

III.

ASSUMPTIONS There is the possibility that an emergency may occur at this event. The types and severity of possible emergencies are various and could require the response of Fire & Rescue, Emergency Medical Services, and Police.

IV.

BASE PLAN A. Event Coordinator i. The Event Coordinator will be the primary point of contact for all communications regarding the event. This person is identified as Manager of Economic Development or designate.

Frontenac County Advisory Committees – 150th APAC Finalization of August Showcase July 17, 2015

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AGENDA ITEM #b)

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B. Emergency Notification i. In the event of an emergency, notification of the emergency will be through the use of 911. The caller should have the following information available to the 911 operator: nature of the emergency, location, and contact person/number. ii. EMS will be on site providing First Aid for the duration of the event (insert contact info) iii. Fire & Rescue will be on site with a community display (insert contact info)

2015-077 150th Anniversary Planning Advisory Committee Final…

C. General Risk Mitigation Strategies i. Event Organizers will notify all Emergency Response Agencies about the event details and expected attendance with sufficient lead time prior to the event. ii. In addition to their regular duties, and in addition to their role assignments in the event of an evacuation, all Volunteers will receive basic emergency response training. iii. Temporary signage will be erected throughout the park to direct visitors to the first aid station, rest areas, free water, emergency exits, lost person shelter, etc. iv. The event program will include a map indicating the location of these services and will outline the recommended course of action in case of an emergency. v. Communications systems will be tested prior to the event. vi. Draft public announcement messaging will be developed prior to the event. D. Risk Assessment & Risk Mitigation Strategies Following are the County of Frontenac’s main areas of concern:

  1. Motor Vehicle & Vehicle/Pedestrian Collisions
  2. Severe Weather
  3. Lost Persons
  4. Fire
  5. Minor Personal Injury
  6. Public Disorder Likelihood

Low

Medium

High

#6 Public Disorder

#3 Lost Persons

#5 Minor Personal Injury

#1 Motor Vehicle & Vehicle/Pedestrian Collision

Medium High

#4 Fire #2 Severe Weather

Frontenac County Advisory Committees – 150th Anniversary Planning Advisory Committee Update Report July 17, 2015 Page 6 of 11

AGENDA ITEM #b)

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Impact

Low

2015-077 150th Anniversary Planning Advisory Committee Final…

Background  With the volume of visitors expected for this celebration, and the mix of vehicles and pedestrians navigating through Centennial Park over the weekend, collisions of some nature have been identified as a serious risk.

#2 Severe Weather

Extreme heat and lengthy heat waves can impact areas within the County of Frontenac. The Weather Network is forecasting lowerthan-average

Mitigation Strategies  The Ontario Provincial Police is being contacted to control traffic at the main entrance to the park (Centennial Park Road & Road 38) from 10 AM – 3 PM on Saturday, August 29th. This will ensure the safety of participants and spectators during the parade, and pedestrians travelling between the Park and the Plowing Match on the east side of Road 38.  A horse and wagon shuttle service is being arranged to transport people between the Park and the Plowing Match, and people will be encouraged to take advantage of that service rather than cross the road on foot.  Traffic will flow one way only through the park, entering at the Road 38/Centennial Park Road intersection.  A dedicated group of volunteers will be tasked with directing traffic within the park, ensuing traffic flow remains controlled and ‘no parking’ zones are respected.  Temporary signage will be erected to direct drivers toward parking, entrances, and exits.  The location of parking areas will allow pedestrians to naturally avoid roadways within the park.  The only traffic through-way in the park will be fenced with temporary “snow fence” forcing pedestrians to cross the park roadway at a few temporary designated pedestrian cross walks. Those cross walks will also be staffed by volunteer crossing guards. 

Event Organizers will monitor the weather forecast in the days leading up to the event. Special Weather Statements and Weather Advisories are issued by Environment Canada days ahead of expected weather events that could cause concern or significantly impact Canadians. Event Organizers will take these statements and advisories seriously, and consider cancelling event activities depending on the severity of the advisory.

Frontenac County Advisory Committees – 150th Anniversary Planning Advisory Committee Update Report July 17, 2015 Page 7 of 11

AGENDA ITEM #b)

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Risk #1 Motor Vehicle & Vehicle / Pedestrian Collisions

2015-077 150th Anniversary Planning Advisory Committee Final…

Given the familyfriendly nature of the event, and the expected number of visitors, it has been identified that families

Throughout the three day event, weather forecasts will be monitored closely. Event Organizers will alert visitors to any Weather Watches issued by Environment Canada as soon as they are discovered, allowing them plenty of notice to leave the park if they so wish. To lessen the effects of extreme heat, several large and small tents are being erected in areas around the park to provide shade from the sun (and shelter in case of light rain). Additional picnic tables are being brought into the park, and will be placed in shaded areas. The Utilities Kingston Water Buggy will be on site, and free drinking water will be available to all visitors. Given that there are no permanent buildings in the park large enough to shelter the expected number of visitors, Event Organizers will contact St. Paul’s United Church, Harrowsmith Public School, St. Patrick’s Catholic School, and the Harrowsmith Free Methodist Church to act as alternate shelters in the case of unforeseen, severe weather. In the event that Environment Canada upgrades a Weather Watch to a Warning, visitors will not only be informed of the upgrade, but will also be encouraged to leave the park until more favourable weather conditions return. In the event that Environment Canada issues a Severe Thunderstorm or Tornado Warning – usually issued 6-24 hours in advance, though severe weather can develop with less than 30 minute’s notice – all activities in the park will be shut down and visitors will be directed to evacuate the park. A centrally located Information Booth will be well identified as a lost person shelter both with signage and in the program site map. Event Coordinators and Volunteers will be on the look-out for lost persons, especially children and with regular communication via twoway radios, will be equipped to spread messages of lost persons quickly.

Frontenac County Advisory Committees – 150th Anniversary Planning Advisory Committee Update Report July 17, 2015 Page 8 of 11

AGENDA ITEM #b)

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#3 Lost Persons

temperatures for eastern Ontario, including Frontenac County. Rain and thunder storms are the most common type of severe weather usually effecting areas within the County of Frontenac. Usually late in the day on really hot and/or humid days, most storms tend to develop and dissipate fairly quickly. Longterm precipitation forecasts are unknown at this point. To date in 2015, Environment Canada has issued two tornado watches for areas within Frontenac County.

2015-077 150th Anniversary Planning Advisory Committee Final…

#4 Fire

#5 Minor Personal Injury

With all regulations being followed, and best practices encouraged the likelihood of a fire is low. However, with a large fireworks display, various food trucks, and high use of electricity and generators, combined with the potential for dry ground conditions, a fire could occur, and the impact could be severe.

Bringing so many visitors together in one location for an event of this nature will almost inevitably lead to some minor personal injuries being sustained.

 

  

The sound system at the main stage and on Saturday, the public announcement system on the Plowing Match side, will be used to make any necessary announcements regarding lost persons. In the event that a lost person is not found quickly, Event Organizers will dial 911 to activate Emergency Response. The Fireworks Display will be operated by a licensed fireworks technician. Required permits will be secured prior to the event. If ground conditions are too dry on Friday night, the fireworks display will be rescheduled. There is a fire extinguisher in the only permanent park structure, the canteen. All food trucks are required to pass a fire inspection and carry a fire extinguisher in order to become licensed.

South Frontenac Township has done many improvements to the park ground over the past couple of months, improving accessibility for all users. Care will be taken to ensure activities are located in appropriate areas, taking into consideration type of activity, ground conditions, proximity to expected pedestrian traffic, etc. All electrical cords crossing pedestrian traffic patterns will be secured to the ground and be highly visible. Other potential trip hazards, such as guy wires, will be kept to unobtrusive areas and be highly visible.

Frontenac County Advisory Committees – 150th Anniversary Planning Advisory Committee Update Report July 17, 2015 Page 9 of 11

AGENDA ITEM #b)

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and groups may easily become separated, resulting in lost persons, especially children.

2015-077 150th Anniversary Planning Advisory Committee Final…

   

#6 Public Disorder

Commissionaires Security Solutions will be on site for the full duration of the event, and overnights Friday and Saturday. The presence of professional security officers will deter public disorder.  Volunteers will be trained to anticipate and avoid overcrowding. The number of visitors allowed into specific areas at once will be limited (i.e., beer tent, stage audience).  The Service Provider running the beer tent is obligated to ensure all its volunteers are Smart Serve Certified and will not serve alcohol to people obviously under the influence.  The beer tent will serve beverages in plastic cups, and drinks will not be allowed outside of the beer tent area.

Frontenac County Advisory Committees – 150th Anniversary Planning Advisory Committee Update Report July 17, 2015 Page 10 of 11

AGENDA ITEM #b)

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If the event is as well attended as anticipated (10,000 visitors over the course of three days), there could be time periods during which the park is quite crowded. Given the family friendly atmosphere, it is unlikely that public disorder will occur, but the onsite beer tent increases the likelihood of a disturbance.

See Risk Mitigation strategies for Motor Vehicle & Vehicle/Pedestrian Collisions. Activities that are not interactive in nature (i.e., historical reenactment, strongman competition) will be sufficiently separated from spectators. Third party service suppliers will be responsible to ensure the safe set up and safety of participants in activities that are interactive in nature (i.e., petting zoo, bouncy castles, midway rides, etc). Third party service suppliers setting up and operating equipment (i.e., sound equipment, large tents, etc) will be required to follow their company’s safety standards.

2015-077 150th Anniversary Planning Advisory Committee Final…

AGENDA ITEM #b)

Page 16 of 16 Frontenac County Advisory Committees – 150th Anniversary Planning Advisory Committee Update Report July 17, 2015 Page 11 of 11

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