Body: Planning Committee Type: Agenda Meeting: Regular Date: April 23, 2014 Collection: Council Agendas Municipality: Frontenac County
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Document Text
150TH ANNIVERSARY ADVISORY COMMITTEE AGENDA
Date and Time
Wednesday, April 23, 2014 at 10:00 a.m.
Place
County of Frontenac Administrative Boardroom 2069 Battersea Road, Glenburnie
Members: Gary Davison, Councillor Janet Gutowski, Councillor Marcel Giroux, Community Member, Chair
Phil Leonard, Community Member Jim VandenHoek, Community Member Bud Clayton , Warden, Ex-Officio
Page 1.
Call to order
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.
8-11
Deputations and/or presentations
150th Anniversary Advisory Committee (AAC) Work Plan •
2014-08 150th Anniversary Planning Advisory Committee 2014 Work Plan Update
THAT the 150th Anniversary Planning Advisory Committee accept this 2014 Work Plan Update report for information; AND FURTHER THAT the Council of the County of Frontenac delegate authority to staff, through consultation with the 150th Anniversary Planning Advisory Committee, 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.
Page 1 of 11
Page 7.
Communications
Other business
Next meeting date •
The next regular meeting of the 150th Anniversary Planning Advisory is scheduled for Wednesday, June 25, 2014 at 10:00 a.m. at the County Administrative Building.
- Adjournment
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AgendaItem#4•
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
Page 1 of 5
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AgendaItem#4•
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#4•
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#4•
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#4•
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#6•
Report 2014-080 COMMITTEE REPORT To:
Chair and Members of the 150th Anniversary Planning Advisory Committee
From:
Marian VanBruinessen Acting CAO/Treasurer
Prepared By:
Anne Marie Young Manager of Economic Development
Date prepared:
April 14, 2014
Date of meeting:
April 23, 2014
Re:
150th Anniversary Planning Advisory Committee – 2014 Work Plan Update
Recommendation THAT the 150th Anniversary Planning Advisory Committee accept this 2014 Work Plan Update report for information; AND FURTHER THAT the Council of the County of Frontenac delegate authority to staff, through consultation with the 150th Anniversary Planning Advisory Committee, 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. 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 provide input and suggestions regarding the planning for the Sesquicentennial celebration of the County of Frontenac that will commence January 1, 2015.
150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update April 23, 2014
2014-08 150th Anniversary Planning
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Comment
- VIPs for Early Invitation Being less than 18 months from the Showcase event, the VIP Letter attached as Appendix A should be sent to the following prominent persons as recommended at the July 2013 meeting: • • • • • • • • • •
Queen Prime Minister Premier Governor General Lieutenant Governor Senators MPs MPPs Past & Present County Council & Staff Past & Present TWP Council & Staff
- Volunteer Requirements for the August 2015 Showcase The Committee recognizes the importance of community volunteers in the success of the Showcase. It is estimated that approximately 100 volunteers contributing as many as 2,000 hours will be required for activities not limited to the following: o o o o o o o o o o o o
Prepare the site prior to the event and clean up afterwards Coordinate all Health and Safety efforts Provide support to Concessions and Exhibitors Provide support for stage/entertainment area Provide support for Family Activities Direct Parking Manage entrance gates Provide support for Community Barbeque Provide support to Plowing Match Manage operation of the Heritage Ball Coordinate Sunday Brunch Maintain site during event
- Luncheon with interested Historical Societies At its regular meeting on April 16th, 2014 County Council approved the Committee’s recommendation to invite interested Historical Societies to a luncheon. With the Committee’s decision on a date, staff can begin planning the event.
- Special Events Coordinator Job Description th
150 Anniversary Planning Advisory Committee Report – 2014 Work Plan Update April 23, 2014
2014-08 150th Anniversary Planning
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AgendaItem#6•
The Committee has identified that a full-time Special Events Coordinator will be required to ensure the successful implementation of plans for the 150th Anniversary. In conjunction with Human Resources, a job description is being drafted for such a position. A staff report will be sent to the May 7th Committee of the Whole meeting outlining the need for a Coordinator including a full job description and financial implications.
- Abrams Brothers to Headline the Showcase’s Closing Ceremonies Recommendation THAT the Council of the County of Frontenac delegate authority to staff, through consultation with the 150th Anniversary Planning Advisory Committee, 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 Though the request must formally be made to the band’s agent, Mr. Giroux has confirmed the availability of the Abrams Brothers to perform at the closing ceremony on August 23rd, 2015 at approximately 1:30 – 3:00 pm on stage in Harrowsmith. The band’s fee for this performance would be $5,000.00. Financial Implications To date, $90,000 has been allocated in reserves to support community-wide celebrations of the County’s 150th Anniversary. Revenues from admission tickets for the grand ball and merchandise sales are expected to offset a portion of the cost of the central celebration. Schedule of Remaining 2014 Meetings Being less than 18 months from the Showcase event, staff proposes the Committee consider rescheduling all future meetings so they fall just prior to County Council meetings in order to expedite actions requiring Council approval. Scheduled Meeting Wednesday, May 28 at 10am Wednesday, June 25 at 10am Wednesday, August 27 at 10am Wednesday, October 29 at 10am Wednesday, December 10 at 10am
Proposed New Meeting Date Wednesday, May 14 at 10am Wednesday, June 11 at 10am Same. No August Council Mtg Wednesday, October 8 at 10am Same. Already prior to Council
150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update April 23, 2014
2014-08 150th Anniversary Planning
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AgendaItem#6•
Appendix A DATE XXX XXX XXXXX XXXXXXXXXX XXX XXX Dear XXXXX: A farmer has stepped out of the 1870s to greet you at the gate with a nod and a warm smile. He stamps your hand, passes you a program and offers his best to you and your family as you enjoy your weekend. You can hear the music, smell the barbeque and can’t decide where you want to head first – the carnival rides, the plowing match or the heritage displays. It’s August 21st, 2015 and you’ve passed through the gates of the County of Frontenac’s 150th Anniversary Showcase, a three day festival celebrating our region’s past, present and future. The County of Frontenac invites you ‘out to the country’ to participate in this historic event that will feature activities celebrating our way of life and the rich lifestyle in the Frontenacs: Friday, August 21st • Opening Ceremony • Parade • Fundraiser Barbeque • Heritage Exhibitions • Vendor Kiosks • Food & Beer Tents • Family Activities • Live Music
Saturday, August 22nd • Plowing Match • Fundraiser Barbeque • Heritage Exhibitions • Vendor Kiosks • Food & Beer Tents • Family Activities • Live Music • Heritage Ball
Sunday, August 23rd • Sunday Brunch • Heritage Exhibitions • Vendor Kiosks • Food Tents • Family Activities • Headlining Concert! • Closing Ceremony
We are planning a number of opportunities during the weekend-long festival to recognize the pivotal contributions and achievements of community builders like you. The County has benefited from your influence, and as such we hope that you will help us show people what is different, better and special about our community in 2015. Please contact Alison Vandervelde, Communications Officer at the County of Frontenac by email at avandervelde@frontenaccounty.ca or by phone at 613-548-9400 ext 305 for more information and to confirm your attendance. We look forward to celebrating with you in 2015. Yours truly,
Bud Clayton, Warden County of Frontenac
Marcel Giroux, Chair 150th Anniversary Planning Advisory Committee
COUNTY OF FRONTENAC 2069 Battersea Road, Glenburnie, Ontario, Canada K0H 1S0 t. 613.548.9400 f. 613.548.8460 www.frontenaccounty.ca
2014-08 150th Anniversary Planning
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