Body: Planning Committee Type: Agenda Meeting: Regular Date: June 24, 2015 Collection: Council Agendas Municipality: Frontenac County
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150TH ANNIVERSARY ADVISORY COMMITTEE June 24, 2015 – 10:00 AM County of Frontenac, Bud Clayton Memorial Room, 2069 Battersea Road, Glenburnie
AGENDA Page 1.
Call to order
Adoption of the Agenda a) That the agenda for the June 24, 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 [date]
3-6
That the minutes of the 150th Anniversary Planning Advisory Committee meeting held April 8, 2015 be adopted. 5.
Deputations and/or presentations
150th Anniversary Advisory Committee (AAC) Work Plan a) 2015-063 150th Anniversary Planning Advisory Committee Update Report
7-8
(Essay submissions will be distributed separate from the agenda)
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Communications Correspondence to Mr. Orland French advising him of County Council a) resolution to not support the historical book project as presented by him to the 150th Anniversary Planning Advisory Committee.
Page 1 of 10
Page 10
b)
Correspondence from The Lieutenant Governor of Ontario regarding the 150th Anniversary Showcase
Other business
Next Meeting
Adjournment
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AGENDA ITEM #a)
Minutes of the 150th Anniversary Planning Advisory Committee Meeting April 8, 2015 A meeting of the 150th Anniversary Planning Advisory Committee was held in the Bud Clayton Memorial Room at the County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, April 8, 2015 at 10:00 AM Present: Natalie Nossal Barb Sproule Pat Barr Tasha Lloyd David Woodman Gary Davison Phil Leonard Regrets: Jim Vanden Hoek Staff Present: Anne Marie Young, Manager of Economic Development Alison Vandervelde, Communications Officer (Recording Secretary) Kelly Pender, Chief Administrative Officer
Call to order 10:03
Adoption of the agenda
Moved By: Seconded By:
Councillor Nossal Mr. Leonard
THAT the agenda for the April 8, 2015 150th Anniversary Planning Advisory Committee be adopted as circulated. CARRIED 3.
Disclosure of pecuniary interest and general nature thereof
None were declared.
Minutes of Meeting held [date]
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AGENDA ITEM #a)
Adoption of minutes Minutes of Meeting held February 11, 2015
Moved By: Seconded By:
Ms. Sproule Councillor Nossal
THAT the minutes of the 150th Anniversary Planning Advisory Committee meeting held February 11, 2015 be adopted as circulated. CARRIED 5.
Deputations and/or presentations Mr. Orland French appeared before the Committee and presented his proposal to publish a new book on Frontenac County’s history and request the County’s assistance. His presentation echoed that of the January Council meeting, and featured a video of some of the 2000+ aerial photos of the County taken in the fall. Mr. Orland stated that the project will go ahead in some way even without support from the County, but his group would like the County to come on board as the main partner. He outlined a business model that has worked elsewhere in the past: The $80,000 investment could be split five ways between the Townships and the County. 2,800 books would be printed, with each book costing approximately $30 to produce. Each book could be sold for $40 or $45, with a profit margin of about $10 or $15 per book. It could be used as a fundraiser for local community groups. Mr. French outlined a possible financial schedule: The contract with his group would be for $50,000 – the $30,000 would be paid at the end of the project and cover the printing costs. He would require 10% upfront and the remainder could be paid out on a monthly basis.
150th Anniversary Advisory Committee (AAC) Work Plan 2015-046 150th Anniversary Planning Advisory Committee County Support for Proposed Book on the History of Frontenac County
The Committee chose not to address the following staff recommendation that was contained in the report.
150th Anniversary PAC Meeting Minutes April 8, 2015
Minutes of Meeting held [date]
Page 2 of 2
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AGENDA ITEM #a)
WHEREAS the historical book project as presented by Mr. Orland French requires a prohibitively high initial investment and, given the extremely labour intensive nature of selling the books, the potential for the County of Frontenac to recover its cost is low, and the project holds relatively low value as a marketing tool for the region, THEREFORE BE IT RESOVED THAT the County of Frontenac not provide financial support for the historical book project as presented by Mr. Orland French. Mr. Pender joined the meeting and guided the committee through the financial model developed by staff. The committee discussed the logistics of the financial commitment and the implementation of the project. Concerns were expressed including the importance of having control over the editorial content and the hidden costs in staff time associated with selling the book. It was also suggested that there might be a connection with the nation’s 150th Anniversary coming up in 2017, and the potential availability of grants. Moved by: Seconded by:
Mr. Leonard Mr. Woodman
BE IT RESOLVED THAT the 150th Anniversary Planning Advisory Committee recommends County Council financially supports the historical book project as presented by Mr. Orland French and that the financial model as presented by staff be forwarded to County Council for its consideration at its regular meeting of April 15th. CARRIED 2015-037 150th Anniversary Planning Advisory Committee 2015 Work Plan Update Mr. McKinnon from Frontenac County Plowmen’s Association told the committee the Association is going ahead with plans to host its 2015 match to coincide with the 150th August Showcase, and in a field adjacent to Centennial Park. The Association usually publishes a tabloid program with advertising dollars covering the costs of hosting the match. Because that will not happen this year, the Association will require some financial support from the County. Costs are normally in the range of $1,500. With the bigger celebration this year, it might be wise to increase that investment to attract more participants and increase prize money. The committee agreed that $2,000 should be allocated to the plowing match. Mr. Woodman advised the committee that he had recently made contact with Laura Price, the 2014-2015 Ontario Queen of the Furrow. The committee directed Ms. Vandervelde to send a formal invitation to Ms. Price.
150th Anniversary PAC Meeting Minutes April 8, 2015
Minutes of Meeting held [date]
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AGENDA ITEM #a)
The next meeting of the FCPA will be in May. The committee agreed that at each of the next four County Council meetings, Ms. Young should dress in her period costume and do a brief presentation.
Communications
Other business
Next meeting date
The next regular meeting of the 150th Anniversary Planning Advisory Committee is scheduled for June 10, 2015 at the County Administrative Building. 10.
Adjournment
Moved By: Seconded By:
Councillor Nossal Ms. Barr
THAT the meeting hereby adjourn at 11:13am CARRIED
150th Anniversary PAC Meeting Minutes April 8, 2015
Minutes of Meeting held [date]
Page 4 of 4
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AGENDA ITEM #a)
Report 2015-063 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:
Wednesday, June 24th, 2015
Re:
150th Anniversary Planning Advisory Committee Update Report
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
- Heritage Costume Ball Committee members are asked to please bring their unsold Heritage Costume Ball tickets to the June 10th meeting, along with any revenue from sold tickets. We will take this opportunity to check progress, redistribute unsold tickets and discuss strategies moving forward.
- 150th Anniversary Scholarship The Committee needs to discuss the submissions for the 150th Anniversary Scholarship (as circulated under separate cover) and determine the successful recipient.
- Promotional / Volunteer Opportunity The South Frontenac Recreation Committee needs volunteers for the Harrowsmith Canada Day Celebrations, to stand at the gate and accept donations (toward the fireworks). They have approached County staff, as this will be a good opportunity to Frontenac County Advisory Committees – 150th Anniversary Planning Advisory Committee Update Report June 24, 2015 Page 1 of 2
2015-063 150th Anniversary Planning Advisory Committee Updat…
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AGENDA ITEM #a)
pass out information about and promote the August 150th Anniversary celebration. Any help from Committee Members is much appreciated. 4. Marketing Campaign Focused marketing efforts, including a radio campaign (Country 93.5), newspaper advertisements, and posters will ramp up toward the end of the month. 5. Frontenac Doors Open The Frontenac Doors Open Event took place on Saturday, June 13th. The following locations participated. Location Old House Museum, Wolfe Island Sacred Heart Church, WI K&P Trail, Harrowsmith St. Paul’s United, Harrowsmith Grace Centre, Sydenham Sydenham Library & South Frontenac TWP Council Chambers Princess Anne Building, Hartington Verona Lions Club Bedford Hall, Godfrey Bradshaw School House, Tichborne Railway Heritage Park, Sharbot Lake Kennebec Community Hall, Arden Cloyne Pioneer Museum & Archives Clarendon & Millar Archives, Plevna Holiday Manor Fishing Lodge, Battersea Total
~ Attendees 30 5* 40 50 40 23 & 21 33 14 19 20 75 32 29 15 2* 448
*The Sacred Heart Church and Holiday Manor Fishing Lodge were not included in most promotional initiatives as they registered after advertising products were produced. Financial Implications $120,000 has been allocated 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. A CFDC grant will provide $16,000 for marketing initiatives to include local businesses. Revenues from admission tickets for the grand ball and merchandise sales are expected to offset a portion of the cost of the Showcase.
Frontenac County Advisory Committees – 150th Anniversary Planning Advisory Committee Update Report June 24, 2015 Page 2 of 2
2015-063 150th Anniversary Planning Advisory Committee Updat…
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AGENDA ITEM #a)
Correspondence to Mr. Orland French advising him of County C…
Page 9 of 10
AGENDA ITEM #b)
Correspondence from The Lieutenant Governor of Ontario regar…
Page 10 of 10
