Body: Planning Committee Type: Agenda Meeting: Regular Date: August 27, 2014 Collection: Council Agendas Municipality: Frontenac County
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Document Text
150TH ANNIVERSARY ADVISORY COMMITTEE AGENDA Date and Time
Wednesday, August 27, 2014 at 10:00 a.m.
Place
County of Frontenac Administrative Boardroom 2069 Battersea Road, Glenburnie
Members: Gary Davison, Councillor Janet Gutowski, Councillor Pat Barr, Community Member
Phil Leonard, Community Member Jim Vanden Hoek, Community Member Barbara Sproule, Community Member Dave Woodman, Community Member
Page
- Call to order
- Adoption of the agenda
- Disclosure of pecuniary interest and general nature thereof
- Adoption of minutes 3-9
•
Minutes of Meeting held June 11, 2014
- Deputations and/or presentations
- 150th Anniversary Advisory Committee (AAC) Work Plan 10-13
•
2014-128 150th Anniversary Planning Advisory Committee – 2014 Work Plan Update
- Communications
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Page 7. Communications 14-17
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150th V.I.P. Invitation Responses
- Other business
- Next meeting date
•
The next meeting of the 150th Anniversary Planning Advisory Committee is scheduled for Wednesday, October 8, 2014 at 10:00 a.m. at the County Administrative Building.
- Adjournment
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Minutes of the 150th Anniversary Planning Advisory Committee Meeting June 11, 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, June 11, 2014 at 10:00 AM In attendance: • Councillor Gary Davison • Councillor Janet Gutowski • Barbara Sproule • Jim Vanden Hoek Regrets: • Phil Leonard Staff: • Alison Vandervelde, Communications Officer • Anne Marie Young, Manager of Economic Sustainability 1.
Call to order
The Chair called the meeting to order at 10:10 a.m. 2.
Adoption of the agenda
Moved By: Seconded By:
Ms. Sproule Mr. Vanden Hoek
THAT the agenda for the June 11, 2014 150th Anniversary Planning Advisory Committee be adopted as circulated. CARRIED 3.
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.
150th Anniversary PAC Meeting Minutes June 11, 2014
Minutes of Meeting held June 11, 2014
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Adoption of minutes
Moved By: Seconded By:
Mr. Vanden Hoek Ms. Sproule
THAT the minutes of the 150th Anniversary Planning Advisory Committee meeting held May 14, 2014 be adopted as circulated. CARRIED 5.
Deputations and/or presentations
Ms. Young practiced the presentation she will be giving at the Ministry of Transportation Engineering Spring Workshop later today. Committee members agreed use of the word “Sesquicentennial” should be dropped from all 150th material, as it causes confusion and people do not connect with it. Mr. Vanden Hoek reiterated that the community will not look for donations from merchants participating in the passport program Ms. Sproule noted that the geography of the County needs to be described when presenting outside of the County, as many people are not familiar with the area it encompasses. 6.
150th Anniversary Advisory Committee (AAC) Work Plan a)
2014-103 2014 Work Plan Update
- Committee vacancies Mr. Mark Segsworth, South Frontenac Township Public Works Manager is interested in becoming part of the committee and will submit an application. Mr. Wayne Grant and Mr. Everett Hogan, representatives from the Wolfe Island Plowmen’s Association, took advertisements for the vacancies with them and will distribute them to some people from the Islands.
- RFP for Special Events Coordinating Services Staff reviewed that the RFP will be issued next week. The Committee is eager to get someone into the position.
- Abrams Brothers Availability 150th Anniversary PAC Meeting Minutes June 11, 2014
Minutes of Meeting held June 11, 2014
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The committee recommended another band be booked for the headlining concert and suggested Ambush and Shawn McCullough as potential options. The committee offered other suggestions for live music throughout the weekend: James Kirkham, from Wolfe Island, a violinist named Jim Flynn, the Bauder Road Band and Still Standing from Inverary. 4. 50 Stories / 150 Years Committee members have submitted suggestions to Jeff Green for this project. Councillor Davison is still planning to do so. 5. Committee’s Attendance at Community Events There will be a modest Canada day celebration on the Islands. The pop-up banners might be good for this event. Councillor Davison will participate in a parade and would like two of the car door magnets. Councillor Gutowski will also need two car door magnets for Canada Day. Ms. Sproule will be attending the Snow Road Breakfast and will need some signage. The Abrams Brothers are performing a free concert on August 24th at Snow Road. Ms. Sproule will attend and will require some signage for that event. 6. Luncheon with Interested Historical Societies Councillor Gutowski expressed concern that it will take a lot of work to get the historical groups in Central and North Frontenac to participate collaboratively in the 150th Anniversary, as they are quite busy, don’t have much in the way of human resources and focus on their local area. Signage should be erected during the August Showcase to promote the local historical societies, museums and associations throughout the County. b)
Discussion on the involvement of the Wolfe Island Plowmen’s Association The Committee and Mr. Grant and Mr. Hogan discussed the potential site for the plowing match. The Committee is currently exploring two options: 1) John Graham’s Farm, at the end of Graham Road and 2) Everett Kerr’s property, to the east of HWY 38. Mr. Hogan indicated that normally a plowing match requires 25 acres, but it could be scaled back to 15 acres if space is limited. Councillor Davison will work to confirm the plowing match site, will investigate the cost of reseeding (as that is a concern of the landowners), and will work with Mr. Grant and Mr. Hogan to arrange a site visit prior to the Committee’s next meeting. Mr. Hogan and Mr. Grant will contact Brendan McKinnon of the Frontenac County Plowmen’s Association and create a plan for the plowing match and report back to 150th Anniversary PAC Meeting Minutes June 11, 2014
Minutes of Meeting held June 11, 2014
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staff prior to the Committee’s next meeting. The Committee confirmed with Mr. Hogan that the plans for the plowing match would include both plowing demonstrations with modern day equipment and displays of antique farming equipment. c)
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 took place as a working lunch at the end of the meeting] Communications
Other business The Commemorative Quilt Project Councillor Gutowski reviewed the efforts she has made in pursuing this project. The committee decided that a contest should be held for best design and the winner would be commissioned to create the quilt. The committee directed staff to create the outline, rules and regulations for a Commemorative Quilt Design Contest similar to the logo design contest held in 2012. Staff will present the contest outline for the committee’s consideration at its next meeting. Staff will work with Councillor Gutowski to compile a panel of local artisans to jury the selections and recommend a winning submission to the Committee by its October 8th meeting. Military Involvement in 2015 Showcase The committee discussed CFB Kingston’s involvement in the opening day parade. Ms. Sproule will contact CFB Kingston and arrange for Ms. Young to make a presentation and ask them to be involved in the parade. Portland Recreation Committee Mr. Segsworth reviewed ongoing work of the Portland Recreation Committee to improve Centennial Park, including the construction of a stage and the possible linking of the Frontenac K&P Trail to Centennial Park. Though the link may not be complete for August 2015, it would present great opportunity beyond the 150th Celebration.
150th Anniversary PAC Meeting Minutes June 11, 2014
Minutes of Meeting held June 11, 2014
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Mr. Segsworth also suggested 150th Anniversary signage could be placed along the “Frontenac Corridor” (from the US Border to HWY 41). The committee supported this idea as a potential legacy project. Mr. Segsworth will bring more information regarding requirements and costing to the Committee’s next meeting. Councillor Davison asked if there are any funds available in the budget for clearing saplings and brush at Centennial Park, work that needs to be completed this year. The committee supported assigning a few hundred dollars out of the Operations and Overhead line in the 150th Anniversary Celebration budget for this purpose. 9. 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. 10.
Adjournment
Moved By: Seconded By:
Mr. Vanden Hoek Councillor Gutowski
THAT the meeting hereby adjourn at 11:40 a.m. CARRIED Notes from the 150th Anniversary Planning Historical Societies Luncheon June 11, 2014 The 150th Anniversary Planning Advisory Committee hosted a luncheon with local Historical Societies in the Frontenac Boardroom of the County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, June 11, 2014 at 12:00 PM In attendance: • 150th Anniversary Planning Advisory Committee o Councillor Gary Davison o Councillor Janet Gutowski o Barbara Sproule o Jim Vanden Hoek • Wolfe Island Plowmen’s Association o Wayne Grant o Everett Hogan • Wolfe Island Historical Society o Denis Chercuitte o Hank Connell 150th Anniversary PAC Meeting Minutes June 11, 2014
Minutes of Meeting held June 11, 2014
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• • •
o Brian MacDonald Cloyne and District Historical Society and Cloyne Pioneer Museum and Archives o Red Emond o Margaret Axford o Ian Burmmell Harrowsmith Women’s Institute o Barb Stewart o Joyce Watson Portland District Heritage Society o Karen Stinson o Enid Bailey Bellrock Community Hall Association o Lois Grant o Lynne Hutcheson
Staff: • Alison Vandervelde, Communications Officer Councillor Davison welcomed the group at 12:20 p.m. Ms. Vandervelde briefly reviewed the Committee’s plans for the Anniversary and opened the floor for discussion regarding involvement of the Historical Societies:
- Organize the Historical Artifacts Travelling Exhibit Historical Group members expressed concerns regarding security of artifacts and logistics of displays. The group decided that a marketing program promoting the local historical groups/museums/associations at their own locations would be more feasible and cost effective than creating a travelling exhibit. Each location will need signage indicating that it is part of the County’s 150th Historical Tour and each group agreed to assemble a special 150th display of some kind. The following groups/museums/associations should be involved:
- Wolfe Island Historical Society
- Cloyne Pioneer Museums and Archives
- Harrowsmith Women’s Institute
- Sydenham Women’s Institute
- Portland District Heritage Society
- Bellrock Community Hall Association
- Central Frontenac Railway Heritage Society
- Kennebec Historical Society
- Bedford Historical Society
- Clarendon Miller Archives Group It was suggested that the Historical Tour might become part of the Passport Program that the Committee is already planning. Mr. Ian Brummell cited a program called “Stamp Around Alberta” that was quite successful 25 years ago. The group discussed geo-
150th Anniversary PAC Meeting Minutes June 11, 2014
Minutes of Meeting held June 11, 2014
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caching (using historical sites throughout the County) as a related initiative that could get young people involved. 2. Oversee the displaying of historical artifacts at the August 2015 Showcase The Historical groups confirmed that they would like to participate in the August 2015 Showcase by providing a display of artifacts and staff to man a booth for the duration of the event. Staff will prepare an outline of the program including the Historical Tour and Showcase elements for the committee’s consideration at its August 27th meeting. Once confirmed by the Committee, staff will work with each Historical Group to confirm their level of commitment and detailed considerations, and report back to the committee at its October 8th meeting. 3. Oversee the plowing match/display at the August 2015 Showcase (Wolfe Island Plowmen’s Association) This item was discussed during the Committee meeting 4. Provide input on the organization of the Heritage Ball Ms. Joyce Watson of the Harrowsmith Women’s Institute mentioned that their plans for 2015 already involve organizing a fashion show of period costumes for next spring. It was suggested that the models in that show should attend the Heritage Ball. 5. Provide input to the 50 Stories / 150 Years project Ms. Vandervelde encouraged anyone with suggestions to provide information to County staff, or contact Jeff Green at the Frontenac News directly. Other business It was suggested that, although the primary target market is comprised of those who have a direct relationship with the County, the local Tourist Associations must be involved. The group decided the overhead cost of reprinting or digitizing the History of the County of Frontenac would be prohibitive. The Cloyne Museum and Archives recommends Flickr as a promotional tool.
150th Anniversary PAC Meeting Minutes June 11, 2014
Minutes of Meeting held June 11, 2014
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Report 2014-128 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:
August 18, 2014
Date of meeting:
August 27, 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 fourth 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
- Amendments to the Procedural By-law regarding Term of Citizen Appointments
The County of Frontenac Procedural By-law establishes the Terms of Reference for all Committees of County Council – including member’s terms of appointment – and states that members shall hold office from the date of their appointment up to the end of the term of Council, that being November 30th of a Municipal Election Year. Given that the new Council will not officially take office until the inaugural meeting of County Council, scheduled for December 17, 2014, appointments to Committees would not happen until late January or February, 2015. As such, County Council, at its July 16th meeting, approved an amendment to the Procedural By-law that dictates that Citizen Committee members continue to serve on a committee past the expiration of their term, until they 150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update August 27, 2014
2014-128 150th Anniversary Planning
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are replaced. Council membership on Committees will end on November 30 of a municipal election year. Committee vacancies will be advertised beginning in September, 2014 to ensure a sufficient window for those interested to inquire and submit applications. 2. Welcome New Members Patricia Barr, Godfrey David Woodman, Wolfe Island 3. Building Communities Through Arts and Heritage Funding Staff has been notified that a grant in the amount of $33,900 has been awarded to the Frontenac County 150th Anniversary Showcase through the “Building Communities Through Arts and Heritage” program. This grant is to be used to defray the cost associated with the showcase that is incurred for eligible expenses between April 1, 2015 and March 31, 2016. Because the grant is less than applied for it is understood that the budget presented in the application will be revised accordingly. 4. RFP for Special Event Coordinating Services No responses were received for the RFP for Special Event Coordinating Services released in June, however, the Harrowsmith S&A Club expressed interest in coordinating much of the showcase event. As the committee has made it clear that a coordinator is of critical importance to the success of the celebration, and time is of the essence, and given that the Harrowsmith S&A Club has extensive experience successfully coordinating similar events, staff have requested the Harrowsmith S&A Club submit a proposal of fees and services. Representatives from the Club, President Pam Morey and past President Dan Bell have been invited to the August 27th meeting to discuss their proposal with the committee. 5. Headlining Concert With the Abrams Brothers unavailable for the Headlining Concert on Sunday afternoon, Ambush has been tentatively booked at a cost of $3,000.00 + HST. 6. Committee’s Attendance at Community Events At the June meeting, Committee Members committed to attending the following June/July/August community events. Arrangements need to be made for September events. Date JUNE/JULY Tues, Jul 1
Event
Status
Canada Day Celebrations in all Townships
Fri, Jul 4 – Sun, Jul 6
63rd Verona Lions Jamboree
July 26
Frontenac Essential Services Fair – Cloyne
Committee members in own Townships, except Frontenac Islands as no celebration held Councillor Davison and Mr. Leonard will work with Councillor John McDougall to ensure coverage. Staff (Ms. Young) &
150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update August 27, 2014
2014-128 150th Anniversary Planning
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10 am to 3pm August 9 SEPTEMBER September 6 September 13 September 20
Barrie Township Hall grounds, 14225 Hwy. 41 Councillor Gutowski Cattail Festival, Verona Staff (Ms. Young) North of 7 Community Day, Cloyne Wolfe Island Ploughing Match Ompah Firefighters Fall ATV Poker Run
Staff (Ms. Young)
- Commemorative Quilt Design Contest The contest rules have been drafted and posted to the County’s website and promoted through a media release, the August issue of Frontenac County Bytes and the County’s corporate social media accounts. The Frontenac News published a story on the contest in its August 14th issue and the Frontenac EMC interviewed Councillor Gutowski regarding the contest for its August 21st issue. The contest will close on Friday, September 26th, 2014 with winners being announced at the October 15 th meeting of County Council. All Committee members are asked to help promote the contest throughout their communities. A panel of judges – local community members representing diverse interests who, as a collective, can offer an objective and wellrounded perspective to the contest – is being assembled to judge the entries.
- Historical Societies Program A passionate group of local history buffs attended a luncheon with the committee on June 11th. The heritage society representatives did not support the committee’s idea of a travelling artifacts exhibit, given the fragility of artifacts, the potential lack of security and the high cost of such a project. The group decided that a marketing program promoting the local historical groups / museums / associations at their own locations would be more feasible and cost effective than creating a travelling exhibit. Doors Open Ontario is a program that invites residents and visitors to discover firsthand Ontario’s hidden heritage treasures, some of which have never been open to the public. Communities can apply to become part of the program for a registration fee of approximately $1,700. This program might be an effective means to market the Historical Stamp Tour. Further discussion is required. If the Doors Open Ontario program is not pursued as an avenue for this project, the following is a suggested plan for County’s 150th Historical Stamp Tour: Secure involvement from the following groups:
- Wolfe Island Historical Society
- Cloyne Pioneer Museums and Archives
- Harrowsmith Women’s Institute
- Sydenham Women’s Institute
- Portland District Heritage Society
- Bellrock Community Hall Association
- Central Frontenac Railway Heritage Society
- Kennebec Historical Society
- Bedford Historical Society
- Clarendon Miller Archives Group 150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update August 27, 2014
2014-128 150th Anniversary Planning
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Each Historical & Heritage Group will sign a commitment to participate for a period of five months, from April 1, 2015 – August 30, 2015, to include: Its street address, hours of operation and admission fees (if any) A listing and description of the items they will display in their special 150th exhibit A list of items and staff support it can provide for the Showcase event, along with any potential requirements (i.e., a tent, a table, chairs, electricity, etc.) The County will support the participating groups by providing, free of charge: Signage to indicate each location’s participation in the Historical Tour Stamps to mark visitors’ passports Passports for visitors to collect stamps from each location A prize at the Showcase event to entice visitors to complete their passports A cohesive branding package to ensure easy recognition of the program A marketing program to include: online promotion through the County’s corporate social media accounts and its monthly e-newsletter, media releases, brochures, paid advertising in local newspapers and promotion during the Showcase event. 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 $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. Revenues from admission tickets for the grand ball and merchandise sales are expected to offset a portion of the cost of the Showcase. Schedule of Remaining 2014 Meetings Meeting Dates Wednesday, October 8 at 10am Wednesday, December 10 at 10am
150th Anniversary Planning Advisory Committee Report – 2014 Work Plan Update August 27, 2014
2014-128 150th Anniversary Planning
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150th V.I.P. Invitation Responses
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150th V.I.P. Invitation Responses
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