TOWN OF AURORA SESQUICENTENNIAL AD HOC COMMITTEE MEETING MINUTES

Transcription

1 TOWN OF AURORA SESQUICENTENNIAL AD HOC COMMITTEE MEETING MINUTES Date: Wednesday, March 6, 2013 Time and Location: Committee Members: Member(s) Absent: Other Attendees: 7 p.m., Tannery Room, Aurora Town Hall Alison Collins-Mrakas (Chair), Tim Jones, Lindsay McGuire (arrived 7:05 p.m.), Stewart McLaren, Brian North, Greg Smith (Vice Chair), and Brian Trussler None Councillor John Abel, Al Downey, Director of Parks and Recreation Services, Michael Kemp, Manager of Corporate Communications, Maria Schembri, Sesquicentennial Special Events Coordinator, Shelley Ware, Special Events Coordinator, and Patty Thoma, Council/Committee Secretary The Chair called the meeting to order at 7 p.m. DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. APPROVAL OF AGENDA THAT the agenda as circulated by the Customer and Legislative Services Department with the following addition be approved: Delegation (a) Mr. John Clement, representing the Aurora Community Arboretum Re: Aurora Community Arboretum Sesquicentennial Event

2 Wednesday, March 6, 2013 Page 2 of 5 ADOPTION OF MINUTES Sesquicentennial Ad Hoc Committee Meeting Minutes of February 20, 2013 Moved by Brian North Seconded by Greg Smith THAT the Sesquicentennial Ad Hoc Committee adopt the Sesquicentennial Ad Hoc Committee meeting minutes of February 20, DELEGATIONS (a) Mr. John Clement representing the Aurora Community Arboretum Re: Aurora Community Arboretum Sesquicentennial Event John Clement noted that the Aurora Community Arboretum is Aurora s living tree museum and that the Aurora Community Arboretum would like to participate in the Sesquicentennial celebrations by dedicating a 150 year old tree as a Sesquicentennial tree. He advised that members of the Arboretum are working with Town staff and preparing a sign for a public tree unveiling near the Aurora Family Leisure Complex on Canada Day. Mr. Clement indicated that the Aurora Community Arboretum would be holding an all-ages Interpretive Walk. Seconded by Greg Smith THAT the comments of the delegate be received; and THAT the Sesquicentennial Ad Hoc Committee work with the Aurora Community Arboretum on this initiative. THAT the Procedural By-law be waived to add a delegation. (two-thirds majority) (b) Councillor John Abel Re: South Frontenac 150 Celebration Councillor Abel advised that he has been speaking with the Mayor of South Frontenac who requested advice with respect to the South Frontenac 150-year celebration in He asked if the Sesquicentennial Ad Hoc Committee would

3 Wednesday, March 6, 2013 Page 3 of 5 contact South Frontenac and provide the Committee s Terms of Reference as well as any other guidance in preparing for South Frontenac s celebration. Moved by Brian Trussler THAT the comments of the delegate be received for information. Councillor Abel left the meeting at 7:15 p.m. MATTERS FOR CONSIDERATION 1. Aurora Tattoo Update Moved by Lindsay McGuire Seconded by Tim Jones THAT the Sesquicentennial Ad Hoc Committee receive the Aurora Tattoo Update; and THAT the Aurora Tattoo be held at the Aurora Community Centre and Machell Park on Sunday, May 5, 2013; and THAT staff proceed with the preparation and organization of the format, and program of bands for the Aurora Tattoo; and THAT staff be authorized to contract with the bands; and THAT staff proceed with the Schedule of Events brochure; and THAT staff proceed with four videos to be produced by SNAP; and THAT staff proceed with street banners to be put up by Town staff as soon as possible; and THAT staff proceed with the proposed marketing plan as presented.

4 Wednesday, March 6, 2013 Page 4 of 5 2. Keepsake Options Update Moved by Linday McGuire THAT the Sesquicentennial Ad Hoc Committee receive the Keepsake Options Update; and THAT staff proceed with the order of 10,000 lapel pins as part of the Aurora Tattoo budget. 3. July Event Discussion Moved by Lindsay McGuire Seconded by Tim Jones THAT the Sesquicentennial Ad Hoc Committee receive the July Event Discussion; and THAT Committee member Brian North contact the Rotary Club regarding the Dance in the Park to be held on June 30, 2013; and THAT Committee member Brian North source bands and report back to the next Committee meeting; and THAT the working group meet to flesh out the details for the Canada Day weekend event and report back at the next Sesquicentennial Ad Hoc Committee meeting. Moved by Brian Trussler THAT the following Items 4, 5, and 6 be deferred to the next Sesquicentennial Ad Hoc Committee meeting: 4. September Event Discussion 5. Website/Virtual Time Capsule Update 6. Outreach and Follow-Up with Community and Commercial Partners Discussion

5 Wednesday, March 6, 2013 Page 5 of 5 NEW BUSINESS Shelley Ware advised on details and costs with respect to ice logos at the Aurora Community Centre, the Aurora Family Leisure Complex, and the Stronach Aurora Recreation Complex. Moved by Greg North Seconded by Lindsay McGuire THAT the Procedural By-law be waived to allow for a motion. (two-thirds majority) Moved by Greg North Seconded by Brian Trussler THAT staff proceed with the option of ice logos at the Aurora Community Centre and the Aurora Family Leisure Complex at a cost of $226. Brian Trussler requested a detailed financial statement outlining the costs associated from the Mayor s Levee held on February 3, ADJOURNMENT Moved by Brian North Seconded by Stewart McLaren THAT the meeting be adjourned at 8:55 p.m. THE REPORT OF THE SESQUICENTENNIAL AD HOC COMMITTEE MEETING OF MARCH 6, 2013 RECEIVED APPROVAL BY GENERAL COMMITTEE ON MARCH 19, 2013 AND FINAL COUNCIL ENDORSEMENT OF THE RECOMMENDATIONS ON MARCH 26, 2013.