Town of Whitby Minutes of Meeting Whitby In Bloom Committee Minutes Date: January 14, 2014 Time: 2:30 p.m. Location: Municipal Building, Committee Room 2 Present: Regrets: Ken Montague, Sue Estrela, Sue Green, Jane Austin, Don Wick, Debbie Flieler, Mary Ellen Simerson, Elsie Myette, Joyce Marshall, Wendy Nunn, Vera Felgemacher Margaret McGibney, Steve Edwards Welcome Sue Estrela welcomed new committee member Vera Felgemacher. Approval of minutes: The minutes of the November 5, 2013 meeting were approved as submitted. Mentoring by Odette Sabourin Communities in Bloom: Odette will arrive on Sunday, January 26 and depart on Monday, January 27. A dinner will be held with the volunteer committee members at Sue Green s residence with staff and a few volunteers will meet with Odette on Monday. It is anticipated that this will be the only face-to-face meeting and that further communications can be facilitated via the internet. Municipal Profile Books Review: Sarnia, Ontario (Debbie Flieler) It is all about the youth Offer workshops on floral design Place a lot of emphasis on water features Feature an edible ornamental garden one tomato project where neighbours share their vegetables and any excess goes to local food banks
Date: January 14, 2014 Page 2 of 7 Took the judges on a tour in a helicopter Give speeches to students at local schools about the environment and community involvement The budget for the competition was $15,000.00 Hold an amazing waste run where students from different schools compete against each other to see who can collect the most waste. This is similar to Whitby s Earth Week program and activities of the Whitby Youth Environmental Association. The committee noted that this work would be highlighted in our 2014 Profile book. Wood Buffalo, Alberta (Sue Estrela) Included the tour in their Profile Included a commitment sheet, as well as a summary at the beginning of the book. Included maps and statistics such as number of sports centres/fields, parks, population growth, planning for growth strategy, etc. Named flower of the year Large number of children s programs Graffiti program Develop community partnerships e.g. Suncor The book was very large 180 pages Pembroke, Ontario (Sue Estrela) The profile was very small and more like a pamphlet. The committee did not feel it was indicative of other entries. Aylmer, Quebec (Sue Green) The pictures in the book were relevant to the text and often had caption under them for clarity Each page was marked at the bottom with the Town s logo and a CIB designation on the opposite page Highlighted important points in bold or a different print colour Listed all the species of trees Included a map of the judges tour Included the logos of all of their sponsors, one of whom was the Aylmer Horticulture Society Goderich, Ontario (Joyce Marshall) Published the number of volunteers Population is under 8,000 Will be mentoring Clinton, who will be entering the competition this year Host a pitch-in week sponsored by Tim Horton s
Date: January 14, 2014 Page 3 of 7 Have an anti-litter campaign Purchased a new weed steamer Have interpretive plaques Have a tree removal program and use gator bags for watering, as does Whitby Have 170 hanging baskets, versus Whitby which has about 1/3 of that number. They also have 60 volunteers to help with their floral plantings. Have a pay-it-forward program Stratford, Ontario (Mary Ellen Simerson) Judges were welcomed by the Town Crier. Judges were taken on a flight of the area. The responses to the previous year s judges comments were highlighted Highlighted youth/heritage leaders Have a lot of industry participation/partners Have a local food centre where they grow, cook and share food Included the judges tour in their Profile Listed their previous awards Built an arboretum Have a children s memorial garden Have a winter festival Grade 3 flower garden planting program Received about $10,000 from local businesses Barrie, Ontario (Jane Austin) Profile book is easy to read and includes lots of statistical information but no maps List their sponsors and actively solicit funding from local businesses Have several student programs youth is a big focus Have a boulevard policy Had representatives at all locations on their judges tour More staff assigned than Whitby Community garden policy Hanging basket program Little bloomers program and a heritage program All committee members were asked to forward their Profile books to Sue Estrela for the meeting with Odette Sabourin later in January. Review of CIB Judges Evaluation: Judges General Comments: Have more representatives at tour sites to better evaluate community involvement. This was a big point and the committee will definitely have representatives at all sites in 2014.
Date: January 14, 2014 Page 4 of 7 The judges noted that one of the communities had a pay-it-forward program whereby their committee selected 50 gardens to recognize with a plaque/sign of some sort for two weeks. After the two weeks were up it was the homeowner s responsibility to pass their plaque/sign on to another homeowner, etc. Tidiness: The bylaw respecting unwanted signage and the number of waste receptacles in the Town of Whitby will be reviewed and noted in the 2014 Profile. It was also noted that the committee needs to ensure a drive-by before the judges tour to ensure all litter has been picked up. The BIA for downtown could assist to help combat litter, vacant storefronts, floral displays, etc. The committee acknowledged that this is not likely to happen, based on historical events. Environmental Action: The judges would like to meet representatives at Thickson Woods. The judges felt that Whitby could provide bat boxes through volunteer organizations. Joyce will check potential sources to build these boxes. Heritage: There could be a greater purpose for Cullen Cottage as a nature interpretation center or a seniors lodge associated with the Bocce courts. The committee discussed the planned reflection pond for wounded warriors, as well as the future spa to be built. It is felt that this would not be ready in time for the 2014 tour. Horticulture staff has completed a tree inventory and plan to compile a list of heritage trees in the future. Councillor Montague indicated that there is currently a large study being undertaken about possible changes to the waterfront from Pickering to Oshawa and that this item should be addressed as part of that study. Urban Forestry: Damage to base of trees in parks caused by whippersnappers; downtown core street trees stressed due to restricted root development so expand tree wells and establish continuous growing trenches and add raised/curbed tree pits during rehabilitation of downtown core. All of these items will be referred to Jen Smith. The committee discussed more waterfront planting, particularly sustainable grasses. Ken suggested that the judges be taken to the Chef s College for lunch as part of their tour in 2014. The Committee welcomed this idea. Providing power to trees for night time illumination shows some conduit and power boxes attached to tree trunks in a permanent fashion. Alternate methods should be found. This will be discussed with Jen Smith. Landscape:
Date: January 14, 2014 Page 5 of 7 The committee will highlight Whitby s commitment to universal accessibility in public spaces as part of the 2014 Profile. The committee will discuss gateway or entrance features with Odette. This has been reviewed by the Town in the past and declined due to the inordinately high cost. Public art and fountains could be expanded throughout the community. The committee will ensure that the Save the Troops plaques on the bridges on Brock and Thickson are highlighted in the Profile. The trees at the Brooklin library appear to have a high level of stress in existing stimulate growth. The committee noted that the current practice is that if a tree dies, it is replaced. Don will pursue this recommendation to see what can be done. The committee will discuss the hardwood tree in the community centre s woodlot with Odette to gain clarity on the judges comment about making this a living picture for the centre. Floral Displays: Incline/raise carpet beds to allow better visibility by the public. The Town s floral budget of $22,000 will be discussed with Odette. Whitby should explore new technologies and use of new species to create drama, etc. Work with schools and institutions in partnerships for enhancing the community, addressed through the youth council or individual learning centres. Revisit the front yard recognition, backyard discover program, or spontaneous most striking property through Whitby In Bloom or Mayor s award for gardening. The committee will take this under advisement. These items will be referred to Jen Smith of Operations. The judges also commented on the heavy traffic through Brooklin. This has now been corrected since all truck traffic has been diverted to Thickson Road. In addition, it was noted that one of the communities had a pay-it-forward program whereby their committee selected 50 gardens to recognize with a plaque/sign of some sort for two weeks. After the two weeks were up it was the homeowner s responsibility to pass their plaque/sign on to another homeowner. Recommendations for 2014: It was noted that Brooklin has 7 new trees planted in the Brooklin Horticultural Society garden and that this should be published in the Profile. The park is used as an educational tool. There have been more benches put in the park to encourage people to stop by and reflect and learn. Include the Brooklin Horticultural Society as one of the Whitby sponsors. Include more statistics volunteer hours, number of parks, sports centres, population, etc. Include a map of the judges tour Highlight important points we want the judges to notice Include all our sponsors Put more emphasis on our youth initiatives Add how the Town dealt with the ice storm destruction in the community
Date: January 14, 2014 Page 6 of 7 2014 Garden Tour: Confirmed properties to date: 1. 532 Reynolds Street, Whitby, Ontario L1N 6H5 2. 709 Centre Street South, Whitby, Ontario 3. 9575 Baldwin Street, Myrtle Station, Ontario 4. 18 Fawn Court, Whitby, Ontario L1P 1L5 5. 111 Trent St West, Whitby Ontario L1N 1L9 6. 84 Frost Drive Whitby, Ontario L1P 1C9 1160 Brawley Road, is a potential tour property. Mary Ellen will pursue this lead. Other gardens will be confirmed at the next meeting. 2014 Speaker Series: Jane reported that Carson Arthur from HGTV, will speak on March 26. The topic of his speech will be Show Me The Money based on the fact that landscaping is the third highest cost for homeowners, following kitchen and bath renovations. Discussion was held about holding the series at the Brooklin Anglican Church rather than the United Church, since it is larger. Don felt that the cost would not be higher there than at the Brooklin United Church. This issue will be further reviewed with Brooklin Horticulture. Discussion was held regarding a speaker for the April 26 slot. It was noted that a lot of good landscape gardeners don t have public speaking skills so that presents a challenge to the committee. Marjorie Mason may be a potential. Debbie agreed to check Landscape Ontario s website to see if there are any potential speakers who presented at their recent conference. Tracking Volunteer Hours: Sue Estrela advised that all committee members would be asked to track their hours, starting January 1, 2014. This includes travel time to meetings, events, etc. Sue will send a tracking sheet to committee members via email or hard copy. Correspondence: Sue Estrela noted that Communities in Bloom have requested our response to participating in the 2014 competition. She advised that Council had approved participation in principle but that we could not confirm participation until the budget has been approved in February. Correspondence has been received from Parks Canada. Parks Canada in partnership with the Town has requested to host a recognition event at the former Camp X site in 2014. It was noted that Camp X is already on the Doors Open tour. The committee will discuss this item at a future meeting, once the date of the event is confirmed.
Date: January 14, 2014 Page 7 of 7 Next Meeting: The next meeting will be held on Tuesday, February 4 from 2:30 p.m. to 4:00 p.m. at the Municipal Building, 575 Rossland Road East, Whitby. Meeting Adjourned at 4:25 p.m.