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MINUTES - Ad Hoc Canada 150 Committee - 20170503 Town of Aurora Canada 150 Ad Hoc Committee Meeting Minutes Date: Wednesday, May 3, 2017 Time and Location: 6:30 p.m., Tannery Room, Aurora Town Hall Committee Members: Mayor Geoffrey Dawe (Chair), Ian Bryan, Art Hagopian, Kelly Mathews, and Ken Turriff Member(s) Absent: Damian D’Aguiar Other Attendees: Councillor Tom Mrakas, Laura Sheardown, Financial Analyst, Cash Flow and Investment, Shelley Ware, Supervisor, Special Events, Sarah Murray, Council/ Committee Secretary, and Linda Bottos, Council/Committee Secretary The Chair called the meeting to order at 6:37 p.m. 1. Approval of the Agenda Moved by Ken Turriff Seconded by Art Hagopian That the agenda as circulated by Legislative Services, with the following additions, be approved: • Delegation (a) Jamie and Helen MacDonald, representing Music Aurora; Re: Music Aurora Follow-up • Delegation (b) Corrie Clark, Resident; Re: Art Project • Delegation (c) David Heard, Resident; Re: Canadian Dance Party on Vinyl On a two-thirds vote the motion Carried Canada 150 Ad Hoc Committee Meeting Minutes Wednesday, May 3, 2017 Page 2 of 5 2. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 3. Receipt of the Minutes Canada 150 Ad Hoc Committee Meeting Minutes of April 3, 2017 Moved by Kelly Mathews Seconded by Ian Bryan That the Canada 150 Ad Hoc Committee meeting minutes of April 3, 2017, be received for information. Carried 4. Delegations (a) Jamie and Helen MacDonald, Residents Re: Music Aurora Follow-up Mr. MacDonald thanked the Committee members and Town staff for the cooperation and support provided to-date for the upcoming Aurora Summer Music Festival and distributed Canada 150-themed promotional pins to members of the Committee. Mr. MacDonald reported that both the Aurora Chamber of Commerce and Sport Aurora have committed to supporting this event, further ensuring its success on Saturday, August 5, 2017. Mayor Dawe advised that media outlets including the Auroran, the Era Banner, and snapd, as well as Town of Aurora social media outlets will be used to further promote this event. Moved by Ian Bryan Seconded by Art Hagopian That the comments of the delegation be received for information. Carried Canada 150 Ad Hoc Committee Meeting Minutes Wednesday, May 3, 2017 Page 3 of 5 (b) Corrie Clark, Resident Re: Art Project Ms. Clark presented ideas to the Committee for commemorating Canada 150 celebration with a number of concepts including large, wooden hockey stick structures, ironworks or other mediums in the shape of a maple leaf. She advised that she has identified a number of dead space areas in the Town of Aurora where these symbolic items could be placed. Additionally, Ms. Clark noted that she had attended a play where she remarked on a play’s backdrop of the parliament buildings. She mentioned the backdrop is no longer in use and suggested it could be repurposed as a photo backdrop for residents to capture family photos at a minimal cost as well as to keep on display for residents to view in a public setting. Moved by Ken Turriff Seconded by Ian Bryan That the comments of the delegation be received and referred to staff for consideration. Carried (c) David Heard, Resident Re: Canadian Dance Party on Vinyl Mr. Heard stated that he is not seeking financial assistance from the Town for this event noting that he is relying on external funding sources only. The Committee indicated that funding is available if required. Mr. Heard indicated that he has committed to moving forward with the event if funding is secured by May 19, 2017. Moved by Ken Turriff Seconded by Ian Bryan That the comments of the delegation be received for information. Carried 5. Matters for Consideration Canada 150 Ad Hoc Committee Meeting Minutes Wednesday, May 3, 2017 Page 4 of 5 1. Memorandum from Supervisor, Special Events Re: Canada 150’s Celebratory Tattoo Update Staff stated that the brass band could not be secured in a way that accommodates continued use of the ice rink, and it is for these reasons that this event has been cancelled. Moved by Kelly Mathews Seconded by Art Hagopian 1. That the memorandum regarding Canada 150’s Celebratory Tattoo Update be received for information. Carried 2. Memorandum from Financial Analyst Re: Financial Update Staff provided an update regarding the Canada 150 Grants applied for by the Town, noting that since the Celebratory Tattoo event has been cancelled, the funding allotted to this event can be redirected or if not required it will return to the Town’s reserve fund for future use elsewhere. The Committee discussed the reallocation of funds. Moved by Kelly Mathews Seconded by Ken Turriff 1. That the memorandum regarding Financial Update be received; and 2. That the following recommendations of the Committee be referred to staff for consideration and action as appropriate: (a) That the Mosaic Project, earmarked with $18,000 be endorsed by the Committee; and (b) That the Colours of Fall, a Thanksgiving celebration to be held in Town Park, allocated with $7,000, be endorsed by the Committee; and (c) That the Additional Canada 150 Marketing and Support in the form of hats, flags, pins, and other promotional materials available, allocated with $5,000 be endorsed by the Committee; and Canada 150 Ad Hoc Committee Meeting Minutes Wednesday, May 3, 2017 Page 5 of 5 (d) That the art projects proposed by Ms. Clark be endorsed and $5,000 be allocated to staff to work with Ms. Clark in the implementation of the proposed art projects. Carried 3. Canada 150 Events – Update and Discussion Staff provided an update regarding Canada 150 events, distributed the Indigenous Festival flyer scheduled on Saturday, June 3, 2017, noting that school boards are excited for this event. It was further noted that a soft launch will commence during the annual National Youth Week, May 1-7, 2017. The Committee expressed support for enhancing Aurora’s signature events, and having volunteers at each of them. Moved by Ken Turriff Seconded by Kelly Mathews 1. That the Canada 150 Events – Update and Discussion be received for information. Carried 6. Informational Items None 7. New Business None 8. Adjournment Moved by Ian Bryan Seconded by Art Hagopian That the meeting be adjourned at 7:55 p.m. Carried Committee recommendations are not binding on the Town unless otherwise adopted by Council at a later meeting.