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MINUTES - Ad Hoc Canada 150 Committee - 20170301 Town of Aurora Canada 150 Ad Hoc Committee Meeting Minutes Date: Wednesday, March 1, 2017 Time and Location: 6:30 p.m., Holland Room, Aurora Town Hall Committee Members: Mayor Geoffrey Dawe (Chair), Ian Bryan (arrived 6:34 p.m.), Art Hagopian, Kelly Mathews, and Ken Turriff Member(s) Absent: Damian D’Aguiar Other Attendees: Councillor John Abel, Councillor Tom Mrakas, Laura Sheardown, Cash Flow & Investment Co-ordinator/Financial Analyst, Shelley Ware, Supervisor, Special Events, and Samantha Kong, Council/Committee Secretary The Chair called the meeting to order at 6:32 p.m. 1. Approval of the Agenda Moved by Ken Turriff Seconded by Kelly Mathews 1. That Item 2 – Military Tattoo Event – Update and Discussion, be considered prior to the delegations; and 2. That the agenda as circulated by Legislative Services, with the following additions, be approved: • Delegation (b) John Green, Aurora Historical Society Re: Aurora Historical Society Participation in Canada’s 150th Anniversary Canada 150 Ad Hoc Committee Meeting Minutes Wednesday, March 1, 2017 Page 2 of 8 • Delegation (c) Eric McCartney, on behalf of Judy Sherman, Eva Folks, and Christine Valentini Re: Canada 150 Mural Mosaic Project • Delegation (d) Mark Kolb, Knowledge Probe Inc. Re: Proposal and opportunity to include topics related to Aurora in the upcoming Canada Connections 150 card game • Delegation (e) Greg Smith, Music Aurora Re: Canada 150 Music Festival Carried as amended 2. Declaration 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 October 3, 2016 Moved by Art Hagopian Seconded by Ken Turriff That the Canada 150 Ad Hoc Committee meeting minutes of October 3, 2016, be received for information. Carried 4. Delegations (a) David Heard and Christopher Watts, Residents Re: The Canadian Songbook on Vinyl – Event Presentation Mr. Heard provided a presentation and video advertisement of the The Canadian Songbook on Vinyl event to be held on July 22, 2017 from 7 p.m. to 11 p.m. at the Aurora Community Centre, a venue where great Canadian bands Canada 150 Ad Hoc Committee Meeting Minutes Wednesday, March 1, 2017 Page 3 of 8 have performed. He requested the rental fees be waived and assistance from staff in regards to marketing and event promotion, set-up, take-down, etc. Mr. Heard stated that all proceeds of the ticket sales would be donated to Kerry’s Place Autism Services. The Committee expressed support for the event and discussed the possibility of including a beer garden or an alternative. Staff indicated the Town has a municipal alcohol policy in place and increased event security would have to be investigated. Moved by Ian Bryan Seconded by Ken Turriff 1. That the comments of the delegation be received; and 2. That the Canada 150 Ad Hoc Committee recommend to Council: (a) That Council endorse the Canadian Songbook on Vinyl Event; and (b) That the rental fees for Aurora Community Centre be waived for the Canadian Songbook on Vinyl Event. Carried (b) John Green, Aurora Historical Society Re: Aurora Historical Society Participation in Canada’s 150th Anniversary Mr. Green provided an overview of the initiatives the Aurora Historical Society has undertaken in celebration of Canada’s 150th anniversary, including planted red tulip bulbs to bloom in the spring, an 1867 ball to be held at the Hillary House, and an exhibition about the history of Yonge Street. He stated the Aurora Historical Society would be interested in a marketing partnership with the Town keep residents informed of every initiative the Town or Aurora Historical Society is organizing. Moved by Art Hagopian Seconded by Ken Turriff 1. That the comments of the delegation be received; and Canada 150 Ad Hoc Committee Meeting Minutes Wednesday, March 1, 2017 Page 4 of 8 2. That the Canada 150 Ad Hoc Committee recommend to Council: (a) That a partnership with the Aurora Historical Society in regards to coordinating marketing and promotion of events for Canada’s 150th Anniversary be endorsed. Carried (c) Eric McCartney, on behalf of Judy Sherman, Eva Folks, and Christine Valentini Re: Canada 150 Mural Mosaic Project Mr. McCartney provided background information on the Canada 150 Mural Mosaic Project which is a collaborative mural from communities across Canada, and noted that upon completion of the entire Canada 150 Mosaic each community mural will reside in the town it was created in as a reminder of Canada’s 150th anniversary. Mr. McCartney indicated that the cost for an 8’ x 8’ mural is $12,500 or 8’ x 12’ mural for $15,000. He is requesting the Committee and Council consider funding the project through the Public Art Reserve. The Committee discussed locations the mural could be placed once it is completed and inquired about funds within the Public Art Reserve. Staff stated that there were no funds in the reserve at this time. Moved by Art Hagopian Seconded by Kelly Mathews 1. That the comments of the delegation be received; and 2. That the Canada 150 Ad Hoc Committee recommend to Council: (a) That the Canada 150 Mural Mosaic Project be endorsed; and (b) That staff be directed to investigate funding opportunities to support the Canada 150 Mural Mosaic Project. Carried Canada 150 Ad Hoc Committee Meeting Minutes Wednesday, March 1, 2017 Page 5 of 8 (d) Mark Kolb, Knowledge Probe Inc. Re: Proposal and opportunity to include topics related to Aurora in the upcoming Canada Connections 150 card game Mr. Kolb presented an overview of the Canada Connections 150 card game and proposed that the Town could create bonus cards with topics related to Aurora. He also presented an overview of “Hidden.Live” web application that an online scavenger hunt that residents can use to explore neighbourhoods and hidden gems. Mr. Kolb indicated that the game is free of charge and organizations, schools, or businesses are able to provide the content. Moved by Ian Bryan Seconded by Kelly Mathews 1. That the comments of the delegation be received and referred to New Business. Carried (e) Jamie MacDonald, Music Aurora Re: Canada 150 Music Festival Mr. MacDonald provided an overview of Music Aurora and requested a partnership with the Town to establish and deliver a Summer Music Festival as part of the Canada 150 celebrations. Moved by Art Hagopian Seconded by Kelly Mathews 1. That the comments of the delegation be received; and 2. That the Canada 150 Ad Hoc Committee recommend to Council: (a) That staff be directed to work with Music Aurora and investigate the feasibility of creating a summer music festival, and report back to the Canada 150 Ad Hoc Committee. Carried Canada 150 Ad Hoc Committee Meeting Minutes Wednesday, March 1, 2017 Page 6 of 8 5. Matters for Consideration 1. Pow Wow Event – Update and Discussion Staff provided an overview of the Pow Wow event to be held on June 3, 2017 from 12 p.m. to 9 p.m. Staff indicated that there would be programming and activities for kids. The Committee expressed concerns regarding parking constraints. Moved by Ian Bryan Seconded by Ken Turriff 1. That the Pow Wow Event – Update and Discussion be received and the comments of the Committee be referred to staff for consideration. Carried 2. Military Tattoo Event – Update and Discussion Mr. White, alongside staff, provided an overview of the Military Tattoo Event to be held from 2 to 4 p.m. on May 20, 2017 at the Aurora Community Centre. Staff indicated that an open house and barbecue would be held at the Aurora Legion following the event. The Committee expressed support for the event and inquired about advertising initiatives. Moved by Ian Bryan Seconded by Art Hagopian 1. That the Military Tattoo Event – Update and Discussion be received and the comments of the Committee be referred to staff for consideration. Carried 6. Informational Items 3. General Committee Report No. FS17-004 – Canada 150 Celebrations Grant and Budget Confirmation The Chair provided an overview of the approved budget for Canada 150 Celebrations. Canada 150 Ad Hoc Committee Meeting Minutes Wednesday, March 1, 2017 Page 7 of 8 Moved by Ken Turriff Seconded by Kelly Mathews 1. That General Committee Report No. FS17-004 – Canada 150 Celebrations Grant and Budget Confirmation be received for information. Carried 2. Extract from Council Meeting of October 11, 2016 Re: Canada 150 Ad Hoc Committee Meeting Minutes of October 3, 2016 Moved by Ken Turriff Seconded by Kelly Mathews 1. That the Extract from Council Meeting of October 11, 2016, regarding the Canada 150 Ad Hoc Committee meeting minutes of October 3, 2016, be received for information. Carried 7. New Business The Committee asked staff to inform the Trails and Active Transportation Committee about International Trails Day. The Committee expressed interest in the opportunity to include topics related to Aurora in the Canada Connections 150 card game, as described in delegation (d), and supported the promotional activity. New Business Motion No. 1 Moved by Kelly Mathews Seconded by Ian Bryan 1. That the Canada 150 Ad Hoc Committee recommend to Council: (a) That staff be directed to investigate the feasibility of sponsoring the Canada Connections 150 card game. Carried Canada 150 Ad Hoc Committee Meeting Minutes Wednesday, March 1, 2017 Page 8 of 8 Art Hagopian inquired about the distribution of Canada 150 Celebrations promotional material. Staff indicated that flags and banners would be replaced for the summer months and posters would be created and distributed through the Town’s Communications department. The Committee inquired when the next Committee meeting would be held. The Chair suggested a meeting date scheduled for the end of March. 8. Adjournment Moved by Ian Bryan Seconded by Ken Turriff That the meeting be adjourned at 8:30 p.m. Carried Committee recommendations are not binding on the Town unless otherwise adopted by Council at a later meeting.