AGENDA - Ad Hoc Canada 150 Committee - 20170503
Canada 150
Ad Hoc Committee
Meeting Agenda
Wednesday, May 3, 2017
6:30 p.m.
Tannery Room
Aurora Town Hall
Public Release
April 28, 2017
Town of Aurora
Canada 150 Ad Hoc Committee
Meeting Agenda
Date: Wednesday, May 3, 2017
Time and Location: 6:30 p.m., Tannery Room, Aurora Town Hall
1. Approval of the Agenda
Recommended:
That the agenda as circulated by Legislative Services be approved.
2. Declarations of Pecuniary Interest and General Nature Thereof
3. Receipt of the Minutes
Canada 150 Ad Hoc Committee Meeting Minutes of April 3, 2017
Recommended:
That the Canada 150 Ad Hoc Committee meeting minutes of April 3, 2017, be
received for information.
4. Delegations
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, May 3, 2017 Page 2 of 2
5. Matters for Consideration
1. Memorandum from Supervisor, Special Events
Re: Canada 150’s Celebratory Tattoo Update
Recommended:
1. That the memorandum regarding Canada 150’s Celebratory Tattoo
Update be received for information.
2. Memorandum from Financial Analyst
Re: Financial Update
Recommended:
1. That the memorandum regarding Financial Update be received; and
2. That the Canada 150 Ad Hoc Committee provide direction.
3. Canada 150 Events – Update and Discussion
Recommended:
1. That the Canada 150 Events – Update and Discussion be received and
the comments of the Committee be referred to staff for consideration.
6. Informational Items
7. New Business
8. Adjournment
Town of Aurora
Canada 150 Ad Hoc Committee
Meeting Minutes
Date: Monday, April 3, 2017
Time and Location: 6:30 p.m., Holland 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 John Abel, Councillor Tom Mrakas, Laura
Sheardown, Cash Flow & Investment Co-ordinator/Financial
Analyst, Shelley Ware, Supervisor, Special Events, and
Samantha Yew, Deputy Clerk
The Chair called the meeting to order at 6:32 p.m.
1. Approval of the Agenda
Moved by Ian Bryan
Seconded by Kelly Mathews
That the agenda as circulated by Legislative Services be approved.
Carried
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 March 1, 2017
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, May 3, 2017
Minutes
Page 1 of 5
Canada 150 Ad Hoc Committee Meeting Minutes
Monday, April 3, 2017 Page 2 of 5
Moved by Art Hagopian
Seconded by Ken Turriff
That the Canada 150 Ad Hoc Committee meeting minutes of March 1, 2017, be
received for information.
Carried
4. Delegations
None
5. Matters for Consideration
The Committee consented to discuss Item 1 following consideration of Item 6.
1. General Committee Report No. PRCS17-012 – Music Aurora
Mayor Dawe provided a brief outline of the report and noted that the event will be
called the Aurora Summer Music Festival. The Committee inquired about the fit of
the event with the Canada 150 theme, diversity in music, seating, and
recommended other Canada 150-themed activities that could be included in the
event.
Moved by Ian Bryan
Seconded by Ken Turriff
1. That General Committee Report No. PRCS17-012 – Music Aurora (dated
April 4, 2017) be received; and
2. That the Canada 150 Ad Hoc Committee provide comment.
2. Canada 150 Grants – Update and Discussion
Staff provided an update regarding the Canada 150 Grants applied for by the
Town, noting that most grants application funding has been received. Staff noted
that out of $300,000 in grants applied for, only $20,000 was awarded to the Town.
The Committee discussed aspects of the grant application process.
Moved by Ian Bryan
Seconded by Ken Turriff
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, May 3, 2017
Minutes
Page 2 of 5
Canada 150 Ad Hoc Committee Meeting Minutes
Monday, April 3, 2017 Page 3 of 5
1. That the Canada 150 Grants – Update and Discussion be received and
the comments of the Committee be referred to staff for consideration.
Carried
3. Canada 150 Marketing – Update and Discussion
Staff provided an update regarding Canada 150 marketing, advising that Canada
150 hand stick flags have been ordered. Staff noted that a four-foot tall maple leaf
has been purchased to go with the large “Aurora” letters that are displayed at
Town events, and that the Canada Day schedule will feature the Canada 150 flag
in place of the Canadian flag.
Moved by Ken Turriff
Seconded by Ian Bryan
1. That the Canada 150 Marketing – Update and Discussion be received and
the comments of the Committee be referred to staff for consideration.
Carried
4. Pow Wow and Military Tattoo Events – Update and Discussion
Staff informed the Committee that performers are being confirmed for the Military
Tattoo event to be held on Saturday, May 20, 2017, and that the event will include
activities from Activate Aurora and the Royal Canadian Legion. The Committee
inquired about advertising for the event.
Staff advised that the White Pine Dancers and various Indigenous groups have
offered to assist with the Pow Wow event to be held on Saturday, June 3, 2017,
and noted that the event will feature an array of inclusive activities.
Moved by Ian Bryan
Seconded by Ken Turriff
1. That the Pow Wow and Military Tattoo Events – Update and Discussion be
received and the comments of the Committee be referred to staff for
consideration.
Carried
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, May 3, 2017
Minutes
Page 3 of 5
Canada 150 Ad Hoc Committee Meeting Minutes
Monday, April 3, 2017 Page 4 of 5
5. Other Canada 150 Initiatives – Update and Discussion
Staff provided an update on the items brought forward by the delegations at the
March 10, 2017 Committee meeting, including the proposed projects such as the
Aurora 150 card game, Canada 150 mosaic project, the Canadian Dance Party
on Vinyl, and a potential partnership with the Aurora Historical Society.
Moved by Ian Bryan
Seconded by Ken Turriff
1. That the Other Canada 150 Initiatives – Update and Discussion be
received and the comments of the Committee be referred to staff for
consideration.
Carried
6. Informational Items
6. Extract from Council Meeting of March 28, 2017
Re: Canada 150 Ad Hoc Committee Meeting Minutes of March 1, 2017
Moved by Ian Bryan
Seconded by Art Hagopian
1. That the Extract from Council Meeting of March 28, 2017, regarding the
Canada 150 Ad Hoc Committee meeting minutes of March 1, 2017, be
received for information.
Carried
7. New Business
Kelly Mathews requested that staff provide a Canada 150 events calendar to the
Committee. Staff indicated that a calendar would be provided.
Ian Bryan requested that staff provide the sponsorship package for the Canadian
Dance Party to the Committee. Staff indicated that the package would be provided.
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, May 3, 2017
Minutes
Page 4 of 5
Canada 150 Ad Hoc Committee Meeting Minutes
Monday, April 3, 2017 Page 5 of 5
8. Adjournment
Moved by Kelly Mathews
Seconded by Art Hagopian
That the meeting be adjourned at 7:34 p.m.
Carried
Committee recommendations are not binding on the Town unless otherwise adopted by
Council at a later meeting.
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, May 3, 2017
Minutes
Page 5 of 5
Memorandum
Date: May 3, 2017
To: Canada 150 Ad Hoc Committee
From: Shelley Ware, Recreation Supervisor, Special Events
Re: Canada 150’s Celebratory Tattoo Update
Recommendation
1. That the memorandum regarding Canada 150’s Celebratory Tattoo Update be
received for information.
Background
This memorandum serves as an update to the Canada 150 Ad Hoc Committee on the
current status of the Celebratory Tattoo. As a result of not being able to book a brass
band, the Aurora Celebratory Tattoo, that was scheduled for Saturday, May 20, 2017,
has been cancelled.
The Tattoo was one of the signature special events planned for this year by this
Committee and was an additional event to other Canada 150 events and event
enhancements planned within the existing 2017 Town of Aurora Special Events
Calendar.
When funding was approved by Council, the timing was tight for making the Tattoo
possible as staff had yet to contact the essential marching pipes and drum bands for the
Tattoo which includes a brass band.
To date, all of the marching pipe and drum bands and key instrumental elements for
creating a memorable Tattoo had been secured by staff with the exception of a brass
band and without a competent brass band, a Tattoo is not possible.
100 John West Way
Box 1000
Aurora, Ontario
L4G 6J1
Phone: 905-726-4762
Email: sware@aurora.ca
www.aurora.ca
Town of Aurora
Parks, Recreation and Cultural
Services
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, May 3, 2017
Item 1
Page 1 of 2
May 3, 2017 -2- Canada 150 Tattoo Update
Despite the efforts of staff, Ken White from the Royal Canadian Legion and Col. Fred
Tilston VC Branch 385, no brass band in the province was available. Ken White’s
resilience and dedication in trying to make the Tattoo a success is recognized.
Attachments
None
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, May 3, 2017
Item 1
Page 2 of 2
Memorandum
Date: May 3, 2017
To: Canada 150 Ad Hoc Committee
From: Laura Sheardown, Cash Flow & Investment Co-ordinator/Financial Analyst
Re: Financial Update
Recommendation
1. That the memorandum regarding Financial Update be received; and
2. That the Canada 150 Ad Hoc Committee provide direction.
Background
The Canada 150 Ad Hoc Committee had received funding from Council, of which
$40,000 was earmarked for the development and presentation of a Celebratory Tattoo.
As staff have now confirmed, the Tattoo has been cancelled, and the funds are
available for reconsideration by the Committee.
Staff has developed the following list of items for consideration. Once direction has
been provided, staff will report back to Council for approval of the change in purpose for
the approved funding.
Item/Event Description Funding Requested
Canada 150 Mural
Mosaic Project
Various events and
locations
Creation of an 8’ x 12’ mural
designed by Canadian artist Lewis
Lavoile. Estimated costs include not
only the external event/mural costs,
but also internal event costs and
installation after the mural has been
completed.
$ 18,000
100 John West Way
Box 1000
Aurora, Ontario
L4G 6J1
Phone: 905-727-3123 Ext. 4136
Email: lsheardown@aurora.ca
www.aurora.ca
Town of Aurora
Financial Services
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, May 3, 2017
Item 2
Page 1 of 2
May 3, 2017 -2- Financial Update
Item/Event Description Funding Requested
The Canadian
Songbook on Vinyl
July 22, 2017 Aurora
Community Centre
David Heard and Town Staff will work
together to present this event. While
outside sponsors are still being
sought, the Town would fund up to a
maximum of the suggested amount.
$ 10,000
Colours of Fall
October 5, 2017
Enhancement of the existing
Thanksgiving celebrations in Town
Park with the focus on pioneer related
activities and food.
$ 7,000
Additional Canada 150
Marketing and Support
Funding to provide additional
marketing support in addition to an
increase in Canada 150 promotional
items.
$ 5,000
Attachments
None
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, May 3, 2017
Item 2
Page 2 of 2
Public Release
May 3, 2017
Town of Aurora
Additional Items to
Canada 150 Ad Hoc Committee
Meeting Agenda
Wednesday, May 3, 2017
6:30 p.m., Tannery Room
Delegation (a) Jamie and Helen MacDonald, Residents
Re: Music Aurora Follow-up
Delegation (b) Corrie Clark, Resident
Re: Art Project
Delegation (c) David Heard, Resident
Re: Canadian Dance Party on Vinyl
Note: In accordance with the Procedure By-law, the consent of at least a two-thirds
majority of the Members present is required to permit the addition of
Delegation (c) to the agenda.
Additional Items to
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, May 3, 2017
Delegation (a)
Page 1 of 1
Delegation Request
This Delegation Request form and any written submissions or background information
for consideration by either Council or Committees of Council must be submitted to the
Clerk’s office by the following deadline:
4:30 p.m. Two (2) Days Prior to the Requested Meeting Date
Council/Committee/Advisory Committee Meeting Date:
Canada 150 Ad Hoc Committee, May 3, 2017
Subject:
Name of Spokesperson:
Corrie Clark, Resident
Name of Group or Person(s) being Represented (if applicable):
Brief Summary of Issue or Purpose of Delegation:
Propose an art project which includes constructing large wooden maple leaves made out of materials that
symbolize Aurora. These sculptures would be placed at local town buildings, library and rec centers. For
example: 150 hockey sticks, historic woods and utilizing the talents of a local metal artist to weld scenes
of the forest, farming etc. Discuss potential partners in the Rotary Club, and asking the Museums,
businesses and Aurora Tigers. Part 2 -utilizing a known "Capital in Ottawa" standup play set for a family
/July 1st photo. Potential partner Home Depot, Glenn Rogers, photo. (also have sample photos)
Please complete the following:
Have you been in contact with a Town staff or
Council member regarding your matter of interest? Yes ☒ No ☐
If yes, with whom?
Councillor Tom Mrakas
Date:
April 12, 2017
☒ I acknowledge that the Procedure By-law permits five (5) minutes for Delegations.
Legislative Services
905-727-3123
Clerks@aurora.ca
Town of Aurora
100 John West Way, Box 1000
Aurora, ON L4G 6J1
Additional Items to
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, May 3, 2017
Delegation (b)
Page 1 of 1
Additional Items to Canada 150 Ad Hoc Committee Meeting Agenda Wednesday, May 3, 2017Delegation (c) Page 1 of 1