AGENDA - Ad Hoc Canada 150 Committee - 20170301Canada 150
Ad Hoc Committee
Meeting Agenda
Wednesday, March 1, 2017
6:30 p.m.
Holland Room
Aurora Town Hall
Public Release
February 23, 2017
Town of Aurora
Canada 150 Ad Hoc Committee
Meeting Agenda
Date: Wednesday, March 1, 2017
Time and Location: 6:30 p.m., Holland 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 October 3, 2016
Recommended:
That the Canada 150 Ad Hoc Committee meeting minutes of October 3, 2016, be
received for information.
4. Delegations
(a) David Heard and Christopher Watts, Residents
Re: The Canadian Songbook on Vinyl – Event Presentation
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, March 1, 2017 Page 2 of 3
5. Matters for Consideration
1. Pow Wow Event – Update and Discussion
Recommended:
1. That the Pow Wow Event – Update and Discussion be received and the
comments of the Committee be referred to staff for consideration.
2. Military Tattoo Event – Update and Discussion
Recommended:
1. That the Military Tattoo Event – Update and Discussion be received and
the comments of the Committee be referred to staff for consideration.
6. Informational Items
3. General Committee Report No. FS17-004 – Canada 150 Celebrations
Grant and Budget Confirmation
Note: The Council meeting extract of February 28, 2017, regarding General
Committee Report No. FS17-004 dated February 21, 2017, will be provided as
an Additional Item to the agenda on March 1, 2017.
Recommended:
1. That General Committee Report No. FS17-004 – Canada 150 Celebrations
Grant and Budget Confirmation be received for information.
4. Extract from Council Meeting of October 11, 2016
Re: Canada 150 Ad Hoc Committee Meeting Minutes of October 3, 2016
Recommended:
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.
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, March 1, 2017 Page 3 of 3
7. New Business
8. Adjournment
Town of Aurora
Canada 150 Ad Hoc Committee
Meeting Minutes
Date: Monday, October 3, 2016
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 (arrived 6:33 p.m.)
Member(s) Absent: Damian D’Aguiar
Other Attendees: Councillor Tom Mrakas, Laura Sheardown, Cash Flow &
Investment Co-ordinator/Financial Analyst, Shelley Ware,
Supervisor, Special Events, and Samantha Yew,
Council/Committee Secretary
The Chair called the meeting to order at 6:31 p.m.
1. Declaration of Pecuniary Interest and General Nature Thereof
There were no declarations of pecuniary interest under the Municipal Conflict of
Interest Act.
2. Approval of Agenda
Moved by Kelly Mathews
Seconded by Art Hagopian
That the agenda as circulated by Legislative Services be approved.
Carried
3. Receipt of Minutes
Canada 150 Ad Hoc Committee Meeting Minutes of May 5, 2016
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, March 1, 2017
Minutes
Page 1 of 4
Canada 150 Ad Hoc Committee Meeting Minutes
Monday, October 3, 2016 Page 2 of 4
Moved by Art Hagopian
Seconded by Ian Bryan
That the Canada 150 Ad Hoc Committee meeting minutes of May 5, 2016, be received
for information.
Carried
4. Delegations
(a) Eric McCartney, Resident
Re: Suggestions for Canada 150 Confederation Celebrations
Mr. McCartney offered suggestions for potential events and features for the
Canada 150 celebration, and noted that a list of his ideas can be found at
www.aurora150.com.
Moved by Art Hagopian
Seconded by Kelly Mathews
That the comments of the delegation be received for information.
Carried
5. Matters for Consideration
None
6. Informational Items
1. “Heritage Minutes” by Historica Canada – Discussion
Ms. Ware gave an overview of the “Heritage Minutes” video segments, and
played a segment about Sir John A. McDonald. She noted that the Town has
access to 83 segments, and suggested that one relevant segment be played
at each Council meeting throughout 2017 in celebration of Canada 150. The
Committee discussed ways in which the segments could be used.
Moved by Art Hagopian
Seconded by Ian Bryan
1. That the “Heritage Minutes” by Historica Canada – Discussion be received;
and
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, March 1, 2017
Minutes
Page 2 of 4
Canada 150 Ad Hoc Committee Meeting Minutes
Monday, October 3, 2016 Page 3 of 4
2. That staff investigate the usage of “Heritage Minutes” by Historica Canada
at Council meetings in 2017.
Carried
2. Memorandum from Cash Flow & Investment Co-ordinator/ Financial Analyst
Re: Canada 150 Grant Requests
Moved by Ken Turriff
Seconded by Ian Bryan
Ms. Sheardown gave an overview of the event enhancements and one-time
events that were submitted as part of the provincial and federal grant applications.
The Committee discussed the funding requests.
1. That the memorandum regarding Canada 150 Grant Requests be received;
and
2. That the Canada 150 Ad Hoc Committee recommend to Council:
That Council consider a placeholder in the 2017 Capital Budget
deliberations in the amount of $94,000.00, to support the following items,
should the requested grant funding be denied:
Military Tattoo
Pow Wow
Special legacy feature (i.e. water feature or clock tower)
Family First Night fireworks display
Carried
3. Extract from Council Meeting of May 24, 2016
Re: Canada 150 Ad Hoc Committee Meeting Minutes of May 5, 2016
Moved by Kelly Mathews
Seconded by Art Hagopian
1. That the Extract from Council Meeting of May 24, 2016, regarding the
Canada 150 Ad Hoc Committee meeting minutes of May 5, 2016, be
received for information.
Carried
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, March 1, 2017
Minutes
Page 3 of 4
Canada 150 Ad Hoc Committee Meeting Minutes
Monday, October 3, 2016 Page 4 of 4
7. New Business
Kelly Mathews inquired when the Town will hear back regarding the grant applications.
Staff advised that they anticipate a response in January 2017.
8. Adjournment
Moved by Kelly Mathews
Seconded by Art Hagopian
That the meeting be adjourned at 7:38 p.m.
Carried
Committee recommendations are not binding on the Town unless adopted by Council at a
later meeting.
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, March 1, 2017
Minutes
Page 4 of 4
Canada 150 Ad Hoc Committee, March 1, 2017Canada 150 Ad Hoc Committee Meeting Agenda Wednesday, March 1, 2017Delegation (a) Page 1 of 1
Town of Aurora
General Committee Report No. FS17-004
Subject: Canada 150 Celebrations Grant and Budget Confirmation
Prepared by: Laura Sheardown, Financial Analyst – Cash Flow & Investments
Department: Financial Services
Date: February 21, 2017
Recommendation
1. That Report No. FS17-004 be received; and
2. That Report No. FS17-004 satisfy Council’s conditional budget approval for
Capital Project No. 74012 Canada 150 Celebrations; and that staff be
authorized to proceed with the project at the reduced budget of $87,000.
Executive Summary
Under the direction and guidance of the Canada 150 Committee, staff applied for both
federal (Canada 150 Fund) and provincial (Ontario 150 Celebration) grants to cover all
of the costs associated with suggested events and event enhancements. The results for
both grants have now been received and the Town was successful in securing $20,000
federal funding for an Indigenous Pow Wow. Since we have now received confirmation,
staff are asking Council to release the budget approval conditions and allow the Canada
150 Committee and staff to proceed.
At this time, without any budget support required, the Canada 150 celebrations include
the federally funded Indigenous Pow Wow, and a Youth Innovation Fair, sponsored by
State Farm in the amount of $7,500 and Rotary, in the amount of $1,000.
Background
An Ad Hoc committee was formed to develop a plan for Aurora to celebrate Canada’s
150th birthday in 2017. Under the direction and guidance of the committee, staff applied
for several grants to provide funding for Town events to celebrate Canada’s
sesquicentennial. As staff were aware that the results of all grants would not be known
prior to the completion of the 2017 Budget, a place holder funding request was included
for the Canada 150 Committee’s four priority items that they wanted to proceed with
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, March 1, 2017
Item 3
Page 1 of 6
February 21, 2017 Page 2 of 5 Report No. FS17-004
even if grant funding was not approved. Those four events were a military tattoo, a Pow
Wow, a special legacy feature and Family First Night fireworks display.
The results for all grants have now been received and the Town was successful in
securing only federal funding for an Indigenous Pow Wow.
Analysis
Military Tattoo
The Canada 150 Committee would like to proceed with the presentation of a full military
tattoo, specially created just for the celebration of Canada’s 150th anniversary. This
event would provide an opportunity to help attendees understand the history and
ceremony that has evolved over the past 150 years. It is important for Council to
understand that this event must occur in the ACC in May when the ice is out. The
budget does not include costs to remove and reinstall the ice for any other time of the
year. As timing is tight, and since no planning or contacts with bands has occurred yet,
despite the best efforts of staff, it may not be possible for this event to proceed. Staff
will keep Council apprised of the status of this project as it unfolds.
Canada 150 Park Naming & Water Feature
The Town has several new parks being created during 2017. Working with Parks staff,
the committee would like one to be named in honour of Canada’s Sesquicentennial
anniversary and install a water feature giving the families of Aurora a place to connect
with nature while highlighting the importance of environmental stewardship. This project
funding allocation is for the development and installation of the water feature within the
selected park. All other park costs, including signage and landscaping are already
included in the Park’s budgets.
Family First Night Fireworks Display
This enhancement to existing family First Night celebrations would provide an excellent
opportunity to draw active participants to an evening long birthday party celebrating the
end of Canada’s 150 celebrations and encourage them to look forward to the next 150
years of innovation and success.
Canada 150 Marketing and Support
In order to ensure that all of the planned events and enhancements are properly
advertised and communicated to Aurora’s residents, staff are requesting funding to
support both broad based and niche marketing plans. This funding would also support
internal expenses that may be required such as event set-up or clean-up.
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, March 1, 2017
Item 3
Page 2 of 6
February 21, 2017 Page 3 of 5 Report No. FS17-004
Advisory Committee Review
The Canada 150 Committee has worked with staff to develop not only the
recommended events and enhancements and associated grant requests, but also the
refined list of events now being requested from Council.
Financial Implications
The original funding request from the 2017 budget for $94,000, and the revised budget
request, both funded from the Tax Rate Stabilization Reserve, are broken down as
follows:
Capital Project #74012 – Canada 150 Celebrations
Event/Item Original Budget
Request
Revised Budget
Proposed
Military Tattoo $ 40,000 $ 40,000
Pow Wow (amount revised based on
grant)
17,000 20,000
Canada 150 Park Naming & Water
Feature
25,000 25,000
Family First Night Fireworks Display 12,000 12,000
Youth Innovation Fair (new) 8,500
Canada 150 Marketing (new) 10,000
Total Expenditures $ 94,000 $ 115,500
Revenue Sources
Canada 150 Fund (Pow Wow) Unknown at time ($ 20,000)
State Farm (Youth Innovation Fair) ( 7,500)
Rotary (Youth Innovation Fair) ( 1,000)
Total Revenues ($ 28,500)
Net Budget Funding Request $ 94,000 $ 87,000
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, March 1, 2017
Item 3
Page 3 of 6
February 21, 2017 Page 4 of 5 Report No. FS17-004
The revised funding request is $ 7,000 lower than the original budget requested through
the 2017 budget process.
Communications Considerations
The Canada 150 Committee and associated staff will work with Communications to
develop appropriate marketing plans for all of the planned Canada 150 celebrations,
events and legacy items.
Link to Strategic Plan
The Canada 150 events support the Strategic Plan goal of supporting an exceptional
quality of life for all through the following key objective within this goal statement:
Celebrating and promoting our culture: expand opportunities and partnerships that
contribute to the celebration of culture in the community.
Alternative(s) to the Recommendation
1. Amend the recommended events and enhancements.
Conclusions
Staff recommend the approval of the Canada 150 Committee’s preferred events and
associated costs to allow the residents of Aurora the opportunity to take part in
celebrations of Canada’s 150 anniversary within their community.
Attachments
Attachment 1 - Capital Budget Sheet Project #74012 – Canada 150 Celebrations as
presented during Budget 2017.
Previous Reports
Capital Budget Project #74012 – Canada 150 Celebrations
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, March 1, 2017
Item 3
Page 4 of 6
Canada 150 Ad Hoc Committee Meeting Agenda Wednesday, March 1, 2017Item 3 Page 5 of 6
Attachment 1Canada 150 Ad Hoc Committee Meeting Agenda Wednesday, March 1, 2017Item 3 Page 6 of 6
Page 1 of 1
7. Adoption of Items Not Requiring Separate Discussion
Items 1 (with the exception of sub-items 3 and 11) and 2 were identified as items not requiring
separate discussion.
Moved by Councillor Pirri
Seconded by Councillor Thom
That the following recommendations with respect to the matters listed as “Items Not
Requiring Separate Discussion” be adopted as submitted to Council and staff be
authorized to take all necessary action required to give effect to same:
1. General Committee Meeting Report of October 4, 2016
That the General Committee meeting report of October 4, 2016, be received and the
following recommendations carried by the Committee be approved:
(18) Canada 150 Ad Hoc Committee Meeting Minutes of October 3, 2016
1. That the Canada 150 Ad Hoc Committee meeting minutes of October 3,
2016, be received; and
2. That Item 2, Memorandum from Cash Flow & Investment Co-ordinator/
Financial Analyst, Re: Canada 150 Grant Requests, be referred to the 2017
Capital Budget discussions.
Carried
Extract from
Council Meeting of
Tuesday, October 11, 2016
Canada 150 Ad Hoc Committee Meeting Agenda
Wednesday, March 1, 2017
Item 4
Page 1 of 1
Public Release
March 1, 2017
Town of Aurora
Additional Items to
Canada 150 Ad Hoc Committee
Meeting Agenda
Wednesday, March 1, 2017
6:30 p.m., Holland Room
Delegation (b) John Green, Aurora Historical Society
Re: Aurora Historical Society Participation in Canada’s 150th Anniversary
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
Additional Items to Canada 150 Ad Hoc Committee Meeting Agenda Wednesday, March 1, 2017Delegation (b) Page 1 of 2
AURORA
HISTORICAL
SOCIETY
CANADA 150
150 TULIP GARDEN
EXHIBTION: 150 YEARS
YONGE
HILLARY HOUSE 1867
BALL
1867 THEMED EVENTS Additional Items to Canada 150 Ad Hoc Committee Meeting Agenda Wednesday, March 1, 2017Delegation (b) Page 2 of 2
Additional Items to Canada 150 Ad Hoc Committee Meeting Agenda Wednesday, March 1, 2017Delegation (c) Page 1 of 1
Additional Items to Canada 150 Ad Hoc Committee Meeting Agenda Wednesday, March 1, 2017Delegation (d) Page 1 of 1
Additional Items to Canada 150 Ad Hoc Committee Meeting Agenda Wednesday, March 1, 2017Delegation (e) Page 1 of 1