City of Port Moody Agenda

Transcription

1 City of Port Moody Agenda Heritage Commission Port Moody Station Museum Thursday, May 15, :00pm 9:00pm 1. Call to Order 2. Approval of Previous Minutes Minutes 2.1 Recommendation: Pages 3-6 THAT the minutes of the Heritage Commission meeting held Thursday, April 12, 2012 be adopted. 3. Unfinished Business Heritage Theme Utility Box Wraps Pages 7-10 Motion to Include Centennial Time Capsule Project in 2013 Work Plan Promotion of Tax Exemption Bylaw Update from Civic Treasures Subcommittee 3.1 K. O Connor Attachment 3.1: Proposal from Clear Vision Media 3.2 K. O Connor 3.3 K. O Connor 3.4 Subcommittee Report 4. New Business Heritage Commission May 15, 2012 # File: /2012

2 Bronze Plaque in Recognition of Former City Engineer Pages Historical Stone Marker Program New Marker Proposal 4.1 Presentation: Guy Black Attachment 4.1: from Guy Black 4.2 Presentation: Cliff Van Alstyne 5. Information Vancouver Heritage Foundation May 1, Newsletter Pages Heritage BC April 2012 Update Pages Centennial Steering Committee Minutes Pages Attachment 5.1: Vancouver Heritage Foundation May 1, 2012 Newsletter Attachment 5.2: Heritage BC April 2012 Update Attachment 5.3: Centennial Steering Committee Minutes 6. Adjournment Heritage Commission May 15, 2012 # File: /2012

3 3 Attachment 2.1 City of Port Moody Minutes Heritage Commission Minutes of the regular meeting of the Heritage Commission held on Thursday, April 12, 2012 in the Brovold Room. Present Absent In Attendance Councillor Zoë Royer, Chair Bev Bakka (arrived at 7:15pm) Michael Braun Eva Delanowski Jim Millar Cliff Van Alstyne Kevin Hagglund (Regrets) Matthew Meadows (Regrets) Karly O Connor, Planner Dorothy Ng, Committee Coordinator 1. Call to Order Councillor Zoë Royer called the meeting to order at 7:04pm. 2. Approval of Previous Minutes Minutes 2.1 Moved, seconded and CARRIED THAT the minutes of the Heritage Commission meeting held Thursday, March 15, 2012 be adopted. 3. Unfinished Business Update from Civic Treasures Subcommittee 3.1 Michael Braun reported that the subcommittee has not met since the last meeting, but that his preliminary research shows that while Civic Hall of Fame websites are common, the search term Civic Treasures was not. Mr. Braun will be meeting with Kevin Hagglund and Jim Millar at the Port Moody Station Museum in the next week to discuss possible civic treasures. Mr. Braun noted that the civic hall of fame websites on the internet do not appear to be linked to any municipal government websites. Heritage Commission April 12, 2012 # File: /2012

4 4 Attachment 2.1 Overview of Heritage Revitalization Tax Exemption Bylaw 3.2 Staff provided an overview of the Heritage Revitalization Tax Exemption Bylaw and outlined the eligibility criteria and application process. Staff also provided an overview of the benefits of the Heritage Revitalization Tax Exemption Bylaw. Councillor Royer noted that the promotion of the Heritage Revitalization Tax Exemption Bylaw is part of the 2012 Heritage Commission Work Plan. The Commission discussed creating a brochure with the points outlined by staff during the meeting, and distributing the brochures in a door-to-door awareness campaign in the summer. Ewa Delanowski volunteered to join Matthew Meadows in going door-to-door to raise awareness of the program. The staff liaison will develop content for a brochure or rack card with messaging that highlights the benefits to the landowner and that applying is a straightforward process. The Communications department will then have to create the graphic design in accordance with the City s Communications standards. The Commission would like to review the brochure and have it ready for distribution by August Staff noted that the $500 allocated for this project would have to cover the printing costs. The Commission discussed the possibility of having before and after pictures of a heritage restoration project on the brochure. Councillor Royer and Jim Millar will get in touch with the new owner of the Pleasantside Grocery Store for her interest in being the first project approved for Heritage Revitalization Tax Exemption and being included in the brochure. Bev Bakka will get in touch with Gillian McMillan to gauge her interest in being featured in the brochure. Mail & Utility Box Heritage Wrap Costs 3.3 Staff presented information on mail and utility box wraps, and provided examples from Burnaby. Staff noted that two wrapped boxes in Port Moody cost up to $1250 each, but that in Burnaby, due to the economy of scale, each of the 260 boxes wrapped cost $550. Staff noted that the City of Burnaby justified their costs based on savings from graffiti removal. Heritage Commission April 12, 2012 # File: /2012

5 5 Attachment 2.1 The Commission requested that staff provide information on how many boxes the City owns, and the current cost of graffiti removal. Staff was also asked to report back on the joint projects with BC Hydro and Canada Post in North Vancouver and New Westminster once information is received. Jim Millar suggested liaising with the Cultural Services Department to see whether there are already plans and budgets in place to wrap more boxes. 4. New Business Commission Work Plan Priorities Discussion 4.1 Staff noted that the Centennial Steering Committee has referred the Time Capsule Project to the Heritage Commission for consideration. Staff noted that the project has an approved budget of $1,000 and no set parameters. The Commission discussed project possibilities, including content, location, and length of storage. The Commission noted that this should be included in the 2013 work plan. The Commission reviewed the 2012 work plan and noted that the promotion of the Heritage Revitalization Tax Exemption Bylaw is a priority, and should be discussed at the next meeting. The Commission also noted that the Civic Treasures project is time sensitive as it should be launched in January Cliff Van Alstyne suggested having a tracking sheet to record the Commission s progress and outstanding tasks. 5. Information Moody Centre HCA Signage Project 5.1 Staff reported that the Moody Centre Heritage Conservation Area Signage Project was approved by Council at the March 27, 2012 meeting. Staff noted that templates will be developed before the full run of signs goes into production, and that installation is expected to take place by the end of summer Staff noted that there was an article in the local paper about this initiative. Councillor Royer noted that the signs are very big, visible, beautiful, and unique, and that they will help transform the area. Heritage Register Properties 5.2 This item was received for information. Centennial Steering 5.3 This item was received for information. Heritage Commission April 12, 2012 # File: /2012

6 6 Attachment 2.1 Committee Minutes Vancouver Heritage Foundation March 20, Newsletter Heritage BC March 2012 Update 5.4 This item was received for information. Staff noted that members who are interested in attending Vancouver Heritage Foundation courses should note that the Commission has a training budget to cover some fees. 5.5 This item was received for information. 6. Adjournment Councillor Royer adjourned the meeting at 8:49 Heritage Commission April 12, 2012 # File: /2012

7 7 Attachment 3.1

8 8 Attachment 3.1

9 9 Attachment 3.1

10 10 Attachment 3.1

11 11 Attachment 4.1 Dorothy Ng From: Sent: To: Subject: Follow Up Flag: Flag Status: Guy & Melanie Black February :14 PM Karly O'Connor Re: Historic Stone Marker Ceremony Follow up Completed Hi, thanks for looking after the ceremony yesterday. The plaque looks good and nice to see so many family members come to the event. I would like to ask if the city can send a letter of thanks to the piper and bugler, I will provide their address? Also, something new, I would like to contribute something to the city. I am a former member of the 6th Field Engineer Sqn in North Vancouver, and I am their former museum curator. One of our Squadron's officer's died in Belgium during the First World War; prior to going overseas, he was Port Moody's city engineer. As a gift, I would like to commission a small bronze plaque, maybe 5 x 10 inches and have it attached to a wall in city hall, somewhere in the lobby area. I would write the wording for the plaque and have it approved by City Hall and I will have it made, the city then attaches it to the wall. Not requesting any ceremony or anything and I do not believe the soldier had any family locally and was not married. I have a copy of his service file from the national archives. Please let me know. Thanks, Guy Original Message From: Karly O'Connor To: gmblack@telus.net Sent: Friday, February 24, :02 PM Subject: Historic Stone Marker Ceremony Hello Guy, Just a few final things to coordinate with you on: Mary & I will bring a 10 x 10 tent to put up if there is rain. This may be important for the piper and bugler! If anything comes up before Sunday and you need to get a hold of me, my cell is: Looking forward to seeing you Sunday, Karly O'Connor, MCIP Planner, City of Port Moody Planning Division t: f: koconnor@portmoody.ca 1

12 12 Attachment 4.1 Correspondence with any government body, including City of Port Moody Council and staff, is subject to disclosure under the Freedom of Information and Protection of Privacy Act. 2

13 13 Attachment 5.1 Dorothy Ng From: Karly O'Connor Sent: May :49 PM To: Dorothy Ng Subject: FW: [POSSIBLE SPAM] VHF E-newsletter - Issue: May 1, 2012 Importance: Low From: Vancouver Heritage Foundation [mailto:vancouver_heritage_foundation@mail.vresp.com] Sent: May :19 AM To: Karly O'Connor Subject: [POSSIBLE SPAM] VHF E-newsletter - Issue: May 1, 2012 Importance: Low Click to view this in a browser ISSUE: May 1, 2012 Hello Karly! IN THIS ISSUE: Walking Tour - Jane's Walk Gift ideas for Mother's Day Illustrated Lecture - The Evolution of the Vancouver House Architectural Salvage Sale - Saturday May 12 Spring Appeal And finally, did you know... WALKING TOUR - JANE'S WALK 1

14 14 Attachment 5.1 Coming up this Saturday, May 5th, the VHF is excited to be offering a Jane's Walk with author and historian John Atkin! Jane s Walk celebrates what s great about the neighbourhoods, places and cities we live in and honours the legacy and ideas of urban activist and writer Jane Jacobs. Since its inception in 2007, Jane s Walk has been occuring in cities across North America, and internationally. On John's Jane's Walk he'll be exploring an interesting slice of the city overlooking the Grandview Cut, home to a number of heritage houses and some unexpected cutting edge modern architecture. CLICK HERE FOR INFO ON JANE'S WALK THIS WEEK VHF's Jane's Walk, Saturday May 5th, Clark & E 6th Ave, 10am-noon, w/john Atkin, free. No need to register. CLICK HERE FOR WALKING TOUR INFO GIFT IDEAS FOR MOTHER'S DAY It's not long until Mother's Day on May 13th! Stuck for present ideas? Why not buy her a ticket to the VHF Heritage House Tour or the new VHF event for classical music lovers, 2

15 15 Attachment 5.1 Music in Heritage Homes in association with the Borealis String Quartet. We'll provide you with a gift voucher to give to your special Mom! DETAILS Heritage House Tour, June 3rd, 10am-5pm, $40+hst; a one-day self guided tour inside 10 heritage homes. CLICK HERE FOR MORE INFO AND TO BUY TICKETS Music in Heritage Homes, Sept 13th, Sept 27th, Oct 11th & Oct 25th, 1-4pm, $500+hst ($250 tax receipt); attendance to 4 Borealis String Quartet concerts in 4 different Vancouver heritage homes. Each concert will be followed by a high tea reception. CLICK HERE FOR MORE INFO AND TO BUY TICKETS ILLUSTRATED LECTURE - THE EVOLUTION OF THE VANCOUVER HOUSE Coinciding with the release of his new book Vanishing Vancouver: The Last 25 Years, author, artist, and historian, Michael Kluckner will be presenting an illustrated lecture about the 'The Evolution of the Vancouver House'. A fascinating topic will receive a story-telling spin by Michael! Books will be available for purchase and signing by Michael after the lecture. Click the image to see Michael's website. 3

16 16 Attachment 5.1 DETAILS Wednesday May 16th, 7.30pm, $12 including Unitarian Church (949 W. 49th Ave) ALSO Coming up on Sunday, June 3rd is the VHF s 10th Annual Heritage House Tour. This year s one-day self-guided tour of 10 houses includes a church converted to strata units, Shaughnessy mansions, Cedar Cottage homes, a cool restored corner store, and an old wood frame bank building with strata units inserted to the rear. Come and explore these fascinating heritage spaces! Sunday, June 3rd, 10am 5pm, Tickets: $40+hst CLICK HERE TO BUY TICKETS FOR THE HERITAGE HOUSE TOUR AND TOUR LECTURE ARCHITECTURAL SALVAGE SALE - SATURDAY MAY 12 Our 2nd annual salvage sale is fast approaching! We have some interesting architectural salvage pieces available for sale on Saturday May 12th at our warehouse in Richmond! We have doors, windows and hardware galore and more! 4

17 17 Attachment 5.1 Thanks to those who have donated salvage to us in preparation for our 2012 Salvage Sale on Saturday May 12th! We have 2 remaining drop off dates - we'd love your architectural salvage! Drop off salvage to the VHF Warehouse (location details below) on Friday May 4th or Friday May 11th, from 11am-1pm only. DETAILS Architectural Salvage Sale, Saturday May 12th, 10am-2pm, VHF Warehouse, Unit Elmbridge Way, at Gilbert in Richmond. Click here for directions. CLICK FOR MORE SALVAGE SALE INFO pspring APPEAL Please consider a gift to the Vancouver Heritage Foundation. 75% of our operational funding comes from our fundraising activities. We need your support to help promote the conservation of our city s unique historic buildings. Your generosity will ensure that the heritage, history and character of our city will be appreciated for years to come. 5

18 18 Attachment 5.1 CLICK HERE TO DONATE TO THE VHF AND FINALLY, DID YOU KNOW... The VHF sometimes has wonderful heritage houses for sale brought to our attention. Our goal is to help find good owners for these houses who are not going to demolish them. This Heritage B house has just been put on the market. Click the image to see the listing details. Banner photo is courtesy of Martin Knowles Photo/Media. The Vancouver Heritage Foundation is a not-for-profit working to promote the preservation of the built environment in Vancouver and beyond. We depend on your support. Please make a tax-deductible donation by calling the Foundation or clicking here to go online to become a Friend of the Foundation. Thank you. 6

19 19 Attachment 5.1 Please visit us at or call us Keep up to date with VHF happenings on: a talk by Charles Bloszies, author of Old buildings, New Designs followed by a panel discussion about the issues surrounding re-use in architecture and urban design/planning, January 25 th, the Peter MacKay room, VPL. First come, first served. If you no longer wish to receive these s, please reply to this message with "Unsubscribe" in the subject line or simply click on the following link: Unsubscribe Vancouver Heritage Foundation W Hastings St. Vancouver, British Columbia V6B 1L8 CA Read the VerticalResponse marketing policy. 7

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21 20 Attachment 5.2 Dorothy Ng From: Karly O'Connor Sent: May :49 PM To: Dorothy Ng Subject: FW: Update: April 2012 From: Heritage BC Sent: April :42 PM To: Karly O'Connor Subject: Update: April 2012 APRIL 2012 HBC STRATEGIC PLAN A Positive Meeting On Monday, April 23, 2012, Heritage BC sat down with Steve Thomson, Minister of Forests, Lands and Natural Resource Operations, who is responsible for the heritage file. The purpose of the meeting was to discuss the recently-completed HBC Strategic Plan which Mr. Thomson had generously assisted last fall with a $35,000 project grant. The plan envisions a more independent organization and a new relationship with the provincial government, as a partner rather than a client. It also seeks a further provincial contribution to the Heritage Legacy Fund to create permanent baseline operating revenue for HBC. The conversation with Mr. Thomson was pragmatic and positive. The Minister is looking for more detail, a fully-developed business case that he can take to Treasury Board to bolster the proposal for government investment in the new vision. The meeting concluded with an agreement that the ministry will provide further funding to bring in some professional help to take the strategic plan through the final stages. Heritage BC will move quickly to complete the business case over the next few months since time is of the essence.» HBC Strategic Plan 1

22 21 Attachment 5.2 HERITAGE LEGACY FUND 14 New Heritage Projects Funding for 14 community heritage projects was approved by the Heritage Legacy Fund board on Friday, April 20. Ten of the approved grants will go toward conservation work on historic buildings, and four will support historic interpretation through signage. The maximum grant is $25,000 and two projects, both in Vancouver, received this amount. The Green Thumb Players Society is heading up a creative project to rejuvenate Carleton School as a theatre performance venue. The Japanese Language School and Hall in Vancouver s East End is engaged in an ambitious project to rehabilitate their 1928 building as a day care facility and interpretation centre. Many grant applications continue to be for basic maintenance and repair that has been deferred for lack of funds, and many projects would not proceed without essential Heritage Legacy Fund assistance.» Read more UPCOMING EVENTS & COURSES OLD SCHOOL: Vancouver Heritage Foundation How to Photograph Heritage Structures Saturday April 28. 9am - 5pm $125 VHF: W Hastings Stucco, Shingles & Siding: House Exteriors Learn about the function & repair of old types of siding. Saturday June 23, 9am - 4pm $ th Ave (at Ontario), Vancouver A NEW WAY TO SUPPORT HERITAGE CONSERVATION» Advertise UVIC Cultural Resource Management Program Topics in Heritage Conservation: Heritage Conservation and Place (HA489A) June 18-23, 2012 Instructor: Ned Kaufman Please find Heritage BC and click 'LIKE'! what's new events awards education resources funding contact us 2012 HERITAGE BC 914 GARTHLAND PLACE WEST VICTORIA BC V9A AJ UNSUBSCRIBE 2

23 22 Attachment 5.3 City of Port Moody Minutes Centennial Steering Committee Minutes of the regular meeting of the Centennial Steering Committee held on Wednesday, April 25, 2012 in the Brovold Room. Present Absent In Attendance Councillor Gerry Nuttall, Chair Councillor Diana Dilworth, Vice-Chair (left at 8:02pm) Wayne Axford Diane Champion-Smith (arrived at 8:03pm) Natalie Forster John Grasty Ann Kitching Linda Martin Robert Simons David Spence Lynne Williams Melissa Hyndes (Regrets) Jan Jasienczyk (Regrets) Craig Townsend (Regrets) Clifford E. Van Alstyne (Regrets) Devin Jain, Manager of Cultural Services Dorothy Ng, Committee Coordinator 1. Call to Order Call to Order 1.1 Councillor Gerry Nuttall called the meeting to order at 7:01pm. 2. Approval of Previous Minutes Minutes 2.1 Moved, seconded and CARRIED THAT the minutes of the Centennial Steering Committee meeting held Wednesday, March 21, 2012 be adopted. Report on Countdown Launch 3. Unfinished Business 3.1 Councillor Nuttall gave a verbal report on the Centennial Countdown Launch that took place on April 10, 2012, and thanked the volunteers who helped hand out scrolls and Centennial Steering Committee April 25, 2012 #176502v1 File: /2012

24 23 Attachment 5.3 chocolates. Councillor Nuttall also noted that he and Councillor Diana Dilworth met with the Rotary Club earlier in the day and expect to hear back on their event participation soon. Councillor Nuttall also noted that he will soon meet with the Lions Club. Website, Facebook, Twitter 3.2 Devin Jain presented the Centennial section of the City website that went live on April 10, 2012, and noted that the section will be expanded regularly as content becomes available. Councillor Nuttall noted that four people have already submitted a volunteer form through the website, prior to any advertising. Councillor Nuttall also noted that he has met with Communications staff and that they are currently working on an advertising strategy. Mr. Jain noted that there is also Centennial information on the City s Facebook and Twitter pages. David Spence asked whether the Centennial logo will be used on all City advertisements. Action: Councillor Nuttall to report back on use of Centennial logo on City publications. Penguin Plunge 3.3 Councillor Nuttall noted that the Pleasantside Community Association is very eager to help with the Centennial Kick Off event. Nicki Forster and David Spence will be part of the Penguin Plunge/Centennial Kick Off committee. Natalie Foster will attend those committee meetings and report back to the Centennial Steering Committee. Councillor Nuttall expects that the will be able to complete their portion of the event planning template very soon. Report on Events that Boards and Societies are Interested in Participating In Report from Library Linda Martin Linda Martin noted that the Port Moody Library will be involved in two events. Ms. Martin noted that library staff will be working with the Port Moody museum on the Living Heritage Project, which will be for February Ms. Martin noted that she will provide the committee with regular updates of their progress. Ms. Martin noted that the Poet Laureate as proposed by the Committee is not a feasible undertaking given the resources available, but that the library is willing to take on a Youth Poet Laureate project in collaboration with School District 43. This project would involve holding a contest to write a commemorative poem among students and naming the winning poet the Youth Poet Laureate of Port Moody Centennial Steering Committee April 25, 2012 #176502v1 File: /2012

25 24 Attachment 5.3 for 2013, and receive the $500 honorarium. Ms. Martin noted that this project can be launched in January 2012, with the winner announced in April 2013, which is Poetry Month. The Committee discussed how the Youth Poet Laureate Project diverges from the original idea, and noted that the research done should be kept for future reference, in case it become feasible to devote more resources to naming a professional poet for the honour, such as if external financial resources were identified. Moved, seconded and CARRIED THAT the Youth Poet Laureate proposal from the Library be approved Heritage Society Robert Simons Robert Simons noted that the Heritage Society has yet to meet with the Community Picnic Subcommittee, and that the Heritage Society is stretched for resources in responding to many requests from the different events. Mr. Roberts also noted that the Heritage Society is exploring the possibility of having a vintage military event in Port Moody. Councillor Nuttall noted that the Heritage Society is also planning an event around the CPR train, organizing heritage tours, and planning for Canada Day Heritage Commission Cliff Van Alstyne Devin Jain noted that the Civic Treasures program has been included in the 2012 Heritage Commission work plan. Mr. Jain also noted that the Heritage Commission has resolved to include the Time Capsule project in the 2013 work plan, and that it will be incorporated into an existing event rather than be an independent event Commemorative Society David Spence David Spence noted that the Commemorative Society is not participating in any of the Council approved Centennial events, but that it has several initiatives underway. Mr. Spence noted that the society has produced chocolate bars with the Centennial Logo for the launch on April 10, 2012, and will be selling the remaining chocolates, with the money to be used for the work of the society. Mr. Spence noted that there is a committee working on bringing a navy ship to the inlet, another committee for a walk about at the head of the inlet, and another committee working on a digital photo mosaic of Colonel Moody. Mr. Spence noted that the society is also considering a triune obelisk of Centennial Steering Committee April 25, 2012 #176502v1 File: /2012

26 25 Attachment 5.3 salvaged trees, as well as a bronze sculpture for the Centennial. The Committee noted that the use of the logo has not been finalized. Councillor Nuttall noted that the terms of use agreed upon by the society prohibits the sale of the chocolates, and requested that a copy of the letter be sent to Mr. Spence again, and another copy sent to Councillor Nuttall Art Centre Society Lynne Williams Lynne Williams noted that the Arts Centre Society will be working on the event after the Special Council Meeting, and will discuss further participation with the board and report back ArtsConnect Craig Townsend The ArtsConnect representative was not in attendance Youth Focus Committee Natalie Forster Natalie Forster noted that the Youth Focus Committee has not discussed this item at an official meeting, but that members have expressed strong interest in participating in the Community Picnic and the Parade. Ms. Forster also noted that the Youth Week during Centennial Year will be special. Councillor Nuttall asked all members to provide information to him as soon as the information becomes available. Time Capsule Update 3.5 This item was addressed in item Subcommittee Reports Centennial Event Coordinator 4.1 Mr. Simons noted that he has met with staff, and presented a Centennial Task Matrix which also outlines the responsibilities of the Centennial Event Coordinator. The Committee noted that the Centennial Event Coordinator should also be responsible for coordinating volunteers. This was amended on the Centennial Task Matrix. Mr. Simons noted that the auxiliary classification will allow for the greatest flexibility and the most economical use of available funds. Centennial Steering Committee April 25, 2012 #176502v1 File: /2012

27 26 Attachment 5.3 Moved, seconded and CARRIED THAT the Centennial Task Matrix be approved as amended. Parade 4.2 Councillor Dilworth noted while the subcommittee has not officially met since the last meeting, the event is getting traction. Councillor Dilworth noted that the subcommittee currently includes Maria Wood from Newport Village, Jason Hulbert, Natalie Forster, Jan Jasienczyk, Melissa Hyndes, and Cliff Van Alstyne. Councillor Dilworth noted that former member Jane Ireland is working to compile a list of organizations and community resources prior to her move. 5. New Business Public Art Funds 5.1 Mr. Jain noted that the Public Art Panel is discussing the possibility of committing Public Art Funds to the First Nations Art Piece ahead of the grant approval to ensure that the piece can be finished for the Centennial. Mr. Simons noted that the panel should consider the possibilities that the grant may not be as large as hoped, in which case the ad hoc committee could not repay the full amount to the Public Art Fund. Councillor Nuttall noted that the Report to Council should specify that the ad hoc committee cannot guarantee reimbursement of the full amount. Event Planning 5.2 Councillor Nuttall noted that each event subcommittee must have a representative from the Centennial Steering Committee. The Kick Off event will have Natalie Forster as a representative. The Living Heritage Project will be a collaboration of the library and the Heritage society, with Linda Martin as a representative. The Special Council Meeting will be represented by Councillor Gerry Nuttall, Councillor Diana Dilworth, and John Grasty. The event at the Art Centre after the Special Council Meeting will be represented by Lynne Williams. The Youth Council Meeting will be represented by Melissa Hyndes and Wayne Axford. They will work with Colleen Rohde, who has volunteered to assist. The parade subcommittee was addressed under item 4.2. Centennial Steering Committee April 25, 2012 #176502v1 File: /2012

28 27 Attachment 5.3 The Community Picnic will be represented by Robert Simons, Ann Kitching, Natalie Forster, and Diana Champion-Smith. Ioco Ghost Town does not require a representative. The Fireworks will be represented by Councillor Nuttall and John Grasty, who will be working with Councillor Rosemary Small and the Golden Spike Days. Robert Simons will work with Devin Jain on the Modular Train Display. Jan Jasienczyk will be the representative for the block parties and work with Joyelle Brandt. The Time Capsule project will be done by the Heritage Commission, with Councillor Dilworth and the Heritage Commission. The CPR Train event will be represented by Councillor Diana Dilworth, David Spence, and Cliff Van Alstyne, who will work with the Heritage Society.. David Spence will be the representative to the Yarillo Music Society. Councillor Nuttall noted that if societies need assistance with events, the representatives of the society should notify this Committee. The Aboriginal Celebrations will be represented by Councillor Nuttall and Diane Champion-Smith, working with Devin Jain, and possibly Ann Hulbert. The Ad Hoc committee will decide on the historical play. Wayne Axford requested a copy of the list of all events, including Council approved events as well as those proposed by the Ad Hoc committee. Action: Devin Jain to update the list with both sets of events, clearly identifying which are City events and which are Ad Hoc committee events, and provide contact information for the representative of each event. Gerry: take wayne off the time capsule. Event Planning Template 5.3 Mr. Jain presented an updated Event Planning Template on table, and noted that more will be added to it in the next few days, with the final version ready for use on Monday, April 30, Mr. Jain noted that this document is to be filled out by the event planning subcommittee, and then reviewed and amended by the Centennial Staff Group. Centennial Steering Committee April 25, 2012 #176502v1 File: /2012

29 28 Attachment 5.3 Mr. Jain noted that the document will define the event and guard against scope creep. Councillor Nuttall noted that all subcommittees shall complete the event planning timeline before the next meeting of the Centennial Steering Committee. Mr. Jain noted than an electronic version of the form will be sent out for use on April 30, 2012, along with a budget template. Councillor Nuttall noted that a copy of the completed form (pages 1 and 2, event timeline) should be sent to Councillor Nuttall and Devin Jain. Sponsorship Strategy 5.4 Councillor Nuttall noted that the terms of reference specify that the Committee will assist in the development of a marketing and sponsorship strategy. Councillor Nuttall noted that he and John Grasty and Jan Jasienczy will be working with Leslyn Johnson in the Communications Department to develop these strategies. Councillor Nuttall noted that a volunteer coordinator is badly needed. Mr. Jain noted that the City will be putting out a call for volunteer, and will keep a database to track their hours. Councillor Nuttall noted that the Youth Festival will be involved in 2013 celebrations and that it will be led by the Arts and Culture Committee. Mr. Jain noted that he may have the volunteer database up and running in as little as one week, and encouraged the event planning subcommittees to fill out the volunteer requirements on the event planning template. Robert: when will you have event database for population? When will you have volunteer database? Merchandising Strategy 5.5 John Grasty gave an overview of marketing and sponsorship issues, and noted that he will be working with Leslyn Johnson to develop a business case and strategy. Councillor Nuttall noted that he will be working with John Grasty, Jan Jasienczyk, and Leslyn Johnson to develop a strategy and logo use policy. Councillor Nuttall noted that application for logo use will likely go to the Communications Department, then the subcommittee, and then to the Centennial Steering Committee. Councillor Nuttall noted that the strategy will have to be presented to and approved by Council. Centennial Steering Committee April 25, 2012 #176502v1 File: /2012

30 29 Attachment 5.3 Mr. Jain noted that the event planning subcommittees would like to give t-shirts to their volunteers, they should plan it into their own budgets and the merchandizing budget has been set to zero. Volunteer Coordinator Staff Centennial Group Marketing and Sponsorship 5.6 This was discussed under item This was discussed under item This was discussed under items 5.4 and Information Events Calendar 6.1 This item was received for information. Lower Mainland Events Calendar 6.2 This item was received for information. 7. Adjournment Councillor Nuttall adjourned the meeting at 9:00pm. Centennial Steering Committee April 25, 2012 #176502v1 File: /2012