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HomeMy WebLinkAboutNovember 21, 2017CGa o/ DICKERING Minutes/Meeting Summary Cultural Advisory Committee Tuesday, November 21, 2017 7:00 pm City Hall — Main Committee Room Attendees: T. Ryce, Supervisor, Cultural Services J. De Gennaro, Clerk — Typist, (Recording Secretary) A. L.M. Revoy, Cultural Advisory Committee Member C. Hunt, Cultural Advisory Committee Member M. MacDonald, Cultural Advisory Committee Member J. Sabean, Cultural Stakeholder, Pickering Historical Society Guest: T. Malika-Foster Absent: J. St. Amant, Coordinator, Cultural Services S. Munir, Cultural Advisory Committee Member S. Bhatia, Cultural Stakeholder, Indo -Canadian Cultural Association of Durham Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) 1. Welcome T. Ryce welcomed new committee member and guests. Introductions 2. Approval of Minutes and Agenda Motion: to approve the minutes of the June 20, 2017 meeting as written. Moved: A. Revoy Seconded: P. MacDonald Carried Motion: to approve the Agenda as provided. Moved: A. Revoy Seconded: P. MacDonald Carried Page 1 of 5 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) 3. Business Arising from the Minutes J. De Gennaro to resend the Canada 150 presentation to S. Bhatia - done T. Ryce to add public art project development to the list of procedures to be developed. — staff are still working on the policies. CNCC has not been sending out newsletters and therefore nothing to be forwarded to the committee. Committee members to comment on the Public Art Project Development document and return to T. Ryce prior to next meeting - T. Ryce will be accepting comments up to December 15th J. St. Amant will report back on the Cultural Database and the mapping of such items. — new mapping will take all of the aspects of the cultural directory. Plan to add to the mapping of the heritage buildings. System is not public yet — Public Art has been added to the system as of 2017 September 4. Community Events Package and Policy Draft Documents Distributed for review and discussion: • Community Use of Parks Procedure — outlines the process for the use City Parks for Community Events as well as Terms of Use for Signature Parks- outlines the terms of use for the City's 4 Signature Parks • Draft of the Community Festival & Events Manual • Community Events Checklist • Appendices listed in the Manual • Emergency Weather Plan — Events • Emergency/Disaster Plan • Food Tuck Checklist Committee members to provide T. Ryce with any questions or comments on the provided documents prior to January. Page 2 of 5 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) • Certificate of Insurance • Application for Parade Permit T. Ryce will review • Community Festival & Event wording in the Procedure Application - specifically related to • Accessibility Regulations for groups permitted to Contacted Services operate community • Partner Event Checklist events, to ensure that new event operators will General Discussion surrounding Community Event not be excluded. Policy/Program - priorities and goals: • Facilitates a variety of individuals — age, cultural diversity. Committee members are asked to provide • Events hosted in parks that suits the needs of comments on where you the event vs. that of the surrounding residents may see where exclusions • Opportunities where City staff to facilitate an could occur. event and have the community organizations organize and run the event. Ryce to send out link to • Encourage organizers to reach out to other EnvT. ronics Analystics community partners/organizations to share postal postal code analysis resources and experiences, grow audience generator • Networking and peer mentoring group — facilitate groups to working together — example Send link to City grant want to run a BBQ but do not have volunteers application to committee — • List projects and community events that are approved and list volunteer opportunities with the community organizations on City Website J. De Gennaro • Staff suggested opening up opportunities at T. Ryce to send out summer concerts and tree lighting to facilitate community event policy community organizations to work together draft to the committee • We should be encouraging a wide variety of once it has gone through events the director for review. - • Carry the content through to our residents — staff to engage residents and stakeholders in launch of the manual and program — staff assigned specifically to facilitate the program complete Committee to review • facilitating shuttle buses to under-used parks policy and provide and working with the corporate events comments back prior to committee — to be discussed with sponsorship team, and reviewed as larger part of the DRT regional plan January Council meeting. Page 3 of 5 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) T.Ryce to draft policy, and distribute to Committee for their review and comment in the month of December. 5. Tom Thomson Celebration Update T. Ryce provided a final update on the Tom Thomson event. • Achieved and exceeded event goals for attendance, knowledge building, sponsorship, and engagement • Facilitated shuttles from our senior's home residents • 14 community organizations participated • First event the City has run in Claremont • Facilitated relationships between North and South Pickering residents, communities and organizations • Attendance goal exceeded - between 700 — 900 people attended, staff goal was 150 — 200 • Collaborative Community Artwork was created, and is to be installed in coming months. The piece is to celebrate Canada 150, Tom Thomson and Family. The City held 3 Community engagement public artwork seminars to help create the Public Art piece. Residents were encouraged to add a symbol/object representative of their vision of family. Sessions were held at summer camps, Pickering Public Library and at the Seniors Forum. All submitted objects were documented, and added into a crate, the entire piece will be painted red (for Canada, and Tom Thomson) and will be assembled to represent the parcels of land and our early families that make up Pickering's roots. Final work is to be installed in the Dr. Nelson F. Tomlinson CC. 6. Other Business General Discussion surrounding Cultural Events — Page 4 of 5 Item/ Ref # Details & Discussion & Conclusion (summary of discussion) Action Items/Status (include deadline as appropriate) Purpose of the Community Festivals and Events Manual, and the Community Grants program is to facilitate community led events. Committee members are to expect an invitation to a Grant Announcement. 7. Adjournment Motion: to adjourn Moved: J. Sabean Seconded: A. Revoy Carried Meeting Adjourned: 8:55 pm Copy: Director, Community Services Clerks Page 5 of 5