HomeMy WebLinkAboutJanuary 29, 2019cdo,d
DICKERING
Minutes/Meeting Summary
Cultural Advisory Committee
Tuesday, January 29, 2019
7:00 pm
Main Committee Room
Attendees: J. St. Amant, Coordinator, Cultural Services
C. Cooper, Cultural Advisory Committee Member
J. Currie, Cultural Advisory Committee Stakeholder
D. Davis, Cultural Advisory Committee Stakeholder
P. DeWilde, Cultural Advisory Committee Stakeholder
E. Forde, Cultural Advisory Committee Stakeholder
M. Francis, Cultural Advisory Committee Stakeholder
N. Holland, Cultural Advisory Committee Member
C. Hunt, Cultural Advisory Committee Member
V. Raees, Cultural Advisory Committee Stakeholder
J. Sabean, Cultural Advisory Committee Stakeholder
A. Sardar, Cultural Advisory Committee Member
B. Sopher, Cultural Advisory Committee Stakeholder
D. Poole, Clerk -Typist (recording secretary)
Absent: T. Ryce, Supervisor, Cultural Services
Guests: R. Michaud, (Acting) Deputy Clerk
L. Gibbs, Supervisor, Museum Services
Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
1.
Welcome
J. St. Amant welcomed everyone and called the
meeting to order at 7:00 pm.
Information packages, which contained a copy of
the Cultural Advisory Committee Terms of
Reference, City Policy ADM 040, and the
Procedural By-law 7665/18 were distributed
amongst the committee members.
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Item/
Ref #
Details & Discussion & Conclusion
(summary of discussion)
Action Items/Status
(include deadline as
appropriate)
2.
Committee Orientation Review
R. Michaud provided an overview of the role of the
Cultural Advisory Committee, which consisted of the
following information:
• the term of the committee is 4 years
• meetings are a maximum of 2 hours
• the agenda, which is set by J. St. Amant, along
with a copy of the draft minutes are reviewed
by the Clerks Office. Both documents will be
posted on the website
• members of the public are welcome to attend a
meeting however 1 week notice must be given
if they intend on conducting a presentation
• quorum, which is half the committee members
plus one, must be met in order to vote on any
matters. If quorum is not met, then no minutes
are taken however an informal meeting may
take place
• conference calls will not be utilized to conduct
business at any meeting
• meeting cancellations are issued through the
Clerks Office. Attempts will be made to notify
each member of any cancellation. Information
will also be posted on the Public Notices
section of the City website as well as the
Service Disruption Line
• in the event that a committee member is
absent from 3 consecutive meeting, or absent
from over 50% of the meetings in one year
without justification, the staff liaison will contact
the member to ask whether or not they wish to
remain on the committee or resign
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3.
Confirmation of Contact Information and
Agreement to Share
Listing was distributed for all committee members to
provide their contact information and included the
following request: "Permission to share contact
information as a member of the Cultural Advisory
Committee". All members signed off in agreeance to
this request.
Roundtable introductions occurred and each
committee member provided a brief biography about
themselves.
4.
Review Terms of Reference
J. St. Amant reviewed the Cultural Advisory
Committee Terms of Reference and proposed the
following revisions:
1) That the wording under section 2.0 that reads
"Members do not have the authority to assign
work to staff but will work cooperatively and
assume related duties as directed by the
Supervisor, Cultural Services" to include the
wording "and/or the Coordinator, Cultural
Services."
2) To revise the sentence under section 3.0 that
reads "10 Committee members will be
selected, 4 members from the public and 6
representatives from community organizations"
to now read "12 Committee members will be
selected, 4 members from the public and 8
representatives from related community
organizations."
3) to revise the departmental listing under
section 3.0 to the following:
"Culture & Recreation Department" to read
"Community Services Department."
"Engineering & Public Works Department" to read
"Engineering Services Department"
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Page 4 of 5
4) to revise the meeting schedule under section
5.0 that currently reads "The Cultural Advisory
Committee meets monthly" to now read "The
Cultural Advisory Committee meets 6 times
per year up to 8 times per year."
Discussion ensued regarding the possible revision of
the organizations listed under section 3.0 that are
identified as follows: "Where possible, appointments
to the Committee shall include representatives of the
following organizations/associations:
• Pine Ridge Arts Council
• Durham West Arts Centre
• Pickering Historical Society
• Pickering Public Library
• Ajax/Pickering Board of Trade
• Diversity Group
The Committee agreed to keep the wording as is.
It was the consensus of the Committee to amend the
Terms of Reference as noted.
5.
2019 Meeting Schedule
J. St. Amant proposed that all meetings occur at 7:00
pm in the Main Committee Room at City Hall on the
following dates:
• Tuesday, February 26th
• Tuesday, April 30th
• Tuesday, June 18th
• Tuesday, September 24th
• Tuesday, October 29th
The committee members agreed to the 2019 meeting
schedule based on the dates proposed.
6.
Development of Creative Hub's
L. Gibbs advised that the Museum has recently
completed the Strategic Plan, which aligns with the
Cultural Strategic Plan.
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Meeting Adjourned: 8:10 pm
Copy: Director, Community Services
City Clerk
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L. Gibbs provided an overview of the new 40,000
square foot Heritage & Community Centre, scheduled
for completion in 2021, and its many functions.
L. Gibbs noted that that staff are currently looking for
opportunities for ideas through the Creative
Partnerships meeting, scheduled for Wednesday,
February 6th from 12:30 pm — 2:00 pm at 1101
Kingston Road, unit 280. L. Gibbs noted that staff are
exploring the possibility of conducting an evening
session to accommodate individuals that are working
during the day.
E. Forde recommended obtaining better signage for
the museum. L. Gibbs noted that staff are looking at
various options for signage and promotions through
Tourism Ontario and other outlets.
7.
New Business
J. St. Arrant provided an overview of the City of
Pickering Civic Awards and encouraged the
committee members to submit a nomination.
J. St. Amant indicated that a discussion would occur
at the next meeting to review the 2019 work plan.
Meeting Adjourned: 8:10 pm
Copy: Director, Community Services
City Clerk
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