220414 Tillsonburg 150 Ad Hoc Committee AgendaTillsonburg 150 Ad-Hoc Committee Minutes, April 14, 2022 Page 1 of 2
The Corporation of the Town of Tillsonburg
Tillsonburg 150 Ad Hoc Committee
April 14, 2022
4:30 p.m.
Hybrid Meeting
AGENDA
1. Call to Order
2. Adoption of Agenda
Resolution #1
Moved by:
Seconded by:
THAT the Agenda as prepared for the Tillsonburg 150 Ad-Hoc Committee meeting
of April 14, 2022, be adopted.
Carried
3. Minutes of the Previous Meeting
April 5, 2022 Committee Minutes
4. Disclosures of Pecuniary Interest and the General Nature Thereof
5. General Business and Reports
5.1. Committee Vacancy Update
5.2. Budget Update
5.3. Souvenirs
5.4. Variety Show
5.5. Bentley’s
5.6. Rain Date
5.7. Tillsonburg 150 Events Review & Implementation
6. Next Meeting
Tillsonburg 150 Ad Hoc Committee Minutes, April 14, 2022 Page 2 of 2
May 3, 2022 at 4:30 p.m.
7. Adjournment
Resolution #2
Moved by:
Seconded by:
THAT the April 14, 2022 Tillsonburg 150 Ad-Hoc Committee meeting be adjourned
at______.
Carried
Please contact the Staff Liaison listed below to gain access to this hybrid meeting:
Contact
Gina Armand, Records & Legislative Coordinator
garmand@tillsonburg.ca
Tillsonburg 150 Ad-Hoc Committee Minutes, April 5, 2022 Page 1 of 4
The Corporation of the Town of Tillsonburg
Tillsonburg 150 Ad Hoc Committee
April 5, 2022
4:30 p.m.
Hybrid Meeting
MINUTES
Present:
Chair Joan Weston, Deputy Mayor Dave Beres, Aleksandra Webber, Rosemary Dean,
Courtney Booth, Christine Wade
Absent with Regrets: Collette Takacs,
Staff Also Present:
Margaret Puhr- Administrative Assistant – Recreation, Culture & Parks
Patty Phelps- Culture and Heritage Manager/Curator
Gina Armand - Records & Legislative Coordinator
1. Call to Order
The meeting was called to order at 4:34pm by Chair Joan Weston
2. Adoption of Agenda
Resolution #1
Moved by: Rosemary Dean
Seconded by: Aleksandra Webber
THAT the Agenda as amended for the Tillsonburg 150 Ad-Hoc Committee meeting
of April 5, 2022, be adopted.
Carried
3. Minutes of the Previous Meeting
March15, 2022 Committee Minutes – No errors or omissions
4. Disclosures of Pecuniary Interest and the General Nature Thereof
Tillsonburg 150 Ad Hoc Committee Minutes, April 5, 2022 Page 2 of 4
No disclosures of pecuniary interest were declared
5. General Business and Reports
5.1. Committee Vacancy Update
The present Chair Joan Weston thanked Christine Wade for her hard work and
dedication as she steps down as Chair. Christine will continue on as a member of the
Committee.
5.2. Media Plan
Discussions on Media Plan:
Press release May 2, 2022.
Save the Date Cards to be issued with May 5, 2022 newspaper.
Broadway banners to be installed the week of May 16-20, 2022.
Signs and posters to be erected May 2, 2022 with the Save the Date card.
QR codes and poster ads in storefront windows. Installed May 16, 2022
Full page ad in paper promoting event starting May 2, 2022
The BIA is interested in assisting in anyway possible with the event
Ad to run on Norfolk and Tillsonburg news on June 23, 2022 & June 30, 2022.
Ad to also run on Norfolk and Tillsonburg Town’s pages May 5-June 30, 2022
Social media ads starting on May 2, 2022. Sprout Social will be used to link
platforms such as the Town’s Website, Town’s Facebook Page, Museum’s
Facebook Page, BIA’s Facebook page, Town’s Twitter account, Museums
Twitter account, and the Museum’s Instagram account
Radio adverts will be discussed once all other advertising has been accounted
for due to budget
5.3. Choice of Souvenirs
Committee members discussed choice of souvenirs to sell at the event. The general
consensus for each choice was as follows:
Water bottle- Nay
Balloons- Yay
Bottle Opener-Yay
Wine glass with lid- Yay
Beer pint- Yay on the first option
Camper Mug-Yay
Tillsonburg 150 Ad Hoc Committee Minutes, April 5, 2022 Page 3 of 4
Playing cards- Yay
Frisbee with Town logo- Nay
Keychain- Yay to sell for $5.00 not $10.00
Soft cover journal- Yay
Multi-tool- Yay on the second option
Shopping tote bag- Yay on second option
Christmas ornament- Yay
Children’s Stuffed toys- Yay
Deputy Mayor Dave Beres joined the meeting at 5:10pm
Discussion to have lanyards as a souvenir or a giveaway to volunteers. Members
decided to hand lanyards out as a gift to volunteers. A quantity of 100 was
recommended to purchase. Committee members suggested dropping a few of the
items to accommodate Christmas ornament quote. To be discussed next meeting.
5.4. Tillsonburg 150 Events Review & Implementation
Parade has been booked. Follow up needed in regards to what acts are booked.
Whisky Jack to start at 8pm and are happy with the equipment that the Town has
provided.
Paragraph on time capsule to be sent to Chair for review. To be advertised via
newspaper, online, social media, and posters. BIA to help advertise. Time capsule will
arrive on April 8, 2022 without etching and is to be stored at the Museum or until further
notice.
Kinsmen Club to start at 6pm, end time TBD.and provide beer tent, food truck, alcohol,
porta-potties, 2 security guards and fencing around beer tent. Kinsmen looking to
obtain permit for Saturday night. Lion`s Club to provide food and refreshments after
the parade up until 6pm or longer if needed. Kinsmen to inquire about Town of
Tillsonburg’s Alcohol Policy. The cost of porta-potties for Saturday night and who will
cover this cost, to be discussed
Kids Zone contracts in place. The bouncy castle is TSSA approved. Dunk Tank to be
set up near Pavilion. Town has okayed the use of the water tap for filling process.
Museum will have balloons and face painting. Variety Show may not be an option.
Reptile Show may replace Variety Show. To be discussed at next meeting.
5.5. Volunteer Recruitment
Tillsonburg 150 Ad Hoc Committee Minutes, April 5, 2022 Page 4 of 4
Volunteers for stage set up are confirmed. Two volunteers are needed for Parade to
hold the banner. Various volunteers are still needed. Ad in Glendale High School
Facebook page will be made. To be discussed in more detail next meeting.
5.6. Rain Date
To be discussed at next meeting due to time constraints
6. Next Meeting
April 14, 2022 at 4:30 p.m.
7. Adjournment
Resolution #2
Moved by: Rosemary Dean
Seconded by: Courtney Booth
THAT the April 5, 2022 Tillsonburg 150 Ad-Hoc Committee meeting be adjourned at
5:56pm.
Carried