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220620 Tillsonburg 150 Ad Hoc Committee MinutesTillsonburg 150 Ad-Hoc Committee Minutes, June 20, 2022 Page 1 of 5 The Corporation of the Town of Tillsonburg Tillsonburg 150 Ad Hoc Committee June 20, 2022 4:30 p.m. Council Chambers MINUTES Present: Chair Joan Weston, Courtney Booth, Christine Wade, Deputy Mayor Dave Beres Absent with Regrets: Aleksandra Webber, Rosemary Dean Staff Also Present: Patty Phelps- Culture and Heritage Manager/Curator Gina Armand - Records & Legislative Coordinator 1. Call to Order The meeting was called to order at 4:33 pm by Chair Joan Weston 2. Adoption of Agenda Resolution #1 Moved by: Courtney Booth Seconded by: Deputy Mayor Beres THAT the Agenda as amended for the Tillsonburg 150 Ad-Hoc Committee Meeting of June 20, 2022, be adopted. Carried Tillsonburg 150 Ad Hoc Committee Minutes, June 20, 2022 Page 2 of 5 3. Minutes of the Previous Meeting June 10 Meeting Minutes-Page 3 should read “St. Paul’s Church” and “Corn Hole”, not St. John’s Church or Cornwall. 4. Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared 5. General Business and Reports 5.1. St. John Ambulance Chair received a confirmation call from St. John Ambulance. They will be able to split the crew to provide coverage for July 1. Oxford EMS have not returned any calls. 5.2. Tillsonburg 150 Events Review & Implementation Tillsonburg Firefighters will be in attendance. Event Organizer, will follow up with the Firefighters to go over plans. Lions Club volunteers will help with the unloading and loading of equipment. They will need 4 tables. This has been arranged by the Committee’s Chair. Chair will follow up with Savannah from Innovata Foods regarding the donations of food. Dedication Tree Zone will start gathering at 2:30pm. Event to take place at 3:00pm in Memorial Park. Chair advised Members that the MP, MPP, County Warden, and Mayor Molnar will all be in attendance for the Pancake Breakfast. Museum Curator has requested a price list for food to add to schedule, website, and social media. Tillsonburg 150 Ad Hoc Committee Minutes, June 20, 2022 Page 3 of 5 The Time Capsule Entries Event was a success. Committee Members have enough items to add to the Time Capsule. Paw Patrol costumes will be worn weather permitting. Golf poles for mini putt are damaged and not suitable for use. Event Organizer will try to replace this with another activity. Event Organizer will go over the parking spots for vendors and emergency personnel. Will have parking available inside the barriers. Generators will run on gas. Gas needs to be purchased. Food has been ordered and will be delivered by Thursday, June 23. The sponsor posters have all been made. Interactive schedule will be created by Town`s Communication Officer. A full page ad will be in the newspaper on Thursday June 23 and next Thursday June 30. Chair to follow up with Staples regarding the Thank You Cards. 5.2.1. Christmas Ornaments for Sponsors/Volunteers Member’s general consensus was to provide all volunteers with a free t- shirt as a thank you for service. The sale of the souvenirs is very successful thus far. Museum Curator provided the stats from Friday.  Camper mugs are all sold out  54 pint glasses sold  34 journals sold  55 wine tumblers sold  10 Christmas Ornaments sold (sale started on Thursday June 16 & Saturday June 18) Tillsonburg 150 Ad Hoc Committee Minutes, June 20, 2022 Page 4 of 5 5.2.2. Dunk Tank Donation Box The Committee discussed having a donation box at the Dunk Tank. No action was taken. 5.2.3. Community Centre/Rain Date Community Centre won’t be available for a backup should there be inclement weather. 5.2.4. Golf Cart Deputy Mayor was offered a free golf cart. Committee Members were asked if a golf cart would be of interest, specifically for the event to help with Volunteers who have mobility issues. Committee members were in agreement to keep the golf cart, so long as the vehicle is insured, and not violating any Policies of the Town 5.2.5. Next Meeting Date It was decided that no further meetings are needed until after the event. A meeting date of July 12, 2022 at 4:30pm was discussed. Deputy Mayor requested the presence of the Chair at next Council Meeting on June 27, 2022, to inform Council/Public of the Tillsonburg 150Event. 6. Next Meeting July 12, 2022 at 4:30pm. 7. Adjournment Resolution #2 Moved by: Courtney Booth Seconded by: Christine Wade Tillsonburg 150 Ad Hoc Committee Minutes, June 20, 2022 Page 5 of 5 THAT the June 20, 2022 Tillsonburg 150 Ad-Hoc Committee Meeting be adjourned at 5:38 pm. Carried.