231115 Museum, Culture, Heritage and Special Awards Advisory Committee AgendaThe Corporation of the Town of Tillsonburg
Museum, Culture, Heritage and Special Awards Advisory
Committee
AGENDA
Wednesday, November 15, 2023
4:30 PM
30 Tillson Avenue
1.Call to Order
2.Adoption of Agenda
Moved By: ________________
Seconded By: ________________
THAT the agenda as prepared for the Museum, Culture, Heritage and Special Awards
Advisory Committee meeting of November 15, 2023, be approved.
3.Disclosures of Pecuniary Interest and the General Nature Thereof
4.Adoption of Minutes of Previous Meeting
Moved By: ________________
Seconded By: ________________
THAT the minutes of the Museum, Culture, Heritage and Special Awards Advisory
Committee of October 18, 2023, be approved.
5.Presentations
6.General Business & Reports
6.1 Patty Phelps, Culture & Heritage Manager/Curator RE: Museum Updates
6.2 Tabitha Verbuyst, Executive Director/Curator RE: Station Arts Centre Updates
6.3 Front Porch Repair at 300 Broadway Street
Moved By: ________________
Seconded By: ________________
THAT report titled “Front Porch Repair at 300 Broadway Street” be received
as information; and
A.
THAT Staff provide all comments from the Museum, Culture, Heritage and
Special Awards Committee to Emily Xuereb, Deputy Chief Building Official.
B.
6.4 Volunteer Achievement Award Nominations
Moved By: ________________
Seconded By: ________________
THAT report titled Volunteer Achievement Award Nominations be received
as information; and
A.
THAT the Museum, Culture, Heritage and Special Awards Advisory
Committee select a recipient of the Volunteer Achievement Award.
B.
6.5 Past Budget and Planning Information From Tillsonburg's 150th Ad Hoc Committee
Moved By: ________________
Seconded By: ________________
THAT report titled “Past Budget and Planning Information from Tillsonburg’s
150th Ad Hoc Committee” be received as information.
A.
7.Next Meeting
8.Adjournment
Moved By: ________________
Seconded By: ________________
THAT the Museum, Culture, Heritage and Special Awards Advisory Committee be adjourned
at ___ p.m.
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1
The Corporation of the Town of Tillsonburg
Museum, Culture, Heritage and Special Awards
Advisory Committee
MINUTES
Wednesday, October 18, 2023
4:30 PM
Lion's Den
45 Hardy Ave, Tillsonburg
ATTENDANCE: Carrie Lewis
Amie Varga
Lindsay Munroe
Isaac Card
Doug Cooper
Joan Weston
Courtney Booth
Rosemary Dean
Kelly Spencer
Regrets: Tabitha Verbuyst
Deb Gilvesy
Staff: Patricia Phelps
Julie Ellis
Hillary Miller
_____________________________________________________________________
1. Call to Order
The meeting was called to order at 4:30 p.m.
2. Adoption of Agenda
Resolution # 1
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2
Moved By: Doug Cooper
Seconded By: Rosemary Dean
THAT the agenda as prepared for the Museum, Culture, Heritage and Special
Awards Advisory Committee meeting of October 18, 2023, be approved.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
4. Adoption of Minutes of Previous Meeting
Resolution # 2
Moved By: Amie Varga
Seconded By: Isaac Card
THAT the minutes of the Museum, Culture, Heritage and Special Awards
Advisory Committee of September 20, 2023, be approved.
Carried
5. Presentations
There were no presentations.
The committee discussed getting more organizations to apply for the cultural
grant. Committee members to reach out to members of the community.
6. General Business & Reports
6.1 Patty Phelps, Culture & Heritage Manager/Curator RE: Museum
Updates
Lindsay Munroe arrived at 4:36 pm.
Patty gave an update on the museum and its fall programs.
2025 is the 200th year that George Tillson arrived. The Committee would
like to start planning an event in the spring of 2025. Staff to provide a
report at the next Museum, Culture, Heritage and Special Awards
Committee meeting regarding the previous 150th celebration details in
regards to funding and committee mandate.
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3
6.2 Tabitha Verbuyst, Executive Director/Curator RE: Station Arts Centre
Updates
Tabitha was absent from the meeting and provided a written update that
was read to the committee regarding the success of the Station Arts
Centre's dinner and auction event.
7. Next Meeting
November 15, 2023 at 4:30 p.m.
8. Adjournment
Resolution # 3
Moved By: Kelly Spencer
Seconded By: Joan Weston
THAT the Museum, Culture, Heritage and Special Awards Advisory Committee
meeting be adjourned at 5:09 pm.
Carried
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Subject: Front Porch Repair at 300 Broadway Street
Report Number: CS 23-23
Department: Corporate Services Department
Submitted by: Hillary Miller, Records and Legislative Coordinator, Committee Recording
Secretary
Meeting Type: Advisory Committee Meeting
Meeting Date: Wednesday, November 15, 2023
RECOMMENDATION
A. THAT report titled “Front Porch Repair at 300 Broadway Street” be received as
information; and
B. THAT Staff provide all comments from the Museum, Culture, Heritage and
Special Awards Committee to Emily Xuereb, Deputy Chief Building Official.
BACKGROUND
A permit application has been received for the repair of a front porch at 300 Broadway
Street. The porch is a designated heritage structure on this property. The owners plan
to restore the front porch based on the attached historical photographs.
The Deputy Chief Building Official is looking for comments from the Committee prior to
the issuance of the permit.
ATTACHMENTS
Appendix A – Photographs of the front porch at 300 Broadway Street and proposed
porch repair drawings.
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Subject: Volunteer Achievement Award Nominations
Report Number: CS 23-24
Department: Corporate Services Department
Submitted by: Hillary Miller, Records and Legislative Coordinator, Committee Recording
Secretary
Meeting Type: Advisory Committee Meeting
Meeting Date: Wednesday, November 15, 2023
RECOMMENDATION
A. THAT report titled Volunteer Achievement Award Nominations be received as
information; and
B. THAT the Museum, Culture, Heritage and Special Awards Advisory Committee
select a recipient of the Volunteer Achievement Award.
BACKGROUND
Part of the mandate of the Museum, Culture, Heritage and Special Awards is to select a
recipient of the Volunteer Achievement Awards quarterly.
Two applications have been received this quarter. They are attached in Appendix A of
the report.
The evaluation criteria for the award is as follows:
The length and impact of service
The uniqueness of the nominee's efforts
The extent to which the nominee supports and involves other people
The challenges and/or barriers the nominee has overcome in order to contribute
The Committee will need to select one of these two applicants to receive the award for
this quarter.
ATTACHMENTS
Appendix A – Nominations for Volunteer Achievement Award
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Volunteer Achievement Award Nominations:
Name Category of
Nomination
Type of Involvement Type of Achievement Level of Impact on
the Community
Dr.
Mark
Dickson
Art, Culture &
Heritage
Apr 2019 - Present
Accessibility Advisory Committee
Town of Tillsonburg Committee Member and current
Chair
Apr 2019 – June 2021
Cultural, Heritage, and Special Awards Advisory
Committee
Town of Tillsonburg Committee Member
Oct 2014 - June2019
Tillsonburg and District Multi-Service Centre Tillsonburg,
ON
Board of Director
Oct 2014 - June 2019
Stonebridge Community Services Tillsonburg, ON
Board of Director
June 17 – Present Canadian Chiropractic Examining
Board Calgary, AB Examining Officer
Nov 16 – Present Movember Foundation: Canada
Toronto, ON
*See previous *See previous
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Moustache participant having privately raised over
$19,000
Aug 14 - Present
Tillsonburg Chamber of Commerce Tillsonburg, ON
Member
Jun 15 - Present
Ashlar Lodge 701 AF&AM Tillsonburg, ON
Member and Past President/Master
June 2017 - Present
Tillsonburg Minor Baseball and Tillsonburg Minor Soccer
Coach
Sept 3022 – Jun 2023
Scouts Canada: 2nd Tillsonburg Beavers Tillsonburg, ON
Beaver Scout Leader
Dec 2016 – Nov 2022
Tillsonburg and Area Optimist Club Tillsonburg, ON
Member / Kazoo Band Director
Sept 2021 – April 2022
Tillsonburg Ringette Association Tillsonburg, ON Team
Trainer
Jun 2014 – Sep 2019
Helping Hand Food Bank Tillsonburg, ON
Volunteer in yearly Food Bank Drive
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Awards:
June 2022Scouts Canada: 2nd Tillsonburg Beavers
Tillsonburg, ON
• New Beaver Leader Recognition Certificate
May 2018Tillsonburg Chamber of Commerce
Tillsonburg, ON
• The Jane and Phil Esseltine Positive Change Award
Feb 2017Tillsonburg and Area Optimist Club Tillsonburg,
ON
• Optimistic First Steps Award
Oct 2013-2014Canadian Memorial Chiropractic College
Toronto, ON
• Naturpharm Governor’s Club Corporate Members
Award
• Student Research Apprenticeship Award
• Students’ Council Award
• Robert J. Cannon Performing Arts Award
• Canadian Chiropractic Association President’s Award
Dan
Mahony
Civic, Seniors &
Youth, Sport,
Recreation &
Education
Advocated for walking trails, instrumental in acquiring
the Trans Canada Trail for our town.
Organized ski outings, rollerblading and skating
Helped with Literacy program through Livingston Centre
Over the years Dan has
quietly helped those
recovering from addictions.
He has voluntarily driven
persons for various
appointments, offering, not
waiting to be asked. He has
helped youth with their
Dan really cares
about our town.
His passion for
Tillsonburg has
never waned or
wavered. He is a
selfless organizer,
volunteer, &
mentor for many.
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academic studies, never
taking any monetary
compensation. He provides
sports equipment, sometimes
his own, or will acquire what
is needed for children who
wish to participate in an
activity but can't afford the
equipment. He is most
admired for stepping up to
help but never seeking
recognition for his activities.
His compassion for those
struggling made him a
wonderful volunteer in the
Literacy program. Dan has
been a proud Tillsonburg
supporter for as long as I
have known him which is 54
yrs. For many years he was a
dedicated School principal for
St. Joseph's and St. Mary's
Schools, spending many after
school hours coaching all the
related school sports.. Always
civic minded.
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Subject: Past Budget and Planning Information from Tillsonburg’s 150th Ad Hoc
Committee
Report Number: CS 23-25
Department: Corporate Services Department
Submitted by: Hillary Miller, Records and Legislative Coordinator, Committee Recording
Secretary
Meeting Type: Advisory Committee Meeting
Meeting Date: Wednesday, November 15, 2023
RECOMMENDATION
A. THAT report titled “Past Budget and Planning Information from Tillsonburg’s
150th Ad Hoc Committee” be received as information.
BACKGROUND
The Tillsonburg 150th Ad Hoc Committee was formed on September 21, 2021 and held
their last meeting on July 12, 2022. The Committee was formed to organize the 150th
birthday celebration of the Town of Tillsonburg. The Committee was responsible for
planning the event, developing a budget and promoting the event.
The Committee had raised $12,000 of funds from sponsorships, donations and
volunteers. However, the funds raised was not enough to hold a day of events. On
December 7, 2021 a report went to Council with the anticipated budget of $38,000 to
ask for the remaining $26,000.
DISCUSSION
As the planning of the Town’s 150th birthday celebration took roughly a year to plan, it is
imperative that the planning of the 200th celebration of George Tillson’s arrival be
planned soon. A sub-committee comprised of a few members should be chosen to plan
this event. The sub-committee can bring regular updates to the Museum, Culture,
Heritage and Special Events Committee for decision by the entire Committee.
ATTACHMENTS
Appendix A – Terms of Reference – Tillsonburg 150 Committee
Appendix B – Staff Report - Tillsonburg 150 Committee Recommendation – Budget and
Funding Request
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Tillsonburg 150 Ad Hoc Committee
Terms of Reference
Mandate:
To work in collaboration with Town staff and community partners to plan and execute a
family-friendly event to commemorate the 150th Anniversary of the Incorporation of the
Town of Tillsonburg in September of 2022.
1.0 Role of the Tillsonburg 150 Committee:
1.1 To plan and execute a family-friendly event to celebrate Tillsonburg’s 150th
Birthday
1.2 To develop and present to the Culture, Heritage and Special Awards
Committee a budget for the event and to work within said budget for the
event
1.3 To seek out, if needed, additional funding to meeting budget
1.4 To work with the Town’s Communication Department to promote the
celebration to all Town citizens
1.5 To develop working relationships with community groups and organizations
for assistance to plan and execute the event
1.6 To present a final report on the event to the Culture, Heritage and Special
Awards Committee at their November 2022 meeting
2.0 Organization of the Committee
The Committee should be comprised of a cross section of individuals with relevant
technical and professional expertise, as well as strong advocacy, communication and
organizational skills.
2.1 Vacancies for citizen appointments will be advertised in the local newspaper
as per the Town’s procedures for Committees of Council.
2.2 Committee members will be appointed by Council.
2.3 The Committee shall include one Council representative, three members of
the Culture, Heritage and Special Awards Committee, four members of the
public including one representative from the Historical Society.
2.4 The term of a Committee member will conclude when the ad-hoc committee
is abolished after meeting their outlined mandate.
2.5 One member will be appointed by vote of the committee at the first meeting
to chair the meetings for the term. At this time, they will select a vice-chair.
2.6 Municipal staff shall act in an advisory manner to the committee and the role
of staff liaison shall be fulfilled by the Executive Assistant and
Curator/Manager of Culture and Heritage.
3.0 Meetings
3.1 The Committee will meet once a month.
3.2 The date and time of the regular meetings will be established at the first
meeting of the group.
3.3 Meetings will have a formal agenda.
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3.4 Agendas and information packages (including previous meeting minutes) will
be sent electronically to Members prior to each meeting.
3.5 A majority of Council appointed Committee Members will constitute quorum
for the transaction of business.
4.0 Role of the Chair
The Chair is responsible for ensuring the smooth and effective operation of the
Committee and its’ roles. This will include responsibility for:
4.1 Calling the meetings to order.
4.2 Encouraging an informal atmosphere to encourage the exchange of ideas.
4.3 Creating an agenda in consultation with the Secretary.
4.4 Chairing the meetings to ensure business is carried out efficiently and
effectively.
4.5 Acting as spokesperson.
4.6 Representing the Committee at Town Council.
4.7 The Chair shall conduct meetings in accordance with the Town’s Procedural
By-Law.
4.8 In the absence of the Chair, these responsibilities will be undertaken by the
Vice-Chair.
5.0 Role of the Secretary
The Secretary is responsible for ensuring a complete up to date record for the
Committee.
5.1 In liaison with the Chair, arrange date, time and venue for meetings.
5.2 In liaison with the Chair, set agendas and circulate agendas to the members
two business days prior to the meeting.
5.3 Circulate draft minutes to the members.
5.4 Keep a complete up to date record of the minutes.
6.0 Role of Members
Membership on the Committee is a position of responsibility and requires a strong
commitment to the Terms of Reference. Members are required to:
6.1 Attend all regularly scheduled meetings. Members shall notify the Chair or
Staff Liaison if they are unable to attend a meeting.
6.2 Adhere to the provisions set out in the Policy for Boards and Committees of
Council. If a member has an unexplained absence of three or more
consecutive meetings then their seat on the Committee shall be declared
vacant.
6.3 Review all information supplied to them.
6.4 Prepare information for use in the development of materials for the
Committee.
6.5 Promote the role of the Committee and its’ decisions made.
6.6 Offer input to Committee reports to Council.
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6.7 Attend training as required to effectively perform their roles as a Committee
Member.
6.8 Committee Members are subject to the Municipal Conflict of Interest Act
R.S.O. 1990, c. M50 and must disclose any direct or indirect pecuniary
interest. The disclosure must be recorded in the minutes of the meeting.
7.0 Role of Municipal Staff
The Town of Tillsonburg, by its nature and purpose, affects and is affected by many
different Municipal departments. Assistance will be provided on an as required basis
from various departments. Municipal staff will be responsible for carrying out the
following functions with respect to the Committee:
7.1 Act as information resource.
7.2 Orientation of Committee members at their first meeting after Council
appointment.
7.3 Assist the Committee in its reporting to Council.
7.4 Provide correspondence to the Committee.
7.5 Responsible for maintaining accurate and up-to-date committee records and
providing minutes to Council.
8.0 Reports to Council
The Committee may advise and make recommendations to Council in accordance with
its’ role. Reports may be submitted as follows:
8.1 Verbally by a Council representative
8.2 Written Report from staff liaison and/or presented by the Chair or the
designated representative to Council.
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Subject: Tillsonburg 150 Committee Recommendation – Budget and Funding Request
Report Number: CS 21-39
Department: Corporate Services Department
Submitted by: Ann Wright, Records and Legislative Coordinator and Christine Wade,
Tillsonburg 150 Committee Chair
Meeting Type: Council Budget Meeting
Meeting Date: Thursday, December 16, 2021
RECOMMENDATION
THAT Council receives report CS 21-39 Tillsonburg 150 Committee Recommendation –
Budget and Funding Request as information;
AND FURTHER that Council approves the request for additional funding from the
Tillsonburg 150 Committee for the Tillsonburg 150 celebrations on July 1, 2022 in the
amount of $26,000.00.
BACKGROUND
In the year 2022, the Town of Tillsonburg will be celebrating the 150th anniversary of
incorporation. On February 23, 1872, the Province of Ontario held the third and final
reading of the Bill to incorporate the Town of Tillsonburg. The Bill passed and Royal
Assent was given by the Lieutenant Governor of Ontario on March 2, 1872 establishing
the Incorporated Town of Tillsonburg. This incorporation allowed for the election of
Tillsonburg’s first Mayor and Council. The first Council Meeting was held on March 22,
1872. In recognition of this historical and significant event, the Tillsonburg 150 Committee
is busy fulfilling their mandate; planning and implementing a full day family friendly event
to celebrate Tillsonburg’s 150th Birthday.
On January 11, 2021 Council approved that the unused Cultural Grants funds from 2020
in the amount of $6000.00 be transferred to reserve to be used for the Tillsonburg 150
events. These funds that were allocated to Cultural Grants were unspent due to the fact
that no events where held as a result of the COVID-19 pandemic.
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CS 21-39
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On November 23, 2021 Council approved that the unused Cultural Grants funds from
2021 in the amount of $6000.00 be transferred to reserve to be used for the Tillsonburg
150 events. These funds that were allocated to Cultural Grants were unspent due to the
fact that no events where held as a result of the COVID-19 pandemic.
DISCUSSION
The Tillsonburg 150th anniversary of incorporation is a monumental event and since their
first meeting on September 21, 2021 the Tillsonburg 150 Committee has been committed,
dedicated and busy planning this family friendly full day of celebrations. They have
reached out to various organizations, individuals and groups within the community to
provide an amazing day. This of course does not come without a cost associated with
the events that have been planned. The Committee at this time has a total of $12,000.00
in funds towards the event, and has been able to secure sponsorships, donations and
volunteers, however this day of celebrations will not be possible without additional funds
from the Town.
On December 7th the Tillsonburg 150 Committee finalized the estimated budget. The
Committee anticipates that the one day celebrations being held on July 1, 2022 will cost
a total of approximately $38,000.00. Attached as Appendix A is the agenda for the day
and estimated budget for each event/item.
On December 8th the Cultural, Heritage and Special Awards Committee held a special
meeting, where Christine Wade presented the day’s agenda and proposed budget. The
Cultural, Heritage and Special Awards Committee unanimously passed the following
resolution:
Moved by: Courtney Booth
Seconded by: Nisha Khan
THAT the Culture, Heritage and Special Awards Advisory Committee receives the
budget presentation from the Tillsonburg 150 Committee for the Tillsonburg 150
celebrations on July 1, 2022 as information;
AND FURTHER supports the Tillsonburg 150 Committee’s budget request to
Council for additional funding for the day’s events in the amount of $26,000.00.
Carried
With the support of the Cultural, Heritage and Special Awards Committee, the Tillsonburg
150 Committee is now requesting an additional $26,000 in funds from the Town’s 2022
budget to be used for Tillsonburg’s 150th anniversary of incorporation, a full day of events
on July 1, 2022.
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CS 21-39
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CONSULTATION
In consultation with the Cultural, Heritage and Special Awards Committee and the
Tillsonburg 150 Committee.
FINANCIAL IMPACT/FUNDING SOURCE
The financial impact would be $26,000 from the 2022 Budget.
CORPORATE GOALS
How does this report support the corporate goals identified in the Community Strategic
Plan?
☒ Lifestyle and amenities
☐ Customer service, communication and engagement
☐ Business attraction, retention and expansion
☐ Community growth
☐ Connectivity and transportation
☐ Not Applicable
Does this report relate to a specific strategic direction or project identified in the
Community Strategic Plan? Please indicate section number and/or any priority projects
identified in the plan.
Goal – Within the community, Tillsonburg will strive to offer residents the amenities,
services and attractions they require to enjoy balanced lifestyles.
Strategic Direction – Increase opportunities to enjoy culture, events and leisure
activities in Tillsonburg.
Priority Project – Not applicable
ATTACHMENTS
Appendix A – Tillsonburg 150 Committee Budget and Funding Request
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CS 21-39 Appendix A
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Agenda and Proposed Budget for July 1, 2022 Tillsonburg 150 Celebrations
Event / Item Time Budget
Town Crier 8:00-11:00 am $50.00
Flag Breaking/Harvards Fly
Over
12:00-1:00 pm $0.00
(Sponsor: Dean Family Fly Over)
Parade 12:30-1:30 pm $5,000.00
(Optimist Club to Facilitate)
Fun Fair - Memorial Park 3:30-dusk $3,000.00
Tug of War 04:00:00 PM $50.00
Lyp Sync/Talent Show 4:30-6:30 pm $1,500.00
BBQ 4:30-6:30 pm $0.00
(Lion's Club to cover cost)
Cake (done by Town) 7:00pm $0.00
Whiskey Jack Band 8:00- 9:30 pm $6,780.00
Security $1,000.00
Dusk/Fireworks (additional) 10:00:00 PM $5,000.00
Souvenirs $10,000.00
Time Capsule $200.00
T150 Art Contest $0.00
Advertising/Flyer $5,000.00
Ghost Walks $250.00
TOTAL: $37,830.00
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