240117 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, January 17, 2024
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 January 17, 2024, 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 November 15, 2023, be approved.
5.Presentations
6.Naming Committee
Moved By: ________________
Seconded By: ________________
THAT the Museum, Culture, Heritage and Special Awards Advisory Committee move into
the Naming Committee.
6.1 Naming of Northcrest Parks - RCP-24-007
Moved By: ________________
Seconded By: ________________
THAT report titled RCP 24-007 Naming of Northcrest Parks be received as
information; and
A.
THAT the Museum, Culture, Heritage and Special Awards Advisory
Committee evaluates the nominations and confirms which applications will
be put forward for the public consultation process.
B.
Moved By: ________________
Seconded By: ________________
THAT the Naming Committee move into the Museum, Culture, Heritage and Special Awards Advisory
Committee.
7.General Business & Reports
7.1 Recreation and Sports Advisory committee recommendation - RCP-24-008
Moved By: ________________
Seconded By: ________________
THAT report titled RCP 24-008 Recreation & Sports Advisory committee
recommendation be received as information; and
A.
THAT feedback and any recommendations from the Museum, Culture,
Heritage and Special Awards Committee on option 2 be provided to Council
B.
Moved By: ________________
Seconded By: ________________
THAT report titled “Recreation & Sports Advisory Committee Report to
Council” be received as information, and
A.
THAT Council approves the recommendations of the Recreation and Sports
Advisory Committee as follows:
B.
THAT the Recreation & Sports Advisory Committee recommend that the
communications/social media report be received by Council, and
THAT the Recreation & Sports Advisory committee recommend that Council
implement Option 2 as outlined in the report; and
THAT a subcommittee be created to review scoring matrix for the Hall of Fame
nominations consisting of Andrew Gradish, Taylor Campbell, Chris Parker, Susie
Wray and Scott Gooding.
Moved By: ________________
Seconded By: ________________
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THAT report titled RCP 23-02 Communication be received as information;
and
A.
THAT The Recreation and Sports Advisory Committee recommend Option 2
to Council for consideration.
B.
7.2 Patty Phelps, Culture & Heritage Manager/Curator RE: Museum Updates
7.3 Tabitha Verbuyst, Executive Director/Curator RE: Station Arts Centre Updates
7.4 Citizen of the Year
7.5 Subcommittee Selection for 200th Year of George Tillson's Arrival
8.Next Meeting
9.Adjournment
Moved By: ________________
Seconded By: ________________
THAT the Museum, Culture, Heritage and Special Awards Advisory Committee be adjourned at
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1
The Corporation of the Town of Tillsonburg
Museum, Culture, Heritage and Special Awards
Advisory Committee
MINUTES
Wednesday, November 15, 2023
4:30 PM
30 Tillson Avenue
ATTENDANCE: Carrie Lewis
Amie Varga
Lindsay Munroe
Isaac Card
Doug Cooper
Tabitha Verbuyst
Rosemary Dean
Kelly Spencer
Regrets: Joan Weston
Courtney Booth
Deb Gilvesy
Staff: Patricia Phelps
Julie Ellis
Hillary Miller
_____________________________________________________________________
1. Call to Order
2. Adoption of Agenda
Resolution # 1
Moved By: Lindsay Munroe
Seconded By: Rosemary Dean
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2
THAT the agenda as prepared for the Museum, Culture, Heritage and Special
Awards Advisory Committee meeting of November 15, 2023, be approved.
Carried
3. Disclosures of Pecuniary Interest and the General Nature Thereof
None.
4. Adoption of Minutes of Previous Meeting
Resolution # 2
Moved By: Kelly Spencer
Seconded By: Amie Varga
THAT the minutes of the Museum, Culture, Heritage and Special Awards
Advisory Committee of October 18, 2023, be approved.
Carried
5. Presentations
None.
6. General Business & Reports
6.1 Patty Phelps, Culture & Heritage Manager/Curator RE: Museum
Updates
Patty Phelps provided an update regarding the Museum.
October:
Attendance figures up by 747 visitors over year end of 2022
Oxford Creative Connections Inc.
Last program of the Curator’s Show & Tell of her favorite things
was held and well attended
Fall wreath program went well
Upcoming in November:
Staff and volunteers have been busy decorating the museum and
working on the Christmas Exhibit.
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The Christmas exhibit is a Hallmark Christmas highlights a private
collection of over 200 Hallmark ornaments from 1973 to the
present. School programs are offered from November 29th to
December 15th.
Christmas Open House weekend is November 24-26
6.2 Tabitha Verbuyst, Executive Director/Curator RE: Station Arts Centre
Updates
Tabitha provided an update on the events at the Station Arts Centre:
Dinner and Auction Gala at Station Arts in October. Raised
$30,000.
Station Arts on the parade route this year.
Holiday Arts Market starts on December 2 until the 22nd
Help Portrait. Photographers get together and take family photos
for those in need and print them off for free. Taking names for sign
up.
Holiday Christmas and Friends Dinner on November 30th. About
20 spaces left.
6.3 Front Porch Repair at 300 Broadway Street
The Committee reviewed the submitted photographs and the proposed
drawings for the front porch repair. The Committee commends the
property owner for taking care of the property and incorporating original,
historical elements into the repair of the porch. It is understood that some
elements will need to be added to comply with the building code as well as
to structurally protect and reinforce the porch. As long as the outside
elements remain the same, the Committee has no further comments.
Resolution # 3
Moved By: Amie Varga
Seconded By: Kelly Spencer
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.
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4
Carried
6.4 Volunteer Achievement Award Nominations
Resolution # 4
Moved By: Doug Cooper
Seconded By: Lindsay Munroe
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 Dr. Mark Dickson of the Volunteer Achievement
Award.
Carried
6.5 Past Budget and Planning Information From Tillsonburg's 150th Ad
Hoc Committee
The Committee is looking to create a subcommittee for the 200th year of
George Tillson's arrival. The Committee would like to plan the event for
Spring 2025. Doug has volunteered to be on the committee.
The Chair will gauge interest of absent committee members to see if they
would like to join the subcommittee.
The Subcommittee members will be chosen at the next meeting.
Resolution # 5
Moved By: Doug Cooper
Seconded By: Kelly Spencer
A. THAT report titled “Past Budget and Planning Information from
Tillsonburg’s 150th Ad Hoc Committee” be received as information.
Carried
7. Next Meeting
January 17, 2024
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8. Adjournment
Resolution # 6
Moved By: Rosemary Dean
Seconded By: Tabitha Verbuyst
THAT the Museum, Culture, Heritage and Special Awards Advisory Committee
be adjourned at 5:13 p.m.
Carried
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Subject: Naming of Northcrest Parks
Report Number: RCP 24-007
Department: Recreation, Culture and Parks Department
Submitted by: Andrea Greenway, Acting Director of Recreation, Culture and Parks
Meeting Type: Advisory Committee Meeting
Meeting Date: Wednesday, January 17, 2024
RECOMMENDATION
A. THAT report titled RCP 24-007 Naming of Northcrest Parks be received as
information; and
B. THAT the Museum, Culture, Heritage and Special Awards Advisory Committee
evaluates the nominations and confirms which applications will be put forward for
the public consultation process.
BACKGROUND
As per the Town of Tillsonburg’s Commemorative Naming Policy:
“Applications received requesting the Commemorative Naming of municipal assets, shall
be forwarded to the Commemorative Naming Committee for consideration. The Naming
Committee will utilize an established Matrix Rating System (refer to Appendix ‘A’ of this
Policy) when evaluating applications. As part of the approval process, a preliminary
investigation of the commemorative name will be conducted to ensure that the name has
not been used in the past and that the nomination is meritorious in nature.”
This report is to provide the Museum, Culture, Heritage and Special Awards Advisory
Committee with the nominations to be evaluated for the naming of the new Northcrest
parks.
DISCUSSION
Residents were encouraged to submit nominations to name the parks in the Northcrest
phase 1 and 2 subdivisions as part of the Town’s commemorative naming process.
22 nominations were submitted. All applications that didn’t include a park name were
removed from the process prior to preparing the information for the committee. The
nominees and pertinent information about the nominations are included in the
attachment titled “Park Naming Nominations” for consideration by the committee.
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Choose an item. Click or tap here to enter text.
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The Commemorative Naming Policy is attached which includes the evaluation matrix in
Appendix A that the committee will use to confirm which applications will be put forward
for the public consultation process.
CONSULTATION
Clerks Department, Manager of Parks and Facilities, Culture & Heritage
Manager/Curator
FINANCIAL IMPACT/FUNDING SOURCE
N/A
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 – The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives.
Strategic Direction – Increase opportunities and promotion for public engagement in
municipal initiatives; Engage community groups, including advisory committees and
service organizations, in shaping municipal initiatives.
Priority Project – N/A
ATTACHMENTS
Commemorative Naming Policy
Park Naming Nominations
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RECREATION, HERITAGE AND PARKS
Policy 9-006: Commemorative Naming Policy
Approval Date: April 25, 2016
Approval Authority: Council, By-Law 4012
Effective Date: April 25, 2016
Next Scheduled Review Year:
Department: Recreation, Culture and Parks
Last reviewed: April 25, 2016
Revision Date/s:
Schedules:
POLICY STATEMENT
The Town of Tillsonburg is committed to providing a fair, consistent and efficient process
with respect to the commemorative naming of municipal assets, after a person, persons or
family name.
PURPOSE
The purpose of this policy is to provide clear guidelines, a consistent evaluation framework
and approval process in regards to the Commemorative Naming or Renaming of Town
assets and to allow for comprehensive and open public consultation in accordance with
the Town’s Public Engagement Policy.
Such a process will ensure the application of key criteria in order to determine the
appropriateness of a name and shall recognize the important role played by the legislative
bodies involved (i.e. Committees and Council).
SCOPE
This Policy applies to the Commemorative Naming or Renaming of municipal streets,
parkland, open spaces, trails, structures and public spaces after a particular individual(s)
or family name.
The Commemorative Naming Policy is intended to recognize the geographical, natural,
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cultural, historic features and/or civic significance of properties owned by the Town, as
well as to honour the outstanding achievements, distinctive services, or significant
community contributions made by an individual or group.
Any member of the public or Town Council may submit a nomination application for the
Commemorative Naming or Renaming of a municipal street, parkland, open space, trail,
structure or public building.
This Policy is not intended to address:
Individual naming dedications such as for park benches or tree program memorials;
Naming of Town-owned facilities leased to commercial tenants;
Naming Rights for Municipal Properties (i.e. individual/organization/business purchases
the right to name a facility);
Naming of Town Buildings that provide core services (i.e. Town Hall, Fire Services,
Police Services, EMS). This restriction does not apply to the courtyards, squares,
gardens, lawns, etc. or indoor components of these buildings (wings, halls,
auditoriums, galleries, lounges, lobbies, boardrooms, etc.).
GENERAL
This Policy shall be administered by the Clerk’s Office;
This Policy shall be referred to as the “Commemorative Naming Policy”;
This Policy shall come into force and effect on the date adopted.
AUTHORITY
The authority for the Commemorative Naming Policy shall be by the approval of the
Council of the Town of Tillsonburg.
DEFINITIONS
Commemorative Names Reserve List:
Names submitted that qualify, but may not be chosen by the Committee for a
particular asset, will be added to a list and can be considered for future assets
(Names will be kept on the Commemorative Names Reserve List for 5 years).
Commemorative Naming Committee (CNC):
Shall be comprised of the Special Awards Committee (including the Council
Representative), Town Clerk, Development Commissioner and the Director of
Recreation, Culture & Parks (or Designates). Meetings will be held in-camera, in
accordance with Section 239 (2)(b) of the Municipal Act, “personal matters about an
identifiable individual, including municipal or local board employees”.
Matrix Rating System:
Shall be comprised of weighted questions to assist Committee Members in the
analyzation and determination of qualified/appropriate names for Town assets
(attached as Appendix 'A' of this Policy).
Municipal Street:
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Includes a public highway, street, road allowance or lane under the jurisdiction of
the Town of Tillsonburg.
Other Open Spaces:
Valleys, forests/woodlots, watercourses (lakes, rivers), utility features such as storm-
water management areas, downtown squares, and plazas.
Parkland:
Refers to land dedicated by the Town for use as a public park or for recreational purposes.
All parkland designations are defined within the Town of Tillsonburg’s Parks, Recreation,
and Cultural Strategic Master Plan and Zoning Bylaw. For commemoration purposes, the
term municipal park shall include other components, such as sporting fields contained
within a larger park.
PublicBuildings:
Town owned public buildings and their outdoor service areas (pools, arenas, parking
garages, recreation centre, facility yards, plazas, courtyards, squares, gardens,
lawns, etc.), as well as their indoor components (wings, halls, auditoriums, galleries,
lounges, lobbies, boardrooms, etc.).
Public Consultation Process:
The two-way exchange of information between The Town and the public before
decisions are made. It is an open and accountable process allowing individuals and
groups to participate in the decision-making process of naming Town owned assets.
Statistical information on comments received under consultation will be provided to
individuals other than staff, upon request. However, specifics and written comments
received will be available only to the Committee and Town Council.
Trails:
An off-road Recreational path system or Pedestrian walkway which may be made
of Limestone, Asphalt, packed earth, woodchips, granular surface or other
material, for use by walkers, cyclists, snowshoers, cross-country skiers, etc.
Submitting an Application
Applicantsarerequired tosubmitacompleted Commemorative Naming Application Form
(attached as Appendix 'B' of this Policy), the sworn Affidavit Forms (attached as
Appendix 'C' of this Policy) along with the required supporting documentation when
requesting the Commemorative Naming or Renaming of a municipal property.
Background information and/or biographical information (if named after an organization or
an individual) shall demonstrate the significance of the proposed name to the community.
It is recommended that the applicant include letters of support for the request, including
documentation by the individual being honoured or their legal representative. A petition
may also be included in the event that a request is being made for the renaming of a
municipal property.
The commemorative naming process for municipal streets, parkland, open spaces, trails,
structures and public buildings, may differ from application to application depending on
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the circumstances surrounding the request/requirement for naming.
Application Criteria
When an Application Form is submitted, at least one of the following criteria shall apply:
The nominated individual has demonstrated excellence, courage or exceptional
service to the citizens of the Town of Tillsonburg, the Province of Ontario and/or
Canada;
The nominated individual has provided extensive community service and has an
extraordinary community service record;
The nominated individual has worked to foster equality and reduce discrimination; The
nominated individual is a current Town of Tillsonburg employee, and has made an
outstanding contribution to the Town of Tillsonburg unrelated to and outside of his/her job
responsibilities, capacity and duties as a Town employee;
The nominated individual is a former employee of the Town of Tillsonburg and is to be
recognized for his/her exceptional service unrelated to and outside of his/her job
responsibilities, capacity and duties as a former Town employee;
The nominated individual has made a significant financial contribution to parkland, an
open space, trail, structure or public building, and the contribution significantly benefits
the community that the municipal property serves (i.e. the project may not have been
otherwise possible without the financial assistance);
The nominated name has a geographical, natural, cultural, historical or civic significance
to the community, Town of Tillsonburg, Province of Ontario or Canada.
*Out of respect to the deceased, no proposal for the Naming or Renaming of municipal
property shall be considered by the Naming Committee within ninety (90) days of the
death of the person for whom the naming request is being made.
Renaming
The Commemorative Naming Committee will consider renaming an existing Municipal
Asset after receiving a submission from a private individual or organization, or direction
from Council to undertake the Commemorative Naming process as outlined herein.
Recognizing that established names contribute significantly to community identity and
pride, proposals to rename existing municipal property, must be predicated by exceptional
circumstances.
Existing names will not be changed without consideration of:
The historical significance of the existing name;
The impact on the individual or organization associated with the existing name;
The cost and impact of changing existing signage, rebuilding community recognition and
updating records (data bases, letterhead, promotional materials, etc.).
Processing of Application
The following section sets out the procedures for the selection and approval of a
Commemorative name.
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Applications received requesting the Commemorative Naming of municipal assets, shall
be forwarded to the Commemorative Naming Committee for consideration. The Naming
Committee will utilize an established Matrix Rating System (refer to Appendix ‘A’ of this
Policy) when evaluating applications. As part of the approval process, a preliminary
investigation of the commemorative name will be conducted to ensure that the name has
not been used in the past and that the nomination is meritorious in nature.
Processing the application involves confirmation of criteria, reference checks (if
applicable), discussion with the applicant and the applicable Town departments, initial
meeting of the Commemorative Naming Committee (CNC), public consultation, compiling
consultation results and a reconvening meeting of the CNC for final decision.
Public notice in regards to the application(s) received, shall be provided in accordance
with the Town of Tillsonburg’s Notice Policy. Notice shall be made in the local newspaper
and on the Town of Tillsonburg website as part of the Public Consultation Process for a
(60) sixty-day period. A copy of the notice shall also be provided to applicable Town
departments.
The notice shall include:
An invitation for public comments in regards to the proposed name(s) of the Town
asset(s), as provided for by the Commemorative Naming Committee;
Directions on how comments can be submitted to the Town for consideration;
Directions on where further information can be found regarding the Commemorative
Naming Program (i.e. Commemorative Naming Policy and accompanying forms,
etc.);
The date on which a report will be scheduled for consideration by Town Council.
Public Consultation
Public consultation is required as the issue of commemorative naming of municipal
property directly affects citizens and provides identity to the communities in which they
live. Through public consultation at the community and Town-wide level, residents will be
able to ensure they maintain a strong connection to their communities and will be able to
gain a better understanding of the individual(s)/family who has been nominated for
commemoration.
Public consultation shall be undertaken in accordance with the size and scope of the
specific municipal property being named. Consultation may consist of formal written
notification of the proposed name to affected community associations, applicable interest
groups and Town of Tillsonburg Advisory Committees (where appropriate).
Advertisements may be placed in the local newspapers, where appropriate, and on the
Town’s website.
Statistical information on comments received under consultation will be provided to
individuals other than the Commemorative Naming Committee, upon request. However,
specifics and written comments received will only be available to the Committee and Town
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Council.
Town staff will provide the final decision on a proposal to individuals who submit a
comment under the public consultation component, and provide a copy of the
Commemorative Naming policy and information sheet, when necessary.
Evaluation Process
The CNC shall reconvene to review the public consultation results and departmental
comments. When a name is recommended for approval, an In-camera report to the
appropriate Standing Committee and Council is prepared containing the CNC’s
recommendation.
First consideration by the Naming Committee will be given to those Names that
are representative of the geographical, natural, cultural, or historical features
and/or the civic significance of the municipal property to which the name will be
applied.
Second consideration by the Naming Committee will be given to those Names that
fall under at least one of the following criteria:
The nominated individual has demonstrated excellence, courage or exceptional
service to the citizens of the Town of Tillsonburg, the Province of Ontario and/or
Canada;
The nominated individual has provided extensive community service and has an
extraordinary community service record;
The nominated individual has worked to foster equality and reduce discrimination; The
nominated individual is a current Town of Tillsonburg employee, and has made an
outstanding contribution to the Town of Tillsonburg unrelated to and outside of his/her job
responsibilities, capacity and duties as a Town employee;
The nominated individual is a former employee of the Town of Tillsonburg and is to be
recognized for his/her exceptional service unrelated to and outside of his/her job
responsibilities, capacity and duties as a former Town employee;
The nominated individual has made a significant financial contribution to parkland, an
open space, trail, structure or public building, and the contribution significantly benefits
the community that the municipal property serves (i.e. the project may not have been
otherwise possible without the financial assistance);
The nominated name has a geographical, natural, cultural, historical or civic significance
to the community, Town of Tillsonburg, Province of Ontario or Canada.
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Council Approval
The Commemorative Naming Committee will prepare and send a report to Council
outlining the proposed name for each Town asset and the reasons why the name was
chosen (i.e. analysis against the criteria).
Upon Committee and Council approval, implementation of the approved commemorative
name is undertaken. This involves final notification to the nominee, preparation of an
official letter signed by the Mayor, and an official unveiling ceremony for the nominee and
family with the presentation of a plaque to be erected at the site, indicating the name as
well as its significance for commemoration.
New Development of Municipal Property
Building and Planning Services, will notify the Town Clerk when the new development of
municipal parkland, an open space, trail, structure or public building occurs and provide
information regarding the specific project and the applicable time frame for construction,
Town ownership, and, if applicable, information with respect to proposed names for the
development.
The Town Clerk or designate may convene a meeting of the Commemorative Naming
Committee as required to discuss and name all new municipal properties which have
been identified as requiring a name, or to discuss a recommended commemorative
name.
The Committee shall review the approved list of names eligible for consideration to
determine if there is an appropriate name for the identified project, or undertake
necessary steps to solicit proposed names. If a commemorative name is selected for the
project from the Commemorative Names Reserve List, or a name is recommended
through another means, the public consultation process will commence for (60) sixty
days.
The Commemorative Naming Committee will request comment from the Parks &
Recreation Advisory Committee and/or the Development Committee regarding the
proposed name. The Commemorative Naming Committee will reconvene to review public
comment and develop a final recommendation.
Council Approval
The Commemorative Naming Committee will prepare and send a report to Council
outlining the proposed name for each Town asset and the reasons why the name was
chosen (i.e. analysis against the criteria). After Council approval, staff will initiate the
implementation of the approved Names on official documents, construction and
permanent
signage and plan/implement the appropriate protocols (e.g. dedication ceremony).
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Commemorative Street Naming
Commemorative naming of municipal streets shall remain the responsibility of Building
and Planning Services and requests shall be made directly through this department.
Naming proposals shall be vetted through the investigation and criteria evaluation process
of this policy. A meeting of the Commemorative Naming Committee will not be required
for the naming of a street.
Commemorative Names Reserve List Maintenance and Use
A name may be submitted that is not site or venue specific. In this regard, the application
will undergo the same process with respect to the criteria evaluation and investigation
process included within this policy. Staff will discuss possible options with the nominator
and the suitability. If a site or/and geographic location is not determined through these
discussions, the name is placed on the Commemorative Names Reserve List (for
municipal properties) maintained by the Town Clerk, and the Street Names Reserve List
maintained by Building Services.
The Commemorative Naming Committee will meet to review the Name Reserve List, new
submissions and complete the Matrix Rating for each completed submission. They will
also appoint a member to verify the accuracy of the proposed names for each asset,
using reference documents including atlases, other official municipal/civic publications
and local historians/contacts.
In accordance with Council direction, historical names will be given precedence.
Otherwise, there shall be no prioritization system of commemorative names on the list.
Nominators are free to designate the name for use in a specific municipal street
parkland, open space, trail, structure or public building, at the time of nomination if they
chose.
The List shall be made available on request to any interested party, although the results of
the investigations of the naming requests shall remain confidential.
A commemorative name may be used for a municipal street, parkland, open space, trail,
structure or public building only once. If the nominator wishes that a nominated
commemorative name be associated with a particular municipal property, it shall be noted
on the Commemorative Names Reserve List.
The Town Clerk will maintain all applications for commemorative street naming with
respect to criteria and investigation. However, working in cooperation, Building Services
will incorporate commemorative street names on the Building Services Street Names
Reserve List. W here warranted, the Commemorative Names Reserve List shall be
consulted for the purposes of street naming, although a meeting of the Commemorative
Naming Committee shall not be required for street naming.
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SCHEDULE A
THE CORPORATION OF THE TOWN OF TILLSONBURG
MUNICIPAL PROPERTY AND BUILDING COMMEMORATIVE NAMING
SCHEDULE A: Matrix Rating System - For Use By The Commemorative Naming
Committee
ASSET:
PROPOSED NAME:
Check one (1) box for each criteria met. When complete, add and total at the
bottom (5= excellent, 1 = poor).
NO. Criteria RATE WEIGHTING
5 4 3 2 1 (rate x
weighting
number)
1 Civic significance 5
2 Geographical or Natural significance 5
3 Cultural or Historic significance 5
4 Demonstrated excellence,
courage or exceptional service to
the Province or Canada .
3
5 Demonstrated excellence,
courage or exceptional service to
the Tillsonburg community
3
6 Has worked to foster equality and
reduce discrimination 2
7 Has risked or given his/her life to
save or protect others 2
8 Other - creativity and/or
originality of the proposed
naming (e.g. The Bird's Eye
Boardroom)
1
9 Have no other Town owned
asset designations (multiple
existing designations will result
in a lower rate).
1
TOTAL:
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SCHEDULE B
APPLICATION FORM
COMMEMORATIVE NAMING OF A MUNICIPAL STREET, PARKLAND, OPEN SPACE, TRAIL,
STRUCTURE & PUBLIC BUILDING
A. NOMINATOR’SINFORMATION
*A COMMEMORATIVE NAME MAY BE USED ONLY ONCE IN THE TOWN OF TILLSONBURG
SUBSEQUENT REQUESTS WILL BE DENIED
Name (Individual or Organization):
Mailing Address:
Telephone: Home Work E-mail:
Affiliation to Nominee:
B. NOMINEE’S INFORMATION (NAME TO BE COMMEMORATED)
Name:
Mailing Address:
Date of Birth:
Telephone: Home Work E-mail:
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E. APPLICABLE CRITERIA (SELECT ONE)
The nominated individual has demonstrated excellence, courage or exceptional service to
the citizens of the Town of Tillsonburg, the Province of Ontario and/or Canada.
The nominated individual has provided extensive community service and has an extraordinary
community service record.
The nominated individual has worked to foster equality and reduce discrimination.
The nominated individual is a current Town of Tillsonburg employee, and has made an
outstanding contribution to the Town of Tillsonburg unrelated to and outside of his/her job
responsibilities, capacity and duties as a Town employee.
The nominated individual is a former employee of the Town of Tillsonburg and is to be
recognized for his/her exceptional service unrelated to and outside of his/her job
responsibilities, capacity and duties as a former Town employee.
The nominated individual has made a significant financial contribution to municipal parkland,
open space, trail, structure or public building and the contribution significantly benefits the
community that the municipal property serves (i.e., the project may not have otherwise been
possible without the financial assistance).
The nominated name has geographical, natural, cultural, historical or civic significance to the
community, Town of Tillsonburg, Province of Ontario or Canada.
C. NOMINATOR’SINFORMATION
*A COMMEMORATIVE NAME MAY
Name (Individual or Organization):
D. NOMINEE’S INFORMATION (NAME TO BE
Name:
Page 22 of 69
Page 12 of 17
F. RATIONALE FOR NOMINATION AND ATTACHED BACKGROUND INFORMATION RELATED
TO THE CRITERION CHOSEN, WHICH SUBSTANTIATES ALL CLAIMS MADE: INCLUDE COPIES
OF NEWSPAPER ARTICLES, CERTIFICATES, AWARDS, LETTERS OF SUPPORT OR
COMMENDATION, SERVICE RECORDS, PICTURES, ETC.
Please note all information provided below and/or attached to this Application Form
will form part of the Commemorative Naming Application Form and will therefore be
released to the public in any public notices/advertisements produced, public Agenda
and Minutes, Committee discussions/meetings and Reports which may go forward to
Council.
Page 23 of 69
Page 13 of 17
G. PLEASE INDICATE WHAT YOU WOULD LIKE THE NAME USED FOR (PLEASE CHECK ONE):
Street
Parkland
Open Space
Trail
Structure Public Building
H. IS THERE APARTICULAR STREET/PARKLAND/OPEN SPACE/TRAIL/STRUCTURE/OR PUBLIC
BUILDING WHICH YOU WOULD LIKE THE NAME USED FOR?:
1st choice
2nd choice
Property’s Current Identification, Address or Location Information:
I. RENAMING: (Please note that before a Renaming Application is accepted, the nominator must have
written permission from the family or next of kin―if this application results in a request to displace an
existing commemorative name [person, persons, or family]):
Does the property currently have a name? If so, provide current name, details and rationale for
the proposed renaming of this property.
J. ADDITIONAL INFORMATION: (ADD INFORMATION AS
Page 24 of 69
1 The nominee or a representative on their behalf (next of kin, solicitor, notary public, etc.) must provide consent to
this nomination.
K. INVESTIGATION AND REFERENCE CHECKS REQUIRED
A Criminal Reference Check* (CRC) for the nominee is required as part of this process. It
is necessary for the nominee to obtain the CRC. The nominee must provide the Clerk’s
Office with a copy of the processed CRC provided by Police Services together with the
completed Application Form. To obtain a CRC, contact the Ontario Provincial Police Service at
519-688-6540. (Note: If the nominee is deceased, it is not possible to obtain a CRC, but the next
of kin must complete the section below and submit an Affidavit of the next of kin).
In addition to the above, a sworn affidavit* (issued separately) must be provided to the Town
Clerk’s Office. The affidavit provides information with respect to Outstanding Offence Convictions
or infractions under a Federal or Provincial statute.
Please note that an outstanding conviction or infraction under any of the above may result in the
disqualification of an application. Confirmation that the information has been collected through
the above investigations will be presented at the public Commemorative Nominating Committee
meeting at the time of its consideration of the application – but any details of the results of the
clearance checks will only be discussed with Committee Members In-Camera.
CONSENT1
Does the nominee consent to a CRC and providing the information to the Town? Yes No
Does the nominee or nominator consent to a Provincial Offences Act Check? Yes No Does
the nominee or nominator consent to providing the sworn affidavit to the Town? Yes No
Does the nominee or nominator consent to the release of the
status of the clearance checks? Yes No
* Any fees associated with the Criminal Reference Check and/or the sworn affidavit are the
responsibility of the applicant.
Nominator’s Signature Date
Nominee’s Signature Date
Page 25 of 69
2 The nominee or a representative on their behalf (next of kin, solicitor, notary public, etc.) must provide consent to
this nomination.
L. CONSENT TO THE RELEASE OF INFORMATION PROVIDED IN SECTIONS C- J IN WHOLE OR IN
PART
The information collected on this form will be used as part of the Commemorative Naming
Process.
Personal information on the form, attached to the form or subsequently submitted to be included or
attached to the Application Form, and all subsequent information collected as a result of the
research and the staff investigation of the person’s information, and subsequently found on
websites, in local archived materials, in newspapers articles, as a result of a public consultation
process, etc., will be used by Town staff and will be made available to the members of the
Commemorative Naming Committee, the public, the Mayor’s Office and Elected Officials―except
the contact information collected in Sections A and B .
Nominator’s Signature Date
Nominee’s Signature2 Date
Page 26 of 69
SCHEDULE C
MUNICIPAL COMMEMORATIVE NAMINGPROGRAM
TO BE COMPLETED BY THE NOMINEE
AFFIDAVIT OF ___________________________
(Nominee)
I,_________________________, of the Town of Tillsonburg, in the Province of Ontario,
MAKE OATH AND SAY:
1. I have never been convicted of an offence as set out in a Federal Statute.
2. I do not have any outstanding convictions or infractions as set out in the Provincial
Offences Act and/or any Town of Tillsonburg Municipal By-laws.
3. I make this Affidavit in support of the Application Form for the Commemorative
Naming Policy, Town of Tillsonburg, and for no improper purpose.
__________________________
(Nominee)
SWORN BEFORE ME at the
Town of Tillsonburg, in the Province of Ontario, this day of , 20
__________________________
A Commissioner, etc.
Page 27 of 69
MUNICIPAL COMMEMORATIVE NAMINGPROGRAM
TO BE COMPLETED BY THE NOMINATOR OR NEXT OF KIN TO THE NOMINEE
(APPLICABLE IF THE NOMINEE IS DECEASED)
AFFIDAVIT OF ___________________________
(Nominator Or Next of Kin)
I, __________________________, of the Town of Tillsonburg, in the Province of Ontario,
MAKE OATH AND SAY THAT TO THE BEST OF MY KNOWLEDGE,
1. Was never convicted of an offence as set out in a Federal Statute.
2. Does not have any outstanding convictions or infractions as set out in the
Provincial Offences Act and/or any Town of Tillsonburg Municipal By-laws.
3. I make this Affidavit in support of the Application Form for the Commemorative
Naming Policy, Town of Tillsonburg, and for no improper purpose.
__________________________
(Nominator or Next Of Kin)
SWORN BEFORE ME at the
Town of Tillsonburg, in the Province of Ontario, this day of , 20
__________________________
A Commissioner, etc.
Page 28 of 69
Nominator's Name
Open-Ended Response
Jim Johnson
Deb Corrigan
Elizabeth Czomba
Carsyn Robillard
Page 29 of 69
Nicole Toth
Jennie Gosso-Martz
Kevan Rouse
Michelle Wegg
Anthony Martens
Kim Campbell
Denise Suchard
Page 30 of 69
Kate Hahn
Emily Sharpe
Kate
Katherine Upper
Corrie Gosso
Michelle
Colleen Fitzpatrick-Martin
Page 31 of 69
Heather Cnockaert
Patricia Phelps Culture & Heritage Manager/Curator Annandale NHS
Patricia Phelps Culture & Heritage Manager/Curator Annandale NHS
Cindie McCormack
Page 32 of 69
What is your relationship to the nominee? (e.g. family, friend, colleague)
Open-Ended Response
Friend/family
Friend
Myself
Granddaughter
Page 33 of 69
None
Family
Son
Friend
Son
My Dad
Self
Page 34 of 69
Family
Neighbour, long time member of the town
It’s me!!
Na
Daughter
Grandfather in law
Admiring citizen
Page 35 of 69
Family Friend
N/A
N/A
community resident
Page 36 of 69
What name would you like considered?
Open-Ended Response
Doug Wilson
Elizabeth czomba
Elizabeth Czomba
Jane fairytale park
Page 37 of 69
Armstrong Park
Perry Gosso Park
Edward Alfred “Jack” Rouse
The Rosemary Dean Kindness Park
Northcrest Park
Jack Campbell Parkway
Birdlands park or birdlands South Park
Page 38 of 69
Vivian Hahn
A name honouring the indigenous peoples originally living in this area
NARNIA
Feathercrest
Perry Gosso
Howard Jackson
Matthew Scoltx
Page 39 of 69
The Sam Lamb Family Park
John Armstrong Park
Weston Family Park
Sholtz (after Matthew Sholtz)
Page 40 of 69
Does this name honour a person (living or dead)? If
you select yes, please note that additional paperwork
will be required including a criminal record check, and
affadivits. The Clerk's Office will contact you regarding
necessary forms.
Yes No
Yes
Yes
Yes
Yes
Page 41 of 69
Yes
Yes
Yes
Yes
No
Yes
No
Page 42 of 69
Yes
Yes
Yes
Yes No
Yes
Yes
Yes
Page 43 of 69
Yes
Yes
Yes
Yes
Page 44 of 69
Applicable Criteria (select all that apply)
Does this name
have historical
or geographic
significance to
the community,
Town of
Tillsonburg,
Province of
Ontario or
Canada.?
Response Yes No
The nominated individual has provided extensive
community service and has an extraordinary
community service record.No
The nominated individual is a current Town of
Tillsonburg employee, and has made an outstanding
contribution to the Town of Tillsonburg unrelated to
and outside of his/her/their job responsibilities,
capacity and duties as a Town employee.No
The nominated individual is a current Town of
Tillsonburg employee, and has made an outstanding
contribution to the Town of Tillsonburg unrelated to
and outside of his/her/their job responsibilities,
capacity and duties as a Town employee.No
The nominated individual has made a significant
financial contribution to municipal parkland, open
space, trail, structure or public building and the
contribution significantly benefits the community that
the municipal property serves (i.e., the project may not
have otherwise been possible without the financial
assistance).Yes
Page 45 of 69
The nominated individual has demonstrated excellence,
courage or exceptional service to the citizens of the
Town of Tillsonburg, the Province of Ontario and/or
Canada.Yes
The nominated individual has demonstrated excellence,
courage or exceptional service to the citizens of the
Town of Tillsonburg, the Province of Ontario and/or
Canada.Yes
The nominated individual has demonstrated excellence,
courage or exceptional service to the citizens of the
Town of Tillsonburg, the Province of Ontario and/or
Canada.No
Yes
The nominated individual is a former employee of the
Town of Tillsonburg and is to be recognized for
his/her/their exceptional service unrelated to and
outside of his/her job responsibilities, capacity and
duties as a former Town employee.Yes
Yes
Page 46 of 69
The nominated individual has demonstrated excellence,
courage or exceptional service to the citizens of the
Town of Tillsonburg, the Province of Ontario and/or
Canada.No
The nominated individual has demonstrated excellence,
courage or exceptional service to the citizens of the
Town of Tillsonburg, the Province of Ontario and/or
Canada.Yes
The nominated individual has provided extensive
community service and has an extraordinary
community service record.No
The nominated individual has demonstrated excellence,
courage or exceptional service to the citizens of the
Town of Tillsonburg, the Province of Ontario and/or
Canada.Yes
The nominated individual is a former employee of the
Town of Tillsonburg and is to be recognized for
his/her/their exceptional service unrelated to and
outside of his/her job responsibilities, capacity and
duties as a former Town employee.No
The nominated individual has worked to foster equality
and reduce discrimination.Yes
Page 47 of 69
The nominated individual has provided extensive
community service and has an extraordinary
community service record.Yes
The nominated individual has provided extensive
community service and has an extraordinary
community service record.Yes
The nominated individual has demonstrated excellence,
courage or exceptional service to the citizens of the
Town of Tillsonburg, the Province of Ontario and/or
Canada.Yes
The nominated individual has made a significant
financial contribution to municipal parkland, open
space, trail, structure or public building and the
contribution significantly benefits the community that
the municipal property serves (i.e., the project may not
have otherwise been possible without the financial
assistance).Yes
Page 48 of 69
Tell us more about the rationale for the nomination? Why should this name be considered?
Open-Ended Response
I nominate Doug Wilson. Doug is a 90 year old resident of Tillsonburg with an extensive background in
community service, particularly as it relates to the parks and sports. Doug played Hockey for the Senior A
team, played baseball until he was 80. He also refereed and umpired for many years. Doug served the Town of
Tillsonburg on committees relating to the PUC and Parks and Rec for over 20 years. He is well know among his
contemporaries and would be supported, I'm sure, by the Colin Campbell family, being a good friend of Colin's
father. I have no access to press clippings or documents, but I'm sure the family could supply them upon
request. I'm also sure there are others in the community who would vouch for Doug's life long contributions
to the Town. A park named in his honor would be a lasting legacy for Doug and his family.
Liz is one of the admins of women of Tillsonburg group. All womens are treated the same, we have events,
helps ladies interact and have some fun
During COVID times I have created a Facebook group to sew masks. From February of 2020 until October of
2020, together with 41 individuals we managed to make over 1000 masks. We have supplied hospitals, senior
cares, long term homes, individuals citizens free of charge. All of our time and materials were donated. I have
managed this project beside my full time work. A few years ago I started to blog about the needs of having a
dog park. Today we have one.This year I have created a Facebook page called “ woman of Tillsonburg” where
ladies can enjoy talking and socializing with each other. I have monthly get together. Currently there are more
than 200 ladies present in the group and it keeps growing. I have been in this town for 33 years. I have
emigrated from Hungary. I am a devoted and proud citizen and I get involved in projects to help this town
grow.
Her family middle name is jane and she loves fairytales
Page 49 of 69
I thought he was a good Mayor
Edward, was a well respected person, who’s spared life is part of much bigger story in the history of events of
his time. Our community deserves to be represented by this kind person of home grown roots with the loyalty
he displayed through out his life. Either one of our new parks in the Northcrest subdivisions can proudly
give testimony of this man as worthy of a park bearing his name. During WWII Edward Rouse was held in a
prisoner of war camp in Germany. Edward’s younger brother Harry Rouse was K. I.A. Father Carl Rouse, lost a
leg in WWI. Carl returned to Oxford County to raise his family and was an employee of Canada Post. He ran
the local Tillsonburg post office until his retirement. Carl Rouse’s only surviving son Edward Alfred Rouse
affectionately known as “Jack” served on the HMCS Athabaskan, torpedoed in the English Channel April 29,
1944. At the time the Athabaskan destroyer was sunk, Ed served as “stoker “ on the ship convoying supplies.
He wasn’t among the men rescued by the sister ship Haida and had all but given up hope of survival, when he
was saved from the icy waters by a German ship. Edward spent almost a year in a Prisoner Of War camp in
Germany where life was unkind and strenuous as POW’s were subjected to lengthy excessive exercise; some
died of exhaustion, survivors lived on a minimal amount of food. The fate of the Athabaskan is told in a
documentary; filmed, produced and directed by Wayne Abbott; titled The Unlucky Lady. Also a book of the
same title written by Len Burrow/ Emile Beaudoin ... subtitled The Life & Death of the HMCS Athabaskan
leaves us with more questions than answers although, some historians believe the second fatal torpedo the
ship succumbed to; may have been “friendly fire” from a British ship mistaking the Athabaskan for a German
destroyer. Edward was one of few survivors and the only Canadian Prisoner of War who hailed from
Tillsonburg. Upon his return home he met his wife Ruth. Edward built a home on 7 Fifth Street, Tillsonburg
with a gentleman’s handshake and his word. He repaid his friend who loaned him the money and together Ed
and Ruth raised 5 children in the home that Jack built. My father, Edward Rouse always lived a good clean
life and passed along to us a well respected family name. Jack was known for his quiet demeanour, always
humble and respectful of all people. Edward served long and well while employed as a hydro man on the
Tillsonburg PUC. He was a committed employee and a reliable hydroman who only booked off work sick once
when he required an operation. Jack always answered the call anytime hydro went out... he’d be at the top
of a climb up the hydro pole in the rain, snow, sleet or hail storms...day or the middle of the night, Ed was
there spurs on! No lift buckets in those those days. Years later Jack served as supervisor to the young
hydromen. Under his watchful eyes, all men did their work safely without injuries and made it home to their
Rosemary has well deserved the volunteer of the year award and for all those reasons and more, she deserves
this.
It fits best with the name of the street and relates to the town of Tillsonburg
My dad was employed at the Tillsonburg PUC plus the arena manager for years. Played for the Tillsonburg
Pandrieds and coached many you boys in baseball and hockey. His son, Colin is a prime example.
All rds named after birds
Page 50 of 69
Vivian use to clean up all the garbage around town while she was able to walk. Would spend hours and hours
every week walking cleaning up litter. She also volunteered at the nursing homes in town. She was named
citizen of the year as well.
Little to no acknowledgment is made to the indigenous population outside of recognizing the community that
lived on the current soccer fields
I think NARNIA would be a great name, it’s a classic story and I think it would be legend to name a park
NARNIA in appreciation to the Chronicles of Narnia.
Part of the bird subdivision Feather Part of Northcrest Combining the two... Feathercrest
https://www.linkedin.com/pulse/what-does-finding-feather-symbolize-candi-
brim#:~:text=As%20a%20symbol%20across%20many,a%20mental%20or%20spiritual%20sense. At the risk of running out of space please accept this 'point form' resume type style list of things my father,
Perry Gosso, has been a part of in the town of Tillsonburg. He dedicated his entire adult life to Tillsonburg.
Training and providing the town with the safest and most educated Deputy Chief of Police he possible could.
You'll note the above and beyond training he did to ensure this. He was passionate about his job and about
keep his town safe. We moved here in 1984 and all but one of our family all still reside and call Tillsonburg
home. Tillsonburg will forever hold my fathers heart and to this day he pours his heart and soul into
Tillsonburg. He is still currently busy multiple days a week with the St Vincent DuPaul and the Food Bank. I
wish to nominate him for this honour. Tillsonburg Police Service - 16 yrs. - Deputy Chief of Police 1984 - 2000
Ontario Provincial Police - 9 yrs - Sergeant 2000 - 2009 Training Ontario Police College - Recruit A & B -
Junior Command - Senior Officer Training - Police Services Act - Internal Affairs - Ontario Police Commanders
Modules 1 & 2 - Drug Investigational Techniques - Facilitator - Police Services Act - Executive Leadership
Program - Major Case Management - Numerous Management Training Courses directed by the Ontario
Assoc. of Chiefs of Police Canadian Police College - Drug Investigational Techniques - Undercover Course -
Hostage / Barricaded Persons - Negotiator - Hostage / Barricaded Persons - Commander - Senior Police
Administration Course - Media Relations - Police Labor Relations Emergency Preparedness College -
FEDERAL - Plans and Operations - Peace - Emergency Site Management - Highest Achievment Available
Ministry of Solicitor General - Forensic Pathology & The Homicide Investigator London Police Service
Interviewing Techniques, Statement taking and Statement Analysis Community Services: Past and Present -
13 yr. member of Board of Directors for the Tillsonburg and District Multi Service Centre - Vice Chair - Board
of Directors and Founding Committee for the Tillsonburg Partnership Initiative - an amalgamation between
The Tillsonburg District Assoc. for Community Living, The Tillsonburg Multi Service Centre, and the Board of
Education - Approximately a 10 million dollar operation. - Tillsonburg Partnership Initiative - Board Secretary
and Signing Officer - Member of The Building Committee for the Tillsonburg Initiative Partnership Group -
Established "PC Cops" in Tillsonburg - a commercial & private community project to quickly assist in notifying
the public of relevant information eg. lost children, infiltration of criminal elements - Diplomatic
Representative for Tillsonburg, in Canada during gatherings with our Town's twin city, Heung Sui's cultural
exchange from China. This engagement was at the request of the Mayor and included travelling throughout
Ontario ensuring that the Chinese Representatives were properly accommodated - Ontario Association of
Beloved historian and supporter of the community
Page 51 of 69
Former Mayor, well known and respected citizen.
In recognition of multiple years of service to the town through Town Council and as Board Chair and/or active
member of various Service Clubs and Organizations. As well as, his role in documenting the town's history as
Co-Author of the book Tillsonburg: A History 1825-1982. John Armstrong - Town Council 1970-1976 Mayor
of Tillsonburg - 1977-1982 Citizen of the Year - 1990
In Honor of 5 generations of community involvement and achievement 1st gen - John E. Weston - Town
Councilor 1889-1896 -businessman in town 2nd gen- Dr. R.E. Weston - Town Councilor 1913-1916, 1920-
1927, Mayor 1927-1929 Tillsonburg Family Physician for 50 years 3rd gen - Jack Weston Town of Tillsonburg
Surveyor 1948 - 1986 (38 years) 4th gen - Joan Weston, Tillsonburg Citizen of the 2021-2022 for volunteer
work on over 12 different committees/organizations within the town. 5th gen - Kubet Weston - raised in
Tillsonburg - Olympic Athlete - Member of the Canadian National Rowing Team 1997-2000 and 2002 World
Rowing Championship Medals 1997-1999 - 1 silver and 2 bronze
Librarian, Executive with Chamber of Commerce, Author/ Historian, Journalist and comedian A man
dedicated to helping put a smile on people's faces. His background info can be found online and in his books.
Page 52 of 69
Do you have background information to support this nomination
(e.g. photos, clippings, articles, certificates) Please note all
information provided will form part of the Commemorative Naming
Application Form and will therefore be released to the public in any
public notices/advertisements produced, public Agenda and
Minutes, Committee discussions/meetings and Reports which may
go forward to Council.
Yes - Please send via email to clerks@tillsonburg.ca No
email to clerks on Jan.1, 2024: In my nomination of Doug Wilson for the
name of one of the new parks, I failed to mentiion
that Doug was also a volunteeer fireman in the Town of Tillsonburg for
many years, in
addition to those accomplishments and involvements mentioned in my
nomination.
Please add this information to my nomination.
Many Thanks,
Jim Johnson No
No
Yes - Please send via email to clerks@tillsonburg.ca
Yes - Please send via email to clerks@tillsonburg.ca
Page 53 of 69
No
Yes - Please send via email to clerks@tillsonburg.ca
Yes - Please send via email to clerks@tillsonburg.ca
No
Yes - Please send via email to clerks@tillsonburg.ca
No
Page 54 of 69
Yes - Please send via email to clerks@tillsonburg.ca
No
No
No
No
No
Page 55 of 69
No
Yes - Please send via email to clerks@tillsonburg.ca
Yes - Please send via email to clerks@tillsonburg.ca
No
Page 56 of 69
Page 1 of 3
Subject: Recreation & Sports Advisory Committee Recommendation
Report Number: RCP 24-008
Department: Recreation, Culture and Parks Department
Submitted by: Andrea Greenway, Acting Director of Recreation, Culture and Parks
Meeting Type: Advisory Committee Meeting
Meeting Date: Wednesday, January 17, 2024
RECOMMENDATION
A. THAT report titled RCP 24-008 Recreation & Sports Advisory committee
recommendation be received as information; and
B. THAT feedback and any recommendations from the Museum, Culture, Heritage
and Special Awards Committee on option 2 be provided to Council
BACKGROUND
At the November 27, 2023, meeting of Tillsonburg Town Council, the following
resolution was passed with an amendment to Advisory Committee Clause B:
RCP 23-32 Recreation and Sports Advisory Committee Report
Resolution # 2023-558
Moved By: Deputy Mayor Beres
Seconded By: Councillor Luciani
A. THAT report titled “Recreation & Sports Advisory Committee Report to Council” be
received as information, and
B. THAT Council approves the recommendations of the Recreation and Sports Advisory
Committee as follows:
A. THAT the Recreation & Sports Advisory Committee recommend that the
communications/social media report be received by Council, and
B. THAT the Recreation & Sports Advisory committee recommendation that
Council implement Option 2 as outlined in the report be referred to the
Museum, Culture, Heritage and Special Awards Committee; and
C. THAT a subcommittee be created to review scoring matrix for the Hall of
Fame nominations consisting of Andrew Gradish, Taylor Campbell, Chris
Parker, Susie Wray and Scott Gooding.
Page 57 of 69
Choose an item. Click or tap here to enter text.
Page 2 of 3
Carried
This report addresses part B of the resolution.
DISCUSSION
The Recreation and Sports Advisory Committee expressed concerns with the
Recreation department having the ability to provide information to the public in a timely
manner. The Recreation, Culture and Parks department has a significant amount of
information to share with the community. There are a number of projects to celebrate
and opportunities to engage the community. The department relies heavily on revenue
generation in order to meet budget projections and there is a need to market and
promote recreation programs in a timely manner.
An analysis was completed and reported to the committee (attached) and the following
resolution was passed at the September 7, 2023 Recreation and Sports Advisory
Committee meeting:
THAT the Recreation & Sports Advisory committee recommend that Council implement
Option 2 as outlined in the report:
Option 2:
Create a separate social media page for the Recreation, Culture & Parks
department. This page would be managed by the RCP management team with
staff appointed as moderators. The page would encompass the sharing of all
Recreation, Culture and Parks information to the public. As a separate Facebook
page for Annandale NHS already exists, this page would be amalgamated to
create one Recreation, Culture & Parks page that disseminates all department
information to the public.
Council considered the recommendation at the November 27, 2023 Council meeting
and asked that it be referred to the Museum, Culture, Heritage and Special Awards
Committee for input.
CONSULTATION
Recreation and Sports Advisory Committee, Town of Tillsonburg Council.
FINANCIAL IMPACT/FUNDING SOURCE
N/A
Page 58 of 69
Choose an item. Click or tap here to enter text.
Page 3 of 3
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 – The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives.
Strategic Direction – Increase opportunities and promotion for public engagement in
municipal initiatives; Engage community groups, including advisory committees and
service organizations, in shaping municipal initiatives.
Priority Project – N/A
ATTACHMENTS
Appendix 1 – RCP Communication Report
Appendix 2 - Recreation & Sports Advisory Committee Report to Council
Page 59 of 69
Page 1 of 3
Subject: Recreation & Sports Advisory Committee Report to Council
Report Number: RCP 23-32
Committee Name: Recreation and Sports Advisory Committee
Submitted by: Margaret Puhr / Andrea Greenway
Meeting Type: Council Meeting
Meeting Date: Monday, November 27, 2023
RECOMMENDATION
A. THAT report titled “Recreation & Sports Advisory Committee Report to Council” be
received as information, and
B. THAT Council approves the recommendations of the Recreation and Sports
Advisory Committee as follows:
THAT the Recreation & Sports Advisory Committee recommend that the
communications/social media report be received by Council, and
THAT the Recreation & Sports Advisory committee recommend that Council
implement Option 2 as outlined in the report; and
THAT a subcommittee be created to review scoring matrix for the Hall of Fame
nominations consisting of Andrew Gradish, Taylor Campbell, Chris Parker, Susie
Wray and Scott Gooding.
BACKGROUND
Resolution #2 pertained to the review of a communications and social media report
prepared by Andrea Greenway.
Option 2:
Create a separate social media page for the Recreation, Culture & Parks
department. This page would be managed by the RCP management team with
staff appointed as moderators. The page would encompass the sharing of all
Recreation, Culture and Parks information to the public. As separate Facebook
page for Annandale NHS already exists, this page would be amalgamated to
create one Recreation, Culture & Parks page that disseminates all department
information to the public.
Page 60 of 69
RCP 23-32
Page 2 of 3
The report contained two options for council consideration, and Option 2 was
recommended by the committee.
Additionally, the committee passed Resolution #3, which addresses the need for a
review of the scoring matrix used for Hall of Fame nominations.
DISCUSSION
The committee, after careful consideration, found Option 2 of the social
media/communications report to be the most suitable choice for implementing the
recommendations outlined in the report. It was deemed as the option that aligns best
with the goals of management of separate RCP social media, including posting and
sharing posts of local Tillsonburg user groups and minor sports.
Additionally, the Committee agreed to the establishment of a subcommittee for review of
the scoring matrix for the Hall of Fame. It was seen as an efficient approach to ensure a
fair and transparent evaluation process.
Post Committee Meeting – Secondary Consultation
After the Committee received the report, staff within RCP and Corporate Services met
to review the impact. The originating report contained general noted comments only. It
would be the recommendation of Corporate Services that communication practices not
be decentralized at this time as a general guideline. However, noting the size of the
team within the Communications branch, containing all social media items within a
single area can make situations less practical to execute fast paced posts or large
promotional posts (Summer Camps). From a communications strategy perspective,
having more traditional RCP social media posts not within the main Town socials may
align better for both sets of overall purposes (i.e. one is to promote camps, swims,
recreation activities, and one is to deliver Legislation and Corporate
updates/promotions). That is not to say that in some instances the topics can and
should cross into both areas and would be good to communicate jointly (Recreation
Master Plan). Taking into consideration the desires of the Committee desire, RCP, and
Corporate Services, a compromised starting step to action Option 2 would be to take 3-
4 maximum RCP team members as dedicated communication leads and provide
training on communications strategies, processes, and be provided tools for success in
social media management. As social media needs grow and develop, Council may wish
to consider the level of staff support allocated across the entire organization as well
directly to Council by way of support to expand the staff within Corporate Services to
facilitate a wider range of social media goals, programs, policies and overall support.
Another item Council should consider in the future, as noted within the original staff
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RCP 23-32
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report, is the need for increased robust Social Media Policies and Procedures for all
areas of the organization.
CONSULTATION
This report was prepared with consultation with the Recreation and Sports Advisory
Committee and the Director of Corporate Services/Clerk.
FINANCIAL IMPACT/FUNDING SOURCE
There would be no financial impact to the department.
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 – The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives.
Strategic Direction – Increase opportunities and promotion for public engagement in
municipal initiatives; Engage community groups, including advisory committees and
service organizations, in shaping municipal initiatives.
Priority Project – n/a
ATTACHMENTS
Appendix 1 – RCP Communication Report
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Subject: RCP Communication
Report Number: RCP 23-02
Department: Recreation, Culture and Parks Department
Submitted by: Andrea Greenway, Recreation Programs & Services Manager
Meeting Type: Advisory Committee Meeting
Meeting Date: Thursday, September 7, 2023
RECOMMENDATION
A. THAT report titled RCP 23-02 Communication be received as information; and
B. THAT The Recreation and Sports Advisory Committee recommend Option 2 to
Council for consideration.
BACKGROUND
At the July 6 Recreation & Sports Advisory Committee meeting the following resolution
was passed:
Resolution #2
Moved by: Deb Gilvesy
Seconded by: Taylor Campbell
THAT the Recreation & Sports Advisory committee requests back a staff report on ways
to increase communication to the public from the Recreation, Culture and Parks
department when it comes to programming, events and facilities.
And opportunities to further collaborate with user groups to improve partnerships and
communication when it comes to successes of local organizations/teams and the
promotion of events being held in Tillsonburg.
Carried
Options for increased communication are provided in this report.
DISCUSSION
The Town of Tillsonburg has one Facebook page that provides information on all
corporate initiatives with the exception of Annandale NHS. The Recreation department
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has an Instagram page, however the target audience of Facebook is who we are
typically trying to reach (ie: parents who sign their children up for programs). The
committee has expressed concerns with the Recreation department having the ability to
provide information to the public in a timely manner.
The Manager of Recreation Programs & Services completed a review of how
neighboring municipalities manage social media. Below are the comparators:
Municipality/Organization Department
Responsibility
Municipal
Recreation
Page
Municipal
Corporate
Page
Notes
City of Woodstock Corporate
Communications
no yes Recreation
information is
posted on the
corporate social
media page by
the recreation
team. There is a
posting calendar
provided by the
communications
team. Recreation
staff have access
to post if
communications
staff are
unavailable.
Approach is to
“schedule and
automate” what is
known in
advance and
work around
those (or adjust if
needed) for the
“responsive or
urgent” needs.
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Norfolk County Corporate
Communications
yes yes Recreation
information is
posted on the
recreation social
media page by
the corporate
communications
team. The
recreation team
provides content.
Town of Aylmer Parks and
Recreation
yes yes Recreation staff
post on the
recreation social
media pages.
City of St. Thomas Corporate
Communications
no yes All posts are on
the corporate
page and posted
by the
communications
team. Recreation
staff provide
content
Strathroy-Caradoc Corporate
Communications
No yes All posts are on
the corporate
page and posted
by the
communications
team. Recently
hired an
additional staff
member to focus
on social media
and this is
working very well
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City of London Corporate
Communications
yes yes Recreation
information is
posted on the
recreation social
media page by
the corporate
communications
team. The
recreation team
provides content.
Town of Ingersoll Community
Services
yes yes Recreation staff
post on the
recreation social
media pages.
Staff post during
working hours
only, no
expectation to
post after hours
Municipality of Thames
Centre
Corporate
Communications
no yes Recreation staff
provide posts
including
graphics, posts
are forwarded to
the
communications
team and posted
when they are
able
In reviewing how neighboring municipalities organize their social media, it was evenly
split between having a separate recreation page for disseminating information and
having a corporate page that encompasses all departments.
A review was also completed on social media policies for 9 municipalities. The
municipalities included (note: not all of the comparators above have social media
policies):
Township of Zorra
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City of London
County of Wellington
Middlesex Centre
North Perth
Thames Centre
Haldimand County
Norfolk County
Strathroy-Caradoc
Each municipality has a different staffing structure, but in all policies there are clearly
defined staff roles, including management oversight of social media, social media
moderators and staff who monitor social media. The management of social media is the
responsibility of the communications or administration department while the moderators
are appointed by managers and supervisors to produce content and post information on
behalf of the municipality. All staff are responsible for following the corporate social
media policy.
Based on the review, the committee is presented with the following options to increase
communication for the Recreation, Culture and Parks Department:
Option 1:
Maintain 1 corporate social media page managed by corporate communications
and appoint social media moderators in each department that are responsible for
creating content and posting to social media. This is currently happening
informally on a trial basis for the RCP department.
Option 2:
Create a separate social media page for the Recreation, Culture & Parks
department. This page would be managed by the RCP management team with
staff appointed as moderators. The page would encompass the sharing of all
Recreation, Culture and Parks information to the public. As separate Facebook
page for Annandale NHS already exists, this page would be amalgamated to
create one Recreation, Culture & Parks page that disseminates all department
information to the public.
The Recreation, Culture and Parks department has a significant amount of information
to share with the community. There are a number of projects to celebrate and
opportunities to engage the community. The department relies heavily on revenue
generation in order to meet budget projections and there is a need to market and
promote recreation programs in a timely manner. In the Community Recreation Survey
that took place in June, 2022, when asked how residents learn about recreation
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opportunities in Tillsonburg, social media was the top response with just over 50% of
residents receiving their information in this manner. This provides an excellent
opportunity for RCP to increase communications through social media. Based on these
factors, RCP staff recommend option 2 above.
It is also recommended that the Town develop social media guidelines for departments
to follow in order to ensure corporate standards are met. Staff will need to be assigned
and trained on the social media guidelines for quality assurance.
CONSULTATION
RCP Director, Managers and staff, neighboring municipalities noted above, Director of
Corporate Services
FINANCIAL IMPACT/FUNDING SOURCE
N/A
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 – The Town of Tillsonburg will strive for excellence and accountability in
government, providing effective and efficient services, information, and opportunities to
shape municipal initiatives.
Strategic Direction – Increase opportunities and promotion for public engagement in
municipal initiatives.
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Priority Project – N/A
ATTACHMENTS
N/A
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